End of Year Guide - Elementary and Middle Schools

Below is a checklist of common procedures associated with closing of a school year for elementary and middle schools.

• Organize the order and use of these programs to suit the way you do things. These are suggestions only. Please consult with your District Coordinator for a combination of procedures/programs that work best for your district.

1. ___ Principal or District Coordinator Communicate Grades Deadline for Teachers

• Principal or District Coordinator communicates deadline for all assignments to be in WebGradeBook via emails, websites, or other means.
• Place reminders by the sign in book, teacher’s lounge, etc...

3. ___ Missing Grades Audit

Go to Grades / Entry / Missing Grades Audit

• Use this report to check for missing grading period grades. This is important because a missing grading period average will result in no final being calculated for the course.
• This report is also good to check for missing final averages after calculating final grades. Set for "F1" to see students who did not get a final grade average for a class.

4. ___ Incomplete Grade Audit

Go to Grades > Lists > Incomplete Grades Audit.

• Check for "I" (incomplete) grades, which are the result of "i" grades given to assignments in WebGradeBook.
• When the teacher updates the "i" assignment to a valid grade, then clicks "Save", the average is updated. This will result in an accurate calculation of the final average.

5. ___ District Coordinator - Import EOC Scores

• Usually done by the District Coordinator, the EOC scores are imported for EOC classes at the middle school level.
• The scores go to the E2 (or E4 if a spring 4x4 class) area of the teacher's gradebook, as well as to the student's test results.
• EOC weights for final grade calculations are determined by....

• Weights entered by the district in the "FWGT" column of the Course Catalog: In the Course Catalog, the column "FWGT" has a percentage entered by the district to determine the amount of weight the EOC grade will figure in the final average.
• Go to JPams > Grades Command Center > Testing > Import EOC Test Scores.

6. ___ Mass Calculate Semester/Final Averages

• Calculate the semester / final averages (Report Card Mode).

• Go to Grades > Entry > Post Grades Master > Admin > Mass Calculate Sem/Final Averages

7. ___ Print Grade Sheets

• Print grade sheets for the teacher to review and sign for accuracy. Fixes and corrections are made as a result of any feedback from the teacher.

• Go to Grades > Lists > Grade Sheets

8. ___ Repeat Mass Calculate Semester/Final Averages

• Due to updates to averages based on feedback from Teachers and Grade Sheets, a repeat of calculating semester / final averages is performed.

• Go to Grades > Entry > Post Grades Master > Admin > Mass Calculate Sem/Final Averages.

9. ___ Identify Students with Failing Final Grades

• Use the Grade Distribution Report to obtain lists of students that have failed courses for the year.
• Set the report to search for Final grades, then click on the count of "F" grades on the bottom row of the report.
• These lists are not only handy for determining promotion / retention, but also for new year scheduling or summer school lists.

• Go to Grades > Count > Grade Distribution Report.

10. ___ Identify Students to be Possibly Retained due to High Absenteeism

• To get a list of students to review for high absenteeism, run the Daily Absentee List in Summary mode.

• Go to Attendance > Lists > Daily Absentee List.

11. ___ Assign SBLC (Retention) Codes

• Use the SBLC Code Loader to mark students as "Retained".

• Go to Student Master > Loaders > SBLC Code Loader.

• To assign a SBLC Code to a single student, go to the student's Student Master screen, click in the SBLC field on the right, select a SBLC Code, then click the Save button.

12. ___ Print a List of Retained Students

• Print a listing of Retained Students for the Principal to review and approve.

• Go to Student Master > Lists > Retained/Promoted List.

13. ___ Print Final Report Cards

• Printing Final Report cards is similar to other times in the year with the exception of the following:

• The Type is set to "Final".
• The option to Show EOC scores is selected.
• The option to Show Address Line is selected to place the mailing address to fit a left windowed envelope.
• The option to show credits earned on the report card and cumulative label is set to display by the District Coordinator.

• District Coordinators: To show credits earned on the report card and on cumulative labels, place a check mark for the option Print Course Credit in System > Sponsor Site Editor > Find School Site > Pupil Progression tab > Report Card tab.

• Go to Grades > Lists > Report Card.

14. ___ Dropping Students - End of Year

• Check with your District Coordinator on posting exits for students that are leaving the district. These procedures can vary by district and exit reason.
  • In many districts, all drops and gains are done on the first day of the next school year. In some others, drops for students leaving the district are done on the last day of school. It is best to check with your District Coordinator for directions.

15. ___ Grading Period Lock

• Grading Periods in WebGradeBook are locked to preserve the integrity of the assignment records.

• Go to Grades > Loaders > Grading Period Lock

• For New Year Scheduling, if the user wishes to lock out teachers from WebGradeBook until scheduling is complete, do the following:

• In Grading Period Lock, set the Year to next year, then click the Deny option.
• To keep teachers out of the Post Attendance program, the District Coordinator would either (a) temporarily set the Attendance permission to "NA", or (b) change the teacher passwords in advance of next year.

16. ___ Grades Closeout EOY

• In some districts, the District Coordinator performs this task. In others, the school performs this task. Check with your District Coordinator if unsure.
• This program is performed when all of the grades for the current year have been verified and are finalized. The program copies the "current year" grades to the "transcript" data files.
• For Middle Schools with High School Carnegie Credit Courses: After the EOY Grades Closeout has been run, turn off the option "Show Current Year Grades" on the Transcript Workstation.

• If you see "double" transcript records on Transcript Workstation, this is a symptom of not turning off the "Show Current Year Grades" option.
• Go to Grades > Loaders > Grades Closeout EOY.

17. ___ Print and Check 8th Grade Transcripts

• From Transcript Workstation, use the Print Multiple button to print Transcripts to be checked for Carnegie unit credits earned in Middle School / Junior High.

• Go to Transcripts > Entry > Transcript Workstation > Print Multiple

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JCampus / Grades