End of Year Guide - High School

Click the link below for a generic 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. Please consult with your District Coordinator for a combination of procedures/programs that work best for your district.

2324 End of Year Guide for High Schools

2122 End of Year Guide for High Schools

Previous Year's EOY steps are below:

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. ___ Move Graduating Juniors to Senior Grade Level (Optional)

Check with your district coordinator to learn if this step is still necessary in your district. Louisiana now accepts 11th grade graduates, but it may have implications that need to be discussed at the district 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.

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.”
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 “GR C4 Re-entry for re-assignment to another grade ”
The student’s schedule, grades, attendance, and discipline information will not be affected. Student will now simply be a 12th grader.

3. ___ 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 Career Options codes on the IGP Screen of Student Master.

Student Master Special Code for Diploma Path	IGP Tab Related Information
CO4: C4 Core 4 (Discontinue use after graduates of 2016-17)	No Career Option required
COB: C5 Basic Core (Discontinue use after graduates of 2016-17)	Cluster/Concentration required
CT4: C6 Core 4 with CTE (Discontinue use after graduates of 2016-17)	Career Option required. (Select from A codes - P codes)
COD: CD Career Diploma (Historical career diploma/older graduates) (Discontinue use after graduates of 2016-17)	Career option code is CDV.
CTU: TU TOPS University Diploma (Begin use for graduates of 2017-18)	No Career Option required
CCA: CA TOPS Tech Jumpstart Career Diploma (replaces COJ, Begin use for graduates of 2017-18)	Career Option required. (Select from R-Regional, S codes, or T codes)
CJA: L1 (LAA 1) TOPS Tech Jumpstart Career Diploma alternate pathway for students assessed on alternate tests LAA1 (Begin use for graduates of 2017-18)	No Career Option required.
CND: ND Not Declared. (Optional use for grade 09, and mid-year of grade 10)	No Career Option required.
COA: Certificate of Achievement (Local code used to identify student earning Cert of Achievement and keep out of ranking)	Not a Diploma Path - Local code only not reported to state.

Update 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)

Update FAFSA Codes for Seniors

Graduates need to have a FAFSA special code to get the grad date accepted into STS.

In Student Master Special Code Loader, or in Student Master single student, assign one of the FAFSA codes that applies to the student.

Update Act 833 Special Code if Needed

Based on IEP of student.

Special Code "ACS: (April Dunn) Act 833 EOC Alternate 5% Scale" (Use to ID Act 833 student to ensure 5% calculation on EOC AND handle Y/N of passage of tests for graduation). JCampus has the 5% rule built into the calculation process. Any student having a special code of ACS or is a SER student whose test type is LAA2 are counted as 5% of the course grade.

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.

Fastest Way to Update Career Options codes for CCA (Tops Tech Jump Start), CJA (Jump Start Alt Pathway):

Go to Student Master > Loaders > Career Loader. Set Career Options for ones offered at your school site. Set Special Codes to CCA and or CJA.

4. ___ Update and Review IBC's Earned by Students in Current Year

For "Document Archive" using districts:

Check with District Coordinator for directions to either load IBC's one student at a time via Student Master > Action > Document Archive AND/OR to load via the "Import IBC" program (Student Master > Loaders > Import IBC).

For non "Document Archive" districts:

Scan the IBC's to a location per district direction, while being sure to name in the format of SiteCode_StudentLocalID_BeginningSchoolYear_3DigitIBCCode

Example: "001001_123456789_2015_004.pdf"

(Optional) Use the IBC Loader (Student Master > Loaders > IBC Loader) to assign IBC codes to students for internal JCampus tracking.

To review a report of IBC's for "CCY Tops Tech JumpStart" students:

Go to the Carnegie Units Earned Report (Transcripts / Lists / Carnegie Units Earned). Set for special code of "CCA". When report comes up, check column IBC.

5. ___ 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.

If the course is not in the Master Schedule, enter the final in Transcript Workstation.

Go to Transcripts > Entry > Transcript Workstation.

6. ___ 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

This report is also good to check for missing final averages after calculating final averages.

7. ___ 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.

8. ___ Import EOC Scores

Usually done by the District Coordinator, the EOC scores are imported for EOC classes.
The scores automatically 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.

9. ___ 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 OR Grades > Lists > Report Cards

10. ___ 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

Non-Academic Failure Review: Run this report to obtain a list of students given denial of credit due to attendance.
Go to Grades > Lists > Non-Academic Failure Review.

11. ___ 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

12. ___ 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.

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.

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

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 "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".

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.
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.

Go to Student Master > Lists > Retained/Promoted List.

19. ___ Repeat Cumulative GPA Ranking Report

Repeat the GPA Ranking Report to adjust rank for any students who have been marked as retained.

Go to Transcripts > Lists > GPA Ranking Report.

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:

Set Type to "Final".
Select option to Show EOC scores.
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.
For students earning IBC's, select the "J" code that matches the highest IBC earned.
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 Statewide Basic Credential (110 pts)

J2 Regional Credential (100 pts)

J3 Statewide Advanced Credential (150 pts)

J4 Alternate Credential (Act 833 Only)

Click Save to store the entry.
To get a list of students with Academic Endorsements, go to either of the following:

Go to Transcripts > Lists > Carnegie Units Earned Report. Look for the Endorsement column on far right.
Go to Student Master > Lists > Prospective Graduation List.

22. ___ Post Exits for LAA1 graduates

This will send a graduation exit to the state with an option code 09.
In Student Master, find the student exiting as a LAA1 graduate.
In the Leave Date field, select LG 04 E LAA1 graduate (send option code 9) with the Leave Date set to the last day of school.
Click Save to store the leave information.

23. ___ 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.

24. ___ Post Exits for Completers or Students Who Passed HighSet/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.

25. ___ 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 and do not need to be 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.

26.___ (Optional) 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.

27. ___ 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.
- Summer Graduates are typically dropped at the end of the current school year.
- In some districts, underclassmen drops and gains are done on the first day of the next school year.

28. ___ Grading Period Lock

Grading Periods in WebGradeBook are locked to preserve the integrity of the assignment records.

Go to Grades > Loaders > Grading Period Lock

29. ___ 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.

JCampus / Grades