Difference between revisions of "End of Year Guide - Elementary and Middle Schools"

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.

2324 End of Year Guide for Elementary & Middle Schools

2122 End of Year Guide for Elementary & Middle Schools

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.

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.

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.

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).

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.

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.

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.

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.

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.

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.

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.

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.

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)...."

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.

JCampus / Grades

@@ Line 1: / Line 1: @@
-Below is a checklist of common procedures associated with closing of a school year in elementary and middle schools.
+__NOTOC__
+'''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.
-#___ '''Principal Communicates Grades Deadline for Teachers'''
+:[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''']
-#:* Ask the Principal to announce and repeat the deadline for all assignments to be in WebGradeBook.
-#:* Place reminders by the sign in book, teacher’s lounge, and on the '''[[Notifications_on_the_Welcome_Page | Notifications (Welcome tab)]]''' area of the software.
+:[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''']
-#___ '''Teachers Update WebGradeBook Assignments'''
-#:* Ask teachers check current and past grades in WebGradeBook for accuracy.
-#:* A quick way for Teachers to check averages from previous grading periods is to run the '''[[Term Grades Report]]''' in WebGradeBook.
-#:**(''WebGradeBook > Reports > Rosters > Term Grades Report > All Students'')
+----
-#:* Corrections should be made to assignments, with a ''Save'' action to recalculate the average.
+'''Previous Year's EOY steps are below:'''
-#:* If it is not possible to make the correction in WebGradeBook, the marking period grade can be entered/edited by using the '''[[Post Grades By Student]]''' program (set to progress report mode).
-#:**(''Grades > Entry > Post Grades by Student OR Post Grades Master'')
+Below is a checklist of common procedures associated with closing of a school year for elementary and middle schools.
-#___ '''[[Missing Grades Audit]]'''  (''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.
+* 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.
-#:* Don't forget to unlock any previous grading periods by using the '''[[Grading Period Lock]]''' program.
-#:* This report is also good to check for missing final averages after running '''[[Mass Calculate Semester / Final Averages for Entire School|Mass Calculate Semester/Final Averages]]'''.
-#___ '''[[Incomplete Grade Audit]]'''
+====1. ___ Principal or District Coordinator Communicate Grades Deadline for Teachers====
-#:* Check for "I" (incomplete) grades, which are the result of "i" grades given to assignments in WebGradeBook.
+::* Principal or District Coordinator communicates deadline for all assignments to be in WebGradeBook via emails, websites, or other means.
-#:* 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.
+::* Place reminders by the sign in book, teacher’s lounge, etc...
-#___ '''Import EOC Scores''' ''(District Coordinator)'' ''(MS)''
-#:* Usually done by the District Coordinator, the EOC scores are imported for EOC classes.
+==== 2. ___ [[Missing Grades Audit]]====
-#:* 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 > Entry > Missing Grades Audit''
-#___ '''[[Mass Calculate Semester / Final Averages for Entire School|Mass Calculate Semester/Final Averages]]'''
+::* 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.
-#:* Run to do an initial calculation of semester / final averages.
+::*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.
-#___ '''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.
+==== 3. ___ [[Incomplete Grade Audit]]====
-#___ '''Repeat [[Mass Calculate Semester / Final Averages for Entire School|Mass Calculate Semester/Final Averages]]'''
+::Go to ''Grades > Lists > Incomplete Grades Audit''.
-#:* Due to updates to averages based on feedback from Teachers and Grade Sheets, a repeat of calculating semester / final averages is performed.
+::* Check for "I" (incomplete) grades, which are the result of "i" grades given to assignments in WebGradeBook.
-#___ '''Identify Students with Failing Final Grades'''
+::* 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.
-#:* 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 last row of the report.
+==== 4. ___ District Coordinator - Import EOC Scores====
-#___ '''Identify Students to be Possibly Retained due to Test Scores'''
+::Go to ''Grades > Import > Import Test Scores''.
