End of Year Guide - Elementary and Middle Schools

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. ______Missing Grades Audit

   Check for missing marking period grades.

4. ______Incomplete Grade Audit

   Check for "I" (incomplete) grades.

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

6. ______Mass Calculate Semester/Final Averages

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

7. _____Identify Students With High Absences for Possible Retention
8. ______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.

9. ______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.

10. ______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.

11. ______Assign SBLC (Retention) Codes

    Use the SBLC Code Loader to mark students as "Retained".

    • Go to Student Master, then Loaders, then SBLC Code Loader.
    • To get a list of students to review for high absenteeism, run the Daily Absentee List in Summary mode.

12. ______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.

13. ______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: (a) The Type is set to "Final", (b) Middle Schools and High Schools often select the option to Show EOC scores, and (c) the option to Show Address Line is selected to place the mailing address to fit a left windowed envelope.

14. ______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.

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