Difference between revisions of "End of Year Guide - Elementary and Middle Schools"
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+ | '''Click the link below for a generic 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. | ||
+ | |||
+ | |||
+ | :[https://docs.google.com/document/d/1unPcg_9Dizcy96FhpD3uqzb32YfR2Pvu/edit?usp=sharing&ouid=102933142117974576511&rtpof=true&sd=true '''2324 End of Year Guide for Elementary & Middle Schools'''] | ||
+ | |||
+ | :[https://wiki.edgear.net/wiki/w/images/f/f2/End_of_Year_Guide_Elementary_Middle_School_2122.pdf '''2122 End of Year Guide for Elementary & Middle Schools'''] | ||
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+ | ---- | ||
+ | '''Previous Year's EOY steps are below:''' | ||
+ | |||
Below is a checklist of common procedures associated with closing of a school year for elementary and middle schools. | Below is a checklist of common procedures associated with closing of a school year for elementary and middle schools. | ||
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::* Place reminders by the sign in book, teacher’s lounge, etc... | ::* Place reminders by the sign in book, teacher’s lounge, etc... | ||
− | ==== | + | ==== 2. ___ [[Missing Grades Audit]]==== |
:: Go to ''Grades > Entry > 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. | ::* 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. | ::*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. | ||
− | ==== | + | ==== 3. ___ [[Incomplete Grade Audit]]==== |
::Go to ''Grades > Lists > Incomplete Grades 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. | ::* 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. | ::* 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. | ||
− | ==== | + | ==== 4. ___ District Coordinator - Import EOC Scores==== |
::Go to ''Grades > Import > Import Test Scores''. | ::Go to ''Grades > Import > Import Test Scores''. | ||
::* Usually done by the District Coordinator, the EOC scores are imported for EOC classes at the middle school level. | ::* 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. | ::* 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. | ||
− | ==== | + | ==== 5. ___ [[Mass Calculate Semester / Final Averages for Entire School|Calculate Semester/Final Averages]]==== |
− | ::Go to ''Grades / Entry / Post Grades Master / Admin / Mass Calculate Sem/Final Averages'' | + | ::Go to ''Grades / Entry / Post Grades Master / Admin / Mass Calculate Sem/Final Averages'' '''OR''' ''Grades > Lists > Report Cards'' |
::* Calculate the semester and final averages (''Report Card Mode''). | ::* Calculate the semester and final averages (''Report Card Mode''). | ||
− | ==== | + | ==== 6. ___ Print [[Grade Sheets]]==== |
+ | ::Go to ''Grades > Lists > 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. | ::* 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. | ||
− | |||
− | ==== | + | ==== 7. ___ Repeat [[Mass Calculate Semester / Final Averages for Entire School|Mass Calculate Semester/Final Averages]]==== |
− | ::* Due to updates to averages based on feedback from Teachers | + | ::Go to ''Grades > Entry > Post Grades Master > Admin > Mass Calculate Sem/Final Averages'' '''OR''' ''Grades > Lists > Report Cards'' |
− | + | ::* Due to updates to averages based on feedback from Teachers, a repeat of calculating semester / final averages is performed. | |
− | ==== | + | ==== 8. ___ Identify Students with Failing Final Grades for Possible Retention==== |
+ | ::Go to ''Grades > Count > Grade Distribution Report''. | ||
::* Use the '''[[Grade Distribution Report]]''' to obtain lists of students that have failed courses for the year. | ::* 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. | ::* 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. | ::* These lists are not only handy for determining promotion / retention, but also for new year scheduling or summer school lists. | ||
− | |||
− | ==== | + | ==== 9. ___ Identify Students to be Possibly Retained due to High Absenteeism==== |
+ | ::Go to ''Attendance > Lists > Daily Absentee List''. | ||
::* To get a list of students to review for high absenteeism, run the '''[[Daily Absentee List]]''' in '''Summary''' mode. | ::* To get a list of students to review for high absenteeism, run the '''[[Daily Absentee List]]''' in '''Summary''' mode. | ||
− | |||
− | ==== | + | ==== 10. ___ Assign SBLC (Retention) Codes==== |
+ | ::Go to ''Student Master > Loaders > [[SBLC Code Loader]]''. | ||
::* Use the '''[[SBLC Code Loader]]''' to mark students as "Retained". | ::* Use the '''[[SBLC Code Loader]]''' to mark students as "Retained". | ||
− | |||
::* 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. | ::* 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. | ||
− | ==== | + | ==== 11. ___ Print a List of Retained Students==== |
+ | ::Go to ''Student Master > Lists > [[Retained/Promoted List]]''. | ||
::* Print a listing of Retained Students for the Principal to review and approve. | ::* Print a listing of Retained Students for the Principal to review and approve. | ||
− | |||
− | ==== | + | ==== 12. ___ Print Final [[Report Card|Report Cards]]==== |
− | :: | + | ::Go to ''Grades > Lists > Report Card''. |
− | + | ::* Set ''Type'' to "Final". | |
− | + | ::* Set option to ''Show EOC scores'' if EOC courses are taught at the Middle School. | |
