03/27/08

CHAPTER 10A - INTERIM PROCESSING

If you print attendance information on your interim letters,  process the Interim Letter steps followed by “AT.” 

If you do not print attendance information on your interim letters, then disregard the “AT” steps.

PRELIMINARY PROCEDURES

STUD – Student Master Record File accuracy should be verified – use R101

PADR – Parent/Guardian Address

If using PADR to produce multiple interim letters for students, check PADR addresses and mailing codes.  R700/Grade Card Formatter can produce an additional interim letter for students who have a PADR record(s) with a mailing code of A.  PADR is used to store additional parent/guardian address for students.  PADR can be verified by running the REPO report PADR version 1.

CRSE – Courses

CRSE file accuracy should be verified – use REPO – CRSE version 2.

P109 - Alphabetic Marks

P109 alpha marks should be verified.  Use REPO - version 1.

P142 – Numeric Marks

P142 numeric marks should be verified – use REPO – P142 version 1.

Note:   The mark ‘BLK’ is a special mark defined for B118/Student Course History Update.  DO NOT delete BLK mark from P109.  The CRED MULT field is 1.00 for all marks.  DO NOT change the value of the CRED MULT field.

CCOM – Coded Comments

Coded Comments should be verified – use REPO – CCOM version 1.

You may define up to 999 total coded comments and can have up to 3 lines (23 characters per line) per comment code.

Note 1
Make changes, additions, and deletions to CCOM now for the remainder of the school year.

 Note 2
If certain comments are used for Interim reporting, use REPO - CCOM version 2 for a modified list.  Notify MDECA with the comment range the first time you use this report so it can be customized for your building/district.

VERIFY the following parameter screens.  Notify MDECA if any of the following items appear to be incorrect. 

DO NOT CHANGE ANYTHING.

P105 – School Terms

Verify the beginning and ending dates of your semesters.  Notify us if these are incorrect.

Example P105 screen

P106 – Reporting Periods

Verify the reporting periods.  Notify us if these are incorrect.

Example P106 screen

P108 – Blocks (periods of the day)

Verify the periods of the day.  Notify us if these are incorrect.

Example P108 screen

P301 – Class Periods Possible (days in each 9 week period)

Make sure this parameter is setup correctly for the new school year.

Example P301 screen

P302 – Current Year / Term / Reporting Period

Make sure this parameter is showing the correct term and reporting period for which you are producing interims.  Notify us if this is incorrect.

Example P302 Screen

P126 – Absence Types   “AT” (attendance)

Verify that your absence code for Tardy (Late) has a “P” qualifier.  Absence type(s), which count as full/half days, should have a qualifier of “F”.  Notify MDECA if this is incorrect.

Example P126 Screen

Note:      Only absence qualifiers of F and P will be cumulated into ABHI and reported on the grade card.

P173 – Control Parameters for B115   “AT” (attendance)

Check P173 Version 01 to be sure your ABSE/ABHI absence types are defined correctly.  ABSE absence types with a qualifier of “F” on P126 must be totaled into ABHI type A.  Any ABSE absence type with a qualifier of “P” on P126 must be totaled in ABHI type T.

Example P173 Screen

P301 – Class Periods Possible / P310 – School Calendar   “AT” (attendance)

These screens are used when calculating the number of days present and days absent on each student’s grade card.  You should verify these screens are set up and make any necessary corrections for missed school days due to snow, fog, etc., using the following procedures:

Enter C P310 to change the school calendar.  Enter the line number and use the arrow keys to move to the day school was cancelled.  Use the delete (backspace) key to remove the X.  Decrease the ACT NO. DAYS and EST NO. DAYS columns on the right side of the screen, by the number of days school was cancelled for that month.

Enter C P301 to change the class periods possible.  Decrease the number in the NEW column by the number of days school was cancelled.  The OLD column should reflect the original number of days for the 9 weeks.  Be sure to make the changes for the correct term and reporting period.

FOR A MORE DETAILED EXPLANATION, SEE Snow Days & Calamity Days HANDOUT

http://www.mdeca.org/sis/snow_calamity_day.htm

GRADEDATES

INTERIM PROCEDURES

Generate Class Lists – R703

Generate Class Lists for the current term and reporting period using Format 1 or Format 2.  Any changes to class lists (ADDS, DROPS, WITHDRAWALS) should be made through SCHE or CLIS.  You may optionally use P413/Teacher Comments to print special text on the bottom of the class lists.

