EOY High Schools

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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 Communicates Grade 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. ___ 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.
  • Go to WebGradeBook > Reports > Rosters > Term Grades Report > All Students.
  • 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 or Post Grades Master programs in Progress Report Mode.
  • Go to Grades > Entry > Post Grades by Student OR Post Grades Master.

3. ___ Move Graduating Juniors to Senior Grade Level

  • In Student Master, graduating Juniors are given leave codes/date, then re-enrolled to the Senior grade level prior to graduation. If unsure of date to be used, contact your District Coordinator.
  1. In the student's Student Master screen, post a leave date and leave code of “20 15 Exit grade for re-assignment to another grade.”
  2. Reenroll the student by doing the following:
    • While still on the student’s Student Master record, click Action, then Reenroll. Click on the enrollment record with the exit code posted in step 2.
    • Import the student as normal, but update the grade to “12”.
    • Be sure to use the same entry date as the exit date.
    • Use the entry code of “E6 C4 Re-entry into school. Student has not registered at another public school…”
  3. The student’s schedule, grades, attendance, and discipline information will not be affected. Student will now simply be a 12th grader, and thus, be eligible to be reported as a graduate to the state.

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.
  • Go to Grades > Entry > Post Grades Master OR Post Grades by Student.
  • Go to Transcripts > Entry > 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.
  • Go to Grades > Entry > Missing Grades Audit
  • Go to Grades > Loaders > Grading Period Lock.

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.
  • Go to Grades > Lists > Incomplete Grades Audit.

7. ___ Import EOC Scores

  • 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 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.
  • New! Attention School Sites! Special ed students deemed to be eligible for Act 833 5% calculation: In Student Master, or in Special Codes Loader, assign a special code of ACS Act 833 EOC Alternate 5% Scale.
  • Go to JPams > Grades Command Center > Testing > Import EOC Test Scores.

8. ___ Mass Calculate Semester/Final Averages

  • Calculate the semester / final averages (Report Card Mode).
  • Run for Seniors first, then Underclassmen later in May when ready.
  • Go to Grades > Entry > Post Grades Master > Admin > Mass Calculate Sem/Final Averages
  • TIP: Want to see if grades are averaging correctly, but not show on Student Progress Center? Do the Mass Calculate process in "Training" database. At the main login, for "Database", select "Training". As long as the screen background color is pink, you are not posting to live data.

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

  • The denial of credit is posted to the "Final" average. Classes with an "F" average are set to "hide" so that a denial is not posted to classes that are already failed due to academics.
  • Be sure of the attendance codes to "skip" in your district/school before running these reports.
  • Attendance By Course and History: Report checks number of times a student has missed a class based on the Bell Schedule (bell schedule required for this program to work).
  • Go to Attendance > Counts > Attendance by Course and History.
  • The user marks a class or classes as failed by clicking select boxes, then tap the "Auto Fail" button. This places an "*" asterisk on the marking period average or final average, indicating failure due to attendance violation.
  • Check with your District Coordinator for proper settings if unsure of what settings to use.
  • 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.
  • Go to Attendance > Lists > Daily Absentee List
  • Go to Grades > Lists > Non-Academic Failure Review.

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.
  • Go to Grades > Lists > Grade Sheets

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

12. ___ Review and Update Codes related to Diploma Pathways and Career Options

For the State Transcript System (STS), update Student Master Special Codes related to diploma pathways. Then update the Cluster/Concentration or Career Options codes on the Vocational Screen of Student Master.

Student Master Special Code for Diploma Path Vocational Tab Related Information
CO4: Core 4 No Career Cluster or Career Option required
CT4: Core 4 with CTE Career Option required. (Select from A codes - P codes)
CTU: TOPS University Diploma No Career/Cluster or Career Option required
COB: Basic Core Cluster/Concentration required
COD: Career Diploma Cluster/Concentration required. Also post an "OM1" special code
COJ: Career/Jumpstart Career Option required. (Select from R-Regional, S codes, or T codes)
CJA: Jumpstart Alternate Pathway (L1) Career Option required (Select from U codes)
ACS: Act 833 EOC Alternate 5% Scale (Use to ID Act 833 to ensure 5% calculation on EOC). Not Applicable.
CND: Not Declared. Valid only for grade 09, and mid-year of grade 10. No Career Option required
COA: Certificate of Achievement: Used to identify student earning Cert of Achievement Not Applicable. Local code only not reported to state.
Special Codes Related to Privacy in STS
  • CON: Consent to share Pii (STS data shared to LOSFA - TOPS)
  • DNC: Do not consent to share Pii (STS data not shared to LOSFA - TOPS)
  • Blank: Do not consent to share Pii (STS data not shared to LOSFA - TOPS)
State Student Information System Additional Diploma Related Path Codes (SIS)
  • OM2: Op5 Non Diploma School/Program
  • OM3: Op6 Connections Pathway (only grade 8)
  • OM4: Op7 Skills Certificate after Connections Pathway
  • OM5: Op8 Pursuing GED-HiSet after Connections Process
  • TRA: Transitional 9th grade student. For student to be categorized as grade "T9" to State SIS system.
Fastest Way to Update Special Codes for a Large Group of Students
  • Go to Student Master / Loaders / Special Code Loader. Set for one grade level at a time.
How to Update Special Codes for a Single Student
  • In Student Master, locate desired student.
  • Click on the Special Codes field on the lower left.
  • Pick the appropriate diploma related special code.
Fastest Way to Update Cluster/Concentration codes for COB (Basic Core) and COD (Career Diploma) Students
  • Go to Student Master / Loaders / Vocational Concentration Cluster Loader. Set for Special Codes COB and COD.
Fastest Way to Update Career Options codes for CT4 (Core 4 with Tech), CJA (Jump Start), or ACS (Act 833):
  • Go to Student Master / Loaders / Career Loader. Set Career Options for ones offered at your school site, then set Special Codes to CT4, CJA, and ACS.
How to Update Cluster/Concentration and Career Options on a Single Student
  • Go to the Student's Student Master record. Tap on the "Vocational" tab. Cluster Concentration is on the lower middle. Career Options is on the far right. SAVE when done.

