Grades Closeout EOY

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The Grades Closeout EOY program copies the "current year" grades to the "transcript" data files. This program is run when all of the grades for the current year have been verified and are finalized.

  • In some districts, the District Coordinator performs this task. In others, the school performs this task. Check with your District Coordinator if unsure.

Navigating to the Grades Closeout EOY Program

In the left navigation panel, click Grades, then Loaders, then Grades Closeout EOY.


Completing the Grades Closeout EOY Setup Box

Grades Closeout EOY Setup Box
  1. For Setup Options, other than the Standard Setup Options, set the following:
    • School: Click to select the school. If logged in as a District Coordinator, multiple schools can be selected.
    • Grade: Click to select the desired grade or grades.
    • REPLACE with grade record if transcript record already exist: If running a second or more time, select if the grade record is to overwrite the matching transcript record. This will overwrite any changes made to matching transcript records.
    • REPLACE with grade record ONLY if transcript record has not been edited: If running a second or more time, select to make grade records update matching transcript records only if the transcript record was never changed. If someone has made manual changes to the transcript, checking this option will keep it from being changed back.
    • INCLUDE Carnegie Unit code on (grade >=9)course taken by (grade <= 8) student: Select if there are 8th grade or lower students earning Carnegie units for courses that are 9th grade or higher. Example: "7th grader completes 9th grade Algebra I".
    • EXCLUDE failing grade records in courses with P/F honor code: If this option is selected, then failing grades for courses with a P/F honor codes will NOT be moved to the transcript file. If this options is not selected, then the grades for courses with P/F honor codes WILL be moved to the transcript file.
  2. After selecting options, click the Process button.
  3. When done, a report of the number of records processed will be displayed.
  4. For high schools and some middle schools: After the Grades Closeout EOY has been run, turn off the option "Show Current Year Grades" on the Transcript Workstation. If you see "double" transcript records on the Transcript Workstation, this is a symptom of not turning off the "Show Current Year Grades" option.


Grades Main Page
End of Year Guide - High Schools Page
End of Year Guide - Elem and Middle Schools Page

Last Updated: 2015.05.05

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