03/27/08
CHAPTER 10B - GRADE CARD PROCESSING
VERY IMPORTANT STEP
Notify MDECA to clear interim marks off CLIS to prepare for the regular grading period marks. Remember that your interim marks are temporarily stored in the CLIS records that will be used for the marks at the end of this grading period.
PRELIMINARY PROCEDURES
STUD file accuracy should be verified use R101
· Student Name
· Parent Name
· Grade
· Status
· School Year
PADR Parent/Guardian Address
If using PADR to produce multiple grade cards for students, check PADR addresses and mailing codes. R700/Grade Card Formatter can produce an additional grade card for students who have a PADR record(s) with a mailing code of A. PADR is used to store additional parent/guardian addresses for students. PADR can be verified by running the REPO report PADR version 1.
CRSE file accuracy should be verified use REPO CRSE version 2
· Credit Value
· In Cum GPA (Y/N)
· In Cum Credit (Y/N)
· In Honor Roll (Y/N)
· Update History (Y/N)
Note: No two courses should have the same course abbreviation.
P109 Alphabetic Marks
P109 alpha marks should be verified use REPO P109 version 1.
P142 Numeric Marks
P142 numeric marks should be verified use REPO P142 version 1.
· Points
· Credit Earned (Y/N)
· In GPA (Y/N)
· Drop From Course (Y/N) (on P109 only)
· Equivalent alpha mark (on P142 only)
Note: The mark BLK is a special mark that we have defined for B118. DO NOT delete this from P109. CRED MULT should be 1.00 for all marks. DO NOT change the value of the CRED MULT field.
Note: ONLY withdrawal marks should have DROP FROM COURSE set to Y. When a student receives a withdrawal mark in a course he will not appear on future class lists.
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 three lines (23 characters per line) per comment code. Make changes, additions, and deletions to CCOM now for the remainder of the school year.
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 Periods (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 grade cards. Notify us if this is incorrect.
Example P302 Screen
P123 GPA Calculation
Verify that this screen is set up and contains the correct keywords for your method of GPA calculation. The four most commonly used GPA calculations are:
STDPTS *
CREDITS
STDPTS * CREDITS / TERMS
CREDITS CREDITS / TERMS
DIFPTS *
CREDITS
DIFPTS * CREDITS / TERMS
CREDITS CREDITS / TERMS
B117 Student GPA Ranking Update
Make sure that B117 has been run to update RANK with previous years completed courses and that the information is correct.
THIS APPLIES ONLY TO THOSE DISTRICTS WITH COHI RECORDS ON FILE.
See Chapter 16 - B118 and B117 for more detailed information on B117.
P401 Common Text for Student Marks Report Group One
You may define text to print at the bottom of the report cards (for example, a note at the bottom to notify parents of dates for parent/teacher conferences). Note: If you use this parameter, notify MDECA so that we may add necessary keywords. P401 has a limit of 5 lines, 60 characters per line.
P176/P177 Report Card Honor Message Parameters
You may use parameter P177 to define a message text to print on the grade cards of students meeting the honors criteria specified on P176. Note: If you wish to use these parameters, notify MDECA so that we can add the necessary keywords associated with these screens.
AT ATTENDANCE
P126 Absence Types
Verify that your absence code for Tardy (Late) has a P qualifier. Absence types which count as full/half day, should have a qualifier of "F." Notify us if these are 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
Check P173 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 into ABHI type T.
Example P173 Screen
P301 Class Periods Possible / P310 School Calendar
These screens are used when calculating the number of days present and days absent on each students 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
GRADEDATES only needs to be run once each school year: At the beginning of the school year or prior to your first quarter grade cards. This program modifies the starting and ending dates for each grading period on the report card formatter. These dates are used to calculate the days present field that prints on the report card.
GRADEDATES checks 'Days in Session' column on P301 for the number of days in each reporting period. The program then uses this data along with P310-School Calendar to determine the starting and ending dates for each reporting period. The program will display these new dates on the screen, and ask you to verify that they are accurate. If you answer Y, the program will move the new dates to P705/Report Card Formatter Attendance Fields. If you answer N, the program will NOT update those date fields. You can check P310 and P301 for errors, correct them, and then rerun the program.
To run this program, first bunny into your building and BYE out. At the Enter Choice prompt, type GRADEDATES. GRADEDATES can also be accessed from the SIS_Local menu.
Grading Period Procedures
Generate Class Lists for the current term and reporting period, using R703 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 of P413 Screen
NOTE:
IT IS VERY IMPORTANT THAT CLASS LISTS ARE CORRECT BEFORE GENERATING MARK COLLECTION SHEETS.