13. ___ Check Test Scores for Seniors

  • Note: A "yes" for having passed graduation tests is needed for students earning a graduation diploma. Students not earning a graduation diploma, such as "COA Certificate of Achievement", do not have to have a "yes" for passage of test scores for graduation.
  • Carnegie Units Earned Report will show if the student has passed needed tests to graduate. Look for the Tests column on the far right.
  • Go to Transcripts > Lists > Carnegie Units Earned Report.
  • Go to Grades > Lists > Mass Print Test Score Cards.
  • 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.
  • Tip: Use the "Student" field to work with one student at a time when entering student test results.
  • Go to Grades > Entry > Test Score Editor.

14. ___ Run an Initial Cumulative GPA Ranking Report

  • Use the report to do a quick check that students have enough credits to graduate, and get an initial look over of the ranks.
  • Go to Transcripts > Lists > GPA Ranking Report OR Transcript Workstation / Action / Rank Report.
  • Update the Cumulative GPA first by clicking the Update GPA button as a preparation step for running the ranking report (next).
  • Run the GPA Ranking Report to check that Seniors have enough credits to graduate by checking the "Units Earned" column and setting the "Minimum Units" to either "23" or "24".
  • TIP: For underclassmen, use as a list to determine if students have enough Carnegie Units to move to the next grade level by setting the "Minimum Units" to be the amount needed to pass to the next grade.
  • Sort the report on the Units Earned column to make things easy to check.

15. ___ Print and Check Senior Transcripts

  • From Transcript Workstation, use the Print Multiple button to print Transcripts to be checked for graduation requirements.
  • Tip: Print in batches by "Special Code" (Example: Print by special code "CO4" for batch of Core 4 transcripts).
  • Check subject areas for graduation compliance. Example: 4 English courses, 4 Math courses, 1.5 PE courses, etc...
  • Review credit site codes, especially for Dual Enrollment courses, which should have Post Secondary site codes.
  • Go to Transcripts > Entry > Transcript Workstation > Print Multiple

16. ___ 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

17. ___ Assign SBLC (Retention) Codes

  • If needed, first consult with the District Coordinator on which SBLC codes are to be used in your district.
  • 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 see a listing of SBLC codes, click here: SBLC Codes

18. ___ Print a List of Retained Students

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

19. ___ Repeat Cumulative GPA Ranking Report

  • Repeat the GPA Ranking Report to adjust rank for any students who have been marked as retained.
  • Update the Cumulative GPA first by clicking the Update GPA button as a preparation step for running the ranking report.

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.
  • Go to Grades > Lists > Report Card.

21. ___ Post Diploma Endorsements for Seniors

  • In the Vocational tab of Student Master, the user can enter the Diploma Endorsements of a Senior.
  • In Student Master, find the student to be given a Diploma Endorsement.
  • Click in the Endorsement field to select from the following:
A1 Academic Endorsement with senior project
A2 Academic Endorsement with 1 unit AP course and have attempted the AP exam
A3 Academic Endorsement with 1 unit IB course and have attempted the IB exam
A4 Academic Endorsement with 3 units non-remedial articulated college credit in core area
B1 Career/Tech Endorsement with BESE approved industry-based certificate
B2 Career/Tech Endorsement with 3 college hours in career tech area that articulate to postsecondary institution
C1 Community Service Endorsement
D1 AP course(test score 3 or higher)
D2 1 IB course (test score 4 or higher)
D3 DOE-approved equivalent summative test
D4 4 units in World Language/7 units or more in world language immersion
D5 Internationally-benchmarked language exam (DELF,DELE,ACTFL)
D6 Primary Language w/Early Advanced on ELDA; DOE-approved equivalent summative test
J1 Basic Credential
J2 Regional Credential
J3 Advanced Credential
99 Other
  • Click Save to store the entry.
  • To get a list of students with Academic Endorsements, go to either of the following:

22. ___ 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.

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

  • Posting exits for 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.
  • Set the Leave Date to the last day of school.
  • 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-HiSet/Industry Certificate
    • 82 23 E Completer-GED-HiSet/Local Skills Certificate
    • 83 24 E Completer-Industry Certificate Only
    • 84 25 E Completer-Local Skills Certificate Only
    • 93 36 E State Skills Certificate
  • Click Save to store the leave information.

24. ___ 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.
  • Find the student in Student Master.
  • Check to make sure the student has a SBLC code of T Retained – Failed to Pass Exit Exam (Seniors).
  • Click in the Leave Date cell:
  • Post a Leave Date of the last day of school.
  • Select a Leave Code of 22 17 E Finished all but GEE/EOC Completed Carnegie Rqmts not GEE/EOC.
  • Click Save to store the leave information.
  • When you find out that these students have passed the EOC, consult with your district coordinator for proper year/date to reenter, then exit the student with a 61 04 E Graduation/Early Graduation leave code.

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

  • Sometimes, users like to make a list of students with special exit situations as described in previous steps.
  • In the left navigation panel, go to 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.

26. ___ 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.
  • For high schools, per previous steps explained in this guide, the following students are dropped on the last day 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,...)

27. ___ 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.

28. ___ 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.
  • Go to Grades > Loaders > Grades Closeout EOY.
  • 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.




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