End of Year Guide - High School

Below is a checklist of common procedures associated with closing of a school year for high schools.

• Many of the steps below are done twice. Once in early May for Seniors, then again in late May for Underclassmen.
• 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, and on the Notifications (Welcome tab) area of the software.

2. ___ 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.
   • Corrections should be made to assignments, with a Save action to recalculate the average.
   • 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 in Progress Report Mode.

3. ___ Move Graduating Juniors to Senior Grade Level

   • High Schools move any graduating Junior to the Senior grade level prior to graduation. If unsure of date to be used, contact your District Coordinator.

4. ___ Enter Final Averages for Virtual or Other "Off Campus" Courses

   • For virtual courses, or other types of courses where the student is given a final for a course typically taught away from school (ie, community college, technical college, university), enter the final average of the course.
   • If the course is in the Master Schedule, enter the final in Post Grades Master or Post Grades By Student, in Progress Report Mode.
   • If the course is not in the Master Schedule, enter the final in Transcript Workstation.

5. ___ 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.
   • 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.

6. ___ Incomplete Grade 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.

7. ___ Import EOC Scores (District Coordinator)

   • Usually done by the District Coordinator, the EOC scores are imported for EOC classes.
   • 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.

8. ___ Identify Students With High Absences for Possible Denial of Credit

   • Attendance By Course and History: Report checks number of times a student has missed a class based on the bell schedule. School can mark the class or classes as failed with an "*" asterisk.
   • Daily Absentee List: Use this report as an easy way to list students who have missed a large number of whole or half days. Run in Summary mode.
   • Non-Academic Failure Review: Run this report to obtain a list of students given denial of credit due to attendance.

9. ___ Mass Calculate Semester/Final Averages

   • Calculate the semester / final averages (Report Card Mode).
   • Run for Seniors first, then Underclassmen when ready.

10. ___ 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.

11. ___ 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.
    • Run on Seniors first, then Underclassmen when ready.

12. ___ Review and Update Special Codes Related to Diploma Pathways

    • Students are reviewed for diploma tracks in the Special Codes of Student Master.

13. ___ Check Test Scores for Seniors

    • Test Score Editor: Use this program to edit, as well as enter, any EOC scores needed for graduation. On setup box, set Test Type to EOC.
    • Carnegie Units Earned Report will show if the student has passed needed tests to graduate. Look for the Tests column on the far right.
    • Mass Print Test Score Cards: To bulk print the Test Score Cards for Seniors, go to Grades, Lists, then Mass Print Test Score Cards.

14. ___ Update Cumulative GPA's

    • Updating the Cumulative GPA is a preparation step for running the ranking report (next).

15. ___ GPA Ranking Report

    • Run the GPA Ranking Report to check that Seniors have enough credits to graduate.
    • For underclassmen, use as a list to determine if students have enough Carnegie Units to move to the next grade level.
      • Sort the report on the Credits Earned column to make things easy to check.

16. ___ Print and Check Senior Transcripts

    • From Transcript Workstation, use the Print Multiple button to print Transcripts to be checked for graduation requirements.
    • Don't forget to review credit site codes. Dual Enrollment courses should have Post Secondary site codes.

17. ___ Identify Students with Failing Final Grades

    • Use either the Grade Distribution Report or the Possible Failures Report to obtain lists of students that have failed courses for the year.
    • These lists are not only handy for determining promotion / retention, but also for new year scheduling or summer school lists.

18. ___ 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.

19. ___ 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.

20. ___ 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.

21. ___ Post Diploma Endorsements for Seniors

    • In the Vocational tab of Student Master, the user can enter the Diploma Endorsements of a Senior.
    • Select only A1 - A4, or B1, B2.
    • To get a list of Academic Endorsements, go to either of the following:
      • Go to Transcripts > Lists > Carnegie Units Earned Report. Look for the Endorsement column on far right.
      • Go to Student Master > Lists > Prospective Graduation List.

22. ___ Enter Vocational Cluster/Concentrations

    • Go to Student Master > Loaders > Vocational Concentration/Cluster Loader to do a bunch of students quickly.
    • To do a single student at a time, in Student Master, go to the Vocational tab, then select Concentration and Cluster for the student. Click the Save button to store the entry.

23. ___ Post Exits for Certificate of Achievement

    • In Student Master, locate the student leaving with a Certificate of Achievement.
    • In the Leave Date field, select 62 O6 E Certificate of Achievement with the Leave Date set to the last day of school.

    • Click Save to store the leave information.

24. ___ Post Exits for Completers or Students Who Passed the GED

    • Posting Completers or GED "pass" students prevents dropouts against the school.
    • In Student Master, locate the student leaving as a Completer.
    • Click in the Leave Date field. Post a leave code of one of the following that qualify:
      • 80 05 E GED Earned Only (typically, Adult Education Centers)
      • 81 22 E Completer-GED/Industry Certificate
      • 82 23 E Completer-GED/Local Skills Certificate
      • 83 24 E Completer-Industry Certificate Only
      • 84 25 E Completer-Local Skills Certificate Only
    • Set the Leave Date to the last day of school.

25. ___ Post Exits for Seniors Retained Due to Testing, but Have Completed All Carnegie Units

    • These Seniors have taken all of the classes needed to graduate. They only need to pass the EOC to earn a diploma. We will exit these students so that they are not rolled over to next year.
    • Locate the student master record of the student.
    • Check to make sure the student has a SBLC code of T Retained – Failed to Pass Exit Exam (Seniors).
    • In the Leave Code cell, select a leave code of 22 17 E Finished all but GEE/EOC Completed Carnegie Rqmts not GEE/EOC.
    • Post a Leave Date of the last day of school.
    • When you find out that these students have passed the EOC, consult with your district coordinator for proper year/date to exit the student with a 61 04 E Graduation/Early Graduation leave code.

26. ___ Create a List of Students Who Have Special Exit Conditions

    • In the left navigation panel, click Student Master > Lists > Leave Report List.
    • On Setup options, place a check mark for Show E Codes.
    • In the Leave Codes field, select codes 27, 62, 80, 81, 82, 83, 84.
    • Click OK to obtain the listing.

27. ___ 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 some districts, all drops and gains are done on the first day of the next school year. It is best to check with your District Coordinator for specific directions.
    • For high schools, per previous steps explained in this guide, the following students are dropped at the end of the year:
      • Seniors who are retained to due to testing only (Carnegie Units are OK).
      • Students earning a Certificate of Achievement
      • Students who are "Completers" (ie... GED Pass, GED with Industry Certificate, GED with Skills Certificate,...)

28. ___ Grading Period Lock

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

29. ___ EOY Grades Closeout:

    • This program is executed when all of the grades for the current year have been verified and are finalized.
    • Who performs the task depends on the district. 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 will move the current year grades to the transcript file. Therefore, after the EOY Grades Closeout has been run, turn off the option to "Show Current Year Grades" on the Transcript Workstation.
      • If you see "double" transcript records, this is a symptom of not turning off the "Show Current Year Grades" option.

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End of Year Guide - Elementary and Middle Schools Page