-#:* '''[[Mass Print Test Score Cards]]''':  To bulk print Test Score Cards for students, go to ''Grades > Lists > '''[[Mass Print Test Score Cards]]'''''.
+::* Usually done by the District Coordinator, the EOC scores are imported for EOC classes at the middle school level.
-#:* '''[[Test_Score_Editor_-_Editing/Entering_Scores|Test Score Editor]]''':  Use this program to edit, as well as enter, any test scores needed for promotion.  On setup box, set ''Test Type'' to either ''Leap 21'', ''iLEAP'', or ''LAA2''.
+::* 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.
-#___ '''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.
+==== 5. ___ [[Mass Calculate Semester / Final Averages for Entire School|Calculate Semester/Final Averages]]====
-#___ '''Assign SBLC (Retention) Codes'''
+::Go to ''Grades / Entry / Post Grades Master / Admin / Mass Calculate Sem/Final Averages'' '''OR''' ''Grades > Lists > Report Cards''
-#:* Use the '''[[SBLC Code Loader]]''' to mark students as "Retained".
+::* Calculate the semester and final averages (''Report Card Mode'').
-#:* 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.
+==== 6. ___ Print [[Grade Sheets]]====
-#:* Click the following link to see a listing of '''SBLC Codes''': '''[[SBLC Codes]]'''.
+::Go to ''Grades > Lists > Grade Sheets''
-#___ '''Print a List of Retained Students'''
+::* 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 a listing of Retained Students for the Principal to review and approve.
-#:* Go to ''Student Master > Lists > '''[[Retained/Promoted List]]'''''.
+==== 7. ___ Repeat [[Mass Calculate Semester / Final Averages for Entire School|Mass Calculate Semester/Final Averages]]====
-#___ '''Print Final [[Report Card|Report Cards]]'''
+::Go to ''Grades > Entry > Post Grades Master > Admin > Mass Calculate Sem/Final Averages'' '''OR''' ''Grades > Lists > Report Cards''
-#:* Printing Final Report cards is similar to other times in the year with the exception of a couple of the following:
+::* Due to updates to averages based on feedback from Teachers, a repeat of calculating semester / final averages is performed.
-#:** The ''Type'' is set to "Final".
-#:** Middle Schools often select the option to ''Show EOC scores''
+==== 8. ___ Identify Students with Failing Final Grades for Possible Retention====
-#:** The option to ''Show Address Line'' is selected to place the mailing address to fit a left windowed envelope.
+::Go to ''Grades > Count > Grade Distribution Report''.
-#___ '''Dropping Students - End of Year'''
+::* Use the '''[[Grade Distribution Report]]''' to obtain lists of students that have failed courses for the 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.
+::* Set the report to search for Final grades, then click on the count of "F" grades on the bottom row of the report.
-#:** In some districts, all drops and gains are done on the first day of the next school year, in others, drops for students leaving the district are done on the last day of school.  It is best to check with your District Coordinator.
+::* These lists are not only handy for determining promotion / retention, but also for new year scheduling or summer school lists.
-#___ '''[[Grading Period Lock]]'''
-#:* Grading Periods in WebGradeBook are locked to preserve the integrity of the assignment records.
+==== 9. ___ Identify Students to be Possibly Retained due to High Absenteeism====
-#:* For New Year Scheduling, if the user wishes to lock out teachers from WebGradeBook until scheduling is complete, do the following:
+::Go to ''Attendance > Lists > Daily Absentee List''.
-#:** In ''Grading Period Lock'', set the '''Year''' to next year, then click the '''Deny''' option.
+::* To get a list of students to review for high absenteeism, run the '''[[Daily Absentee List]]''' in '''Summary''' mode.
-#:** 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.
-#___ '''[[Grades Closeout EOY]]'''
+==== 10. ___ Assign SBLC (Retention) Codes====
-#:* 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.
+::Go to ''Student Master > Loaders > [[SBLC Code Loader]]''.
-#:* In some districts, the District Coordinator performs this task.  In  others, the school performs this task.  Check with your District Coordinator if unsure.
+::* Use the '''[[SBLC Code Loader]]''' to mark students as "Retained".
-#:* For Middle Schools, after the '''Grades Closeout EOY''' has been run, turn off the option "Show Current Year Grades" on the '''[[Transcript Workstation]]'''.
+::* 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.
-#:** If you see "double" transcript records on '''[[Transcript Workstation]]''', this is a symptom of not turning off the "Show Current Year Grades" option.
+==== 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.
+==== 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.
+::* 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.
+==== 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:  <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.
 ----
-[[Grades|'''Grades''' Main Page]]
+'''[[WebPams|JCampus]] / [[Grades]]'''
-:[[End_of_Year_Guide_-_High_School|'''End of Year Guide - High Schools''' Page]]