Example P413 Screen

NOTE

IT IS VERY IMPORTANT THAT CLASS LISTS ARE CORRECT BEFORE GENERATING MARKS COLLECTION SHEETS OR SCAN SHEETS.

IF USING SCAN SHEETS:

Produce Mark Collection Sheets

Use R710/Scan Sheet Formatter to produce Mark Collection Sheets.  Students will be listed in order by last name, first name, then student ID# on the mark collections sheet.

Note:  After submitting the R710/Scan Sheet Formatter, NO SCHEDULE CHANGES should be made until after scanning.

R710 – Generic Scanning Formatter

The R710/Scan Sheet Formatter is used to produce scan sheets for grade collection.  Set up the R710 Report Request screen as follows:

On R710 specify:

Format No:                      Enter appropriate format number--see format examples below.

School Year:                    Enter the current school year.

Report Period:                Enter current reporting period.

Week One:                      Leave blank by pressing backspace/delete.

Week Two:                      Leave blank by pressing backspace/delete.

Course ID:                      Leave blank by pressing backspace/delete.

Section:                           Leave blank by pressing backspace/delete.

Grade:                             Enter a grade range or leave blank to print all grade levels.

Date:                               Leave blank by pressing backspace/delete.

Teacher ID                     Leave blank by pressing backspace/delete

--------------------------------------Selection Control-----------------------------------------------

Listed below are the correct formats to use for the corresponding nine-week or six-week period.

Format No:      11 – for 1^st 9 weeks       or       11 – for 1^st 6 weeks

                        12 – for 2^nd 9 weeks                 12 – for 2^nd 6 weeks

                        13 – for 3^rd 9 weeks                 13 – for 3^rd 6 weeks

                        14 – for 4^th 9 weeks                 14 – for 4^th 6 weeks

                                                                               15 – for 5^th 6 weeks

                                                                               16 – for 6^th 6 weeks

·        Scan sheets are sorted by Teacher Name, then Course meeting period.  If you want a different sort order, i.e. Teacher Name, Course Section, notify MDECA to change this for you.

·        One week before you distribute the scan sheets to your teachers, submit your R710 and notify us that the scan sheets are ready to print.

·        Distribute the mark collection sheets to teachers with instructions on how to fill them out.

1.   List of valid marks.  (REPO reports P109 version 1 or P142 version 1).

2.   List of valid comments.  (REPO report CCOM version 1 or 2).

3.   Two comments are allowed per student per course.

ADDITIONAL INSTRUCTIONS FOR SCAN SHEET USERS

1.   Use a #2 SOFT lead pencil – NEVER use ink.

2.   Fill in the bubbles completely.

3.   Erase any stray marks from the sheets.

4.   Do not staple, fold, or mutilate the scan sheets in any way.

“AT” ATTENDANCE – PROCESS B115/Cumulative Absence History Update from ABSE

If you are keeping daily attendance in SIS, all student attendance data on ABSE must be up-to-date through the interim cut off day.  Run batch job B115 to cumulate the ABSE data into totals on ABHI. 

When B115 is finished processing, print the B115 report on MGMT to verify the results (optional).  Make any corrections to ABSE/ABHI as necessary.  It is strongly suggested that you process the B115 for any previous marking periods so that any changes on ABSE will be reflected on ABHI.  For a more detailed explanation, see "How to Run the B115 - Cumulative Absence History Update From ABSE" handout at

 http://www.mdeca.org/sis/B115_Example.htm.  See Chapter 8D– Absence History for more information on processing B115 and ABHI at  http://www.mdeca.org/sis/Attendance_Chapter8D.htm.

Have teachers return mark collection sheets.

If you scan to enter marks, MDECA recommends that scan sheets are sorted into numerical page number order.  This makes it easier to locate a particular scan sheet if necessary to investigate any scanning messages on B710 report.

Enter grades by scanning.

BEGIN SCANNING STEPS

BEFORE scanning, outside of SIS:

At the Enter Choice prompt:  Enter ‘SIS_LOCAL.’

