End of Year Guide - High School

Below are suggestions for common procedures associated with closing of a school year.

• You may find the use and order of some of these programs does not 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.

1. ______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.

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 (set to progress report mode).

3. ______Move Graduating Juniors to Senior Grade Level (HS)

   High Schools move any graduating Junior to the Senior grade level prior to graduation.

4. ______Missing Grades Audit

   Check for missing marking period grades.

5. ______Incomplete Grade Audit

   Check for "I" (incomplete) grades.

6. ______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 4x4) areas of the teacher's gradebook, as well as to the student's test results.

7. ______Mass Calculate Semester/Final Averages

   Calculate the semester / final averages. For High Schools, do Seniors first, then Underclassmen when ready.

8. _____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 (Elem/MS): List is used to mark retention due to excessive absences.
   • Non-Academic Failure Review: Run this report to obtain a list of students given denial of credit due to attendance.

9. ______Print Grade Sheets

   The user prints 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.

10. ______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. For High Schools, do Seniors first, then Underclassmen when ready.

11. ______Review and Update Special Codes Related to Diploma Pathways (HS)

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

12. ______Check Test Scores for Seniors (HS): Use either of the tools described below to check that Seniors have test scores to graduate.

    • 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.
    • Mass Print Test Score Cards: Go to Grades, Lists, then Mass Print Test Score Cards to bulk print the Test Score Cards for Seniors.

13. ______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.

14. ______Update Cumulative GPA's (HS): Updating the cumulative gpa is a preparation step for running the ranking report. ranking report.
15. ______GPA Ranking Report (HS)

    Run the GPA Ranking Report to check that Seniors have enough credits to graduate. For underclassmen, use as a tool to determine if students have enough Carnegie Units to move to the next grade level.

16. ______Print and Check Senior Transcripts (HS)

    From Transcript Workstation, use the Print Multiple button to print Transcripts to be checked for graduation requirements.

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, then Loaders, then SBLC Code Loader.

19. ______Print a List of Retained Students

    • It is a good idea to print a listing of Retained Students for the Principal to review and approve.
      • Go to Student Master, then Lists, then Retained/Promoted List.

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