End of Year Guide - High School
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Jump to navigationJump to searchBelow are suggestions for common procedures associated with closing of a school year.
- Use the order and sequence 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 works best for your district.
- ______Principal Communicates Grades Deadline for Teachers
- 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 (Welcome tab) area of the software.
- ______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 (set to progress report mode).
- ______Move Graduating Juniors to Senior Grade Level (HS)
- High Schools move any graduating Junior to the Senior grade level prior to graduation.
- ______Missing Grades Audit
- Check for missing marking period grades.
- ______Incomplete Grade Audit
- Check for "I" (incomplete) grades.
- ______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.
- ______Mass Calculate Semester/Final Averages
- Calculate the semester / final averages.
- Run for Seniors first, then Underclassmen when ready.
- _____Identify Students With High Absences for Possible Retention or Denial of Credit
- Attendance By Course and History (HS): 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.
- ______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.
- ______Repeat Mass Calculate Semester/Final Averages
- Based on feedback from Grade Sheets, a repeat of calculating semester / final averages is needed to update based on any corrections made.
- Run on Seniors first, then Underclassmen when ready.
- ______Review and Update Special Codes Related to Diploma Pathways (HS)
- Students are reviewed for diploma tracks in the Special Codes of Student Master.
- ______Check Test Scores for Seniors (HS):
- 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.
- ______Enter Final Averages for Virtual or Other "Off Campus" Courses (HS)
- 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.
- If the course is not in the Master Schedule, enter the final in Transcript Workstation.
- ______Update Cumulative GPA's (HS)
- Updating the cumulative gpa is a preparation step for running the ranking report (next).
- ______GPA Ranking Report (HS)
- 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.
- ______Print and Check Senior Transcripts (HS)
- 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.
- ______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.
- ______Assign SBLC (Retention) Codes
- Use the SBLC Code Loader to mark students as "Retained".
- Go to Student Master, then Loaders, then SBLC Code Loader.
- ______Print a List of Retained Students
- Print a listing of Retained Students for the Principal to review and approve.
- Go to Student Master, then Lists, then Retained/Promoted List.
- ______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.
- Printing Final Report cards is similar to other times in the year with the exception of the following:
- ______Post Diploma Endorsements for Seniors (HS)
- 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 Student Master, Lists, Prospective Graduation List.
- ______Enter Vocational Cluster/Concentrations (HS)
- 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.
- ______Post Exits for Certificate of Achievement
- In Student Master, locate the Certificate of Achievement student.
- 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.
- ______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 Completer student.
- 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.
- ______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.
- ______Create a List of Students Who Have Special Exit Conditions (HS)
- In the left navigation panel, click Student Master, Lists, then 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.
- ______Dropping Students - End of Year
- Note: Check with your District Coordinator on posting exits for students at the end of the year as the procedures can vary by district and exit reason.