End of Year Guide - Elementary and Middle Schools

Click the link below for a generic checklist of common procedures associated with closing of a school year for elementary and middle schools.

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.

2324 End of Year Guide for Elementary & Middle Schools

2122 End of Year Guide for Elementary & Middle Schools

Previous Year's EOY steps are below:

Below is a checklist of common procedures associated with closing of a school year for elementary and middle schools.

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, etc...

2. ___ Missing Grades Audit

Go to 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.
This report is also good to check for missing final averages after calculating final grades. Set for "F1" to see students who did not get a final grade average for a class.

3. ___ Incomplete Grade Audit

Go to 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.

4. ___ District Coordinator - Import EOC Scores

Go to Grades > Import > Import Test Scores.

Usually done by the District Coordinator, the EOC scores are imported for EOC classes at the middle school level.
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.

5. ___ Calculate Semester/Final Averages

Go to Grades / Entry / Post Grades Master / Admin / Mass Calculate Sem/Final Averages OR Grades > Lists > Report Cards

Calculate the semester and final averages (Report Card Mode).

6. ___ Print Grade Sheets

Go to Grades > Lists > 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.

7. ___ Repeat Mass Calculate Semester/Final Averages

Go to Grades > Entry > Post Grades Master > Admin > Mass Calculate Sem/Final Averages OR Grades > Lists > Report Cards

Due to updates to averages based on feedback from Teachers, a repeat of calculating semester / final averages is performed.

8. ___ Identify Students with Failing Final Grades for Possible Retention

Go to Grades > Count > Grade Distribution Report.

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.

9. ___ Identify Students to be Possibly Retained due to High Absenteeism

Go to Attendance > Lists > Daily Absentee List.

To get a list of students to review for high absenteeism, run the Daily Absentee List in Summary mode.

10. ___ Assign SBLC (Retention) Codes

Go to Student Master > Loaders > SBLC Code Loader.

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

11. ___ Print a List of Retained Students

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

Print a listing of Retained Students for the Principal to review and approve.

12. ___ Print Final Report Cards

Go to Grades > Lists > Report Card.

Set Type to "Final".
Set option to Show EOC scores if EOC courses are taught at the Middle School.
District Coordinators: To show credits earned on the report card and on cumulative labels, place a check mark for the option Print Credits on Carnegie Unit Courses in System > Sponsor Site Editor > Find School Site > Pupil Progression tab > Report Card tab.

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 many districts, all drops and gains are done on the first day of the next school year. In some others, drops for students leaving the district are done on the last day of school. It is best to check with your District Coordinator for directions.

14. ___ Grading Period Lock

Go to Grades > Loaders > Grading Period Lock

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

15. ___ Grades Closeout EOY

Go to Grades > Loaders > 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.
For Middle schools offering Carnegie Unit courses: Be sure to check the third option "Include Carnegie Unit Code on (grade >=9)...."

16. ___ Print and Check 8th Grade Transcripts

Go to Transcripts > Entry > Transcript Workstation > Print Multiple

In Transcript Workstation, use the Print Multiple button to print Transcripts to be checked for Carnegie unit credits earned in Middle School/Junior High.

JCampus / Grades