− | + | ::* '''District Coordinators''': To show credits earned on the report card and on cumulative labels, place a check mark for the option ''Print Credits on Carnegie Unit Courses'' in ''System > Sponsor Site Editor > Find School Site > Pupil Progression tab > Report Card'' tab. | |
− | |||
− | |||
− | |||
− | ==== | + | ==== 13. ___ '''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. | ::* 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 <u>on the first day of the next school year</u>. 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'''. |
− | ==== | + | ==== 14. ___ [[Grading Period Lock]]==== |
+ | ::Go to ''Grades > Loaders > Grading Period Lock'' | ||
::* Grading Periods in WebGradeBook are locked to preserve the integrity of the assignment records. | ::* Grading Periods in WebGradeBook are locked to preserve the integrity of the assignment records. | ||
− | |||
− | |||
− | |||
− | |||
− | ==== | + | ==== 15. ___ [[Grades Closeout EOY]]==== |
+ | ::Go to ''Grades > Loaders > 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. | ::* 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. | ::* 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 offering Carnegie Unit courses: <u>Be sure to check the third option "Include Carnegie Unit Code on (grade >=9)...."</u> |
− | + | ||
− | + | ==== 16. ___ Print and Check 8th Grade Transcripts==== | |
+ | ::Go to ''Transcripts > Entry > Transcript Workstation > Print Multiple'' | ||
+ | ::* In '''[[Overview|Transcript Workstation]]''', use the '''Print Multiple''' button to print Transcripts to be checked for Carnegie unit credits earned in Middle School/Junior High. | ||
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Latest revision as of 06:54, 12 April 2024
Click the link below for a generic 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.
Previous Year's EOY steps are below:
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...
2. ___ 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.
- Go to Grades > Entry > Missing Grades Audit
3. ___ 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.
- Go to Grades > Lists > Incomplete Grades Audit.
4. ___ District Coordinator - Import EOC Scores
- Go to Grades > Import > Import Test 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.
- Go to Grades > Import > Import Test Scores.
5. ___ Calculate Semester/Final Averages
- Go to Grades / Entry / Post Grades Master / Admin / Mass Calculate Sem/Final Averages OR Grades > Lists > Report Cards
- Calculate the semester and final averages (Report Card Mode).
- Go to Grades / Entry / Post Grades Master / Admin / Mass Calculate Sem/Final Averages OR Grades > Lists > Report Cards
6. ___ Print Grade Sheets
- Go to Grades > Lists > 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
7. ___ Repeat Mass Calculate Semester/Final Averages
- Go to Grades > Entry > Post Grades Master > Admin > Mass Calculate Sem/Final Averages OR Grades > Lists > Report Cards
- Due to updates to averages based on feedback from Teachers, a repeat of calculating semester / final averages is performed.
- Go to Grades > Entry > Post Grades Master > Admin > Mass Calculate Sem/Final Averages OR Grades > Lists > Report Cards
8. ___ Identify Students with Failing Final Grades for Possible Retention
- Go to Grades > Count > Grade Distribution Report.
- 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.
9. ___ Identify Students to be Possibly Retained due to High Absenteeism
- Go to Attendance > Lists > Daily Absentee List.
- 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.
10. ___ Assign SBLC (Retention) Codes
- Go to Student Master > Loaders > SBLC Code Loader.
- Use the SBLC Code Loader to mark students as "Retained".
- 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.
- Go to Student Master > Loaders > SBLC Code Loader.
11. ___ Print a List of Retained Students
- Go to Student Master > Lists > Retained/Promoted List.
- Print a listing of Retained Students for the Principal to review and approve.
- Go to Student Master > Lists > Retained/Promoted List.
12. ___ Print Final Report Cards
- Go to Grades > Lists > Report Card.
- Set Type to "Final".
- Set option to Show EOC scores if EOC courses are taught at the Middle School.
- District Coordinators: To show credits earned on the report card and on cumulative labels, place a check mark for the option Print Credits on Carnegie Unit Courses in System > Sponsor Site Editor > Find School Site > Pupil Progression tab > Report Card tab.
- Go to Grades > Lists > Report Card.
13. ___ 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.
14. ___ Grading Period Lock
- Go to Grades > Loaders > Grading Period Lock
- Grading Periods in WebGradeBook are locked to preserve the integrity of the assignment records.
- Go to Grades > Loaders > Grading Period Lock
15. ___ Grades Closeout EOY
- Go to Grades > Loaders > 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 offering Carnegie Unit courses: Be sure to check the third option "Include Carnegie Unit Code on (grade >=9)...."
- Go to Grades > Loaders > Grades Closeout EOY.
16. ___ Print and Check 8th Grade Transcripts
- Go to Transcripts > Entry > Transcript Workstation > Print Multiple
- In 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