IF USING SCAN SHEETS:
Produce Grade Collection Sheets
Use R710 for scan sheets or R703 (format 04) for manual entry sheets. Students will be listed in order by last name, first name, then student ID # on the grade collection sheet.
Note: After grade collection sheets are processed, whether through R710 or R703, NO SCHEDULE CHANGES should be made in SCHE or CLIS until after scanning or manually entering grades.
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 reporting period.
Format No: 1 for 1st 9 weeks or 1 for 1st 6 weeks
2 for 2nd 9 weeks 2 for 2nd 6 weeks
3 for 3rd 9 weeks 3 for 3rd 6 weeks
4 for 4th 9 weeks 4 for 4th 6 weeks
5 for 5th 6 weeks
6 for 6th 6 weeks
 | Scan sheets will be sorted by Teacher Name, then Course meeting period. If you want a different sort order, i.e. Teacher Name, Course Section, you must notify MDECA to change this for you. |
| Submit for processing. Go to MGMT screen. When it has completed there should be two R710 entries listed. The first line is a copy of the report request screen. It will tell you if the program processed correctly. |
Scan Sheets Must Be Printed at MDECA Contact MDECA to print scan sheets.
MDECA requires a two-day, turn-around for printing.
| One week before you distribute the scan sheets to your teachers, submit your R710 and notify us when your R710 for scan sheets is finished processing. |
R703 Format 4 Class List Formatter
R703, format 4 generates grade collection sheets for manual entry. Students are listed in order by last name, first name, and student ID #. Use H for Density field. Set up Selection Control on the report requesting screen as follows:
On R703 specify:
· Period: Leave blank by pressing backspace/delete key.
· Teacher: Leave blank by pressing backspace/delete key.
· P414 Version #: Leave blank by pressing backspace/delete key
· P416 Version #: Leave blank by pressing backspace/delete key.
· School Year: Enter current school year.
· Report Period: Enter current reporting period.
Distribute the mark collection sheets to teachers with instructions on how to complete them.
1. List of valid marks use REPO report P109 version 1 or P142 version 1.
2. List of valid comments use REPO report CCOM version 1.
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.
LAST DAY OF THE QUARTER - B105 Set up Class List Records
The B105 should be processed so that on the first day of the next grading period, the P302/Current Year/Term/Reporting Period is set to access SCHE. You DO NOT have to have SCAN SHEETS READ or GRADE CARDS produced prior to running B105.
Process B105 to create CLIS records for the next reporting period. Refer to the diagram of your specific marking pattern to determine how to run B105.
Display P302 before and after running B105 to verify the PREVIOUS and NEW term and reporting period. Contact MDECA if you have ANY questions. If you have changed your method of grade entry (previously used scan sheets then changed to GRADEBOOK program, etc.), please notify us so that we may verify that your B105 instructions are accurate and up-to-date. Print a copy of your B105 instructions from the MDECA/SIS Documentation web page: Chapter 26, 'B105 How and when to run' at http://www.mdeca.org/www/sis/B105_TABLE.htm
It is VERY IMPORTANT that B105 is run properly.
If you are using an electronic GRADEBOOK package, run the B105 prior to loading grades to create the buckets for these grades.
ATTENDANCE FOR GRADE CARDS
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 for the grading period just completed. Run batch job B115 to cumulate the ABSE data into totals on ABHI.
When submitting B115 specify the following:
· Student Grade Range: Enter grade range or leave blank by pressing delete.
· School Year: Enter the current school year.
· Term: Enter the current term.
· Report Period: Enter the current reporting period.
· P173 Version #: Enter the appropriate P173 version #.
· ABSE Date Range: Enter the beginning and ending date of the current reporting period.
· Create ABHI Records: Always enter Y.
· Report Flag: Leave blank by pressing delete.
· P149 Version #: Leave blank by pressing delete.
· Clear P149 (Y/N): Leave blank by pressing delete.
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 mandatory 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" 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.
Enter
Grades
Have teachers return mark collection sheets.
If you scan to enter marks, it is recommended that the sheets be 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.
Manual Entry Steps
The following steps are to be completed if you are manually entering grades. If you are scanning grades, then proceed to Scanning Steps section.
1. P146 Keypad Translation
Use P146 to redefine the numeric keypad for alphabetic marks. This will help decrease the keystrokes required for manual entry of marks.
2. IMAD Input Marks and Attendance Data
IMAD is used to enter marks and coded comments for a single reporting period on a class list basis. Use CHANGE mode.
3. Use IMMD instead of IMAD to enter multiple marks for each student in the class.
Example: Nine-week, Exam, Average, Final. You may enter marks for up to four different reporting periods. Use CHANGE mode.
Note: Most teachers list students in