Then enter ‘SCANNING.’

The above steps help prevent the scanner from stalling.

If you scan at your county office or at MDECA, please make an appointment to use the scanner with the appropriate office.

SCIN – Scanning Interface

This program reads the scan sheets.  Display the screen by entering D SCIN.  Enter FORMAT NO.

Format No:      11 – for 1^st 9 weeks       or      11 – for 1^st 6 weeks

                        12 – for 2^nd 9 weeks                12 – for 2^nd 6 weeks

                        13 – for 3^rd 9 weeks                 13 – for 3^rd 6 weeks

                        14 – for 4^th 9 weeks                 14 – for 4^th 6 weeks

                                                                         15 – for 5^th 6 weeks

                                                                               16 – for 6^th 6 weeks

RUN DAY OR NIGHT (D/N) – enter D

This refers to when B710 will begin updating your CLIS records with the scanned data.

Put scan sheets in the scanner face side up.  The timing tracks should be along the front side of scanner (side closest to the operating buttons and lights).

FOLLOW THE SCANNING DIRECTIONS POSTED AT YOUR SCANNER LOCATION.
 

After B710/Batch Update SIS Database from Scanner has completed, go to MGMT and print the B710 report.  This report will list the page numbers of any sheets which were not read, or which contained invalid marks or coded comments.  You may rescan the sheets, or you may wish to enter the information manually through CLIS, IMAD, or IMMD.

Run R703 format 15, Mark and Comment Verification Sheets to verify the information that was entered by scanning or through CLIS/IMAD/IMMD.  Distribute the reports to your teachers for verification.

THIS IS IMPORTANT!

Your interim letters will only be as good as the data that was entered for them.  Both scanners and teachers can make mistakes.  Make any corrections through CLIS, IMAD, or IMMD (not MARK screen).

Update Interim Letter Text P702

To edit interim letters update P702 parameter, format # 11-16 (appropriate format).

IMPORTANT!  Create R700 Interim Letter Sample

Set up a P149/Student ID Report Table version for 6-8 students of various grade levels.  Submit R700 for the P149 version.  When submitting for sample interim letters, on R700 under Print Control make sure Report Flag field is blank, and enter the P149 version number.  In the “Clear P149” field enter  “N” if you want to retain the P149 version for future samples.  R700 can be processed in the day queue.  Print the sample letters.  Check all the information CAREFULLY to ensure it is ACCURATE.  Verify the courses, marks, comments, and attendance totals (if printing attendance). 

Teachers return Verification sheets

Make any corrections to marks/coded comments through CLIS, IMAD, or IMMD.

Generate R700 Interim Letters

Generate interim letters for all students.  Interim letters may be submitted to the day queue for processing.  Set up the report requesting screen as follows:

REPORTS

After Interims are processed, the following reports can be run.

REPO Mailing Labels

LABL version 1 will produce one-across labels with “To The Parents Of:.”

R301 – Marks Analysis (limit 9 different marks)

Gives a distribution of grades assigned for each teacher/course.

R328 – Marks Analysis II (limit 18 different marks)

Gives a distribution of grades assigned for each teacher/course.

R329 – Comment Usage Report

May create detailed report for each student, or summary report listing percentage of use for each coded comment.

R302 – Student With Specified Marks

Lists students with specified marks and the courses they received the marks in.  Useful in generating F, I, and U lists.

R700 – Format 20 – Student Composite

Generate if you want a condensed printout of R700 data for all students.

ADDITIONAL REPORTS
You may also wish to generate any or all of the following reports:

R309 – Student Absence Search Report

This report generates a list of all students absent within a specified period of time.  It uses ABSE files to gain this information.

R311 – Student Absence Statistics Report

This is used to generate a report analyzing student absences by type and reason.  It uses ABSE files to gain this information.

R318 – Student Attendance Register

This report is used to summarize the attendance history of all students who were absent with a specified date and reporting range.  It uses the ABHI files to gain this information.

R319 – ADM/ADA Report

This report is used to analyze the attendance history of each student within a specified date and reporting range.  It uses the ABHI files to gain this information.

R322 – ADM/ADA Report