End of Year Guide - Elementary and Middle Schools

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.

• 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.

1. ___ 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.
   • 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.

2. ___ Incomplete Grade Audit (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.

3. ___ Import EOC Scores (District Coordinator) (MS)

   • 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.

4. ___ Mass Calculate Semester/Final Averages

   • Run to do an initial calculation of semester / final averages.

5. ___ 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.

6. ___ 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.

7. ___ 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 last row of the report.

8. ___ Identify Students to be Possibly Retained due to Test Scores

   • Mass Print Test Score Cards: To bulk print Test Score Cards for students, go to Grades > Lists > Mass Print Test Score Cards.
   • 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.

9. ___ 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.

10. ___ 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.
    • Click the following link to see a listing of SBLC Codes: SBLC Codes.

11. ___ 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.

12. ___ Print Final Report Cards

    • Printing Final Report cards is similar to other times in the year with the exception of a couple of the following:
      • The Type is set to "Final".
      • Middle Schools often select the option to Show EOC scores
      • The option to Show Address Line is selected to place the mailing address to fit a left windowed envelope.

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 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.

14. ___ 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.

15. ___ Grades Closeout EOY

    • 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.
    • In some districts, the District Coordinator performs this task. In others, the school performs this task. Check with your District Coordinator if unsure.
    • For Middle Schools, after the Grades Closeout EOY 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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Grades Main Page

End of Year Guide - High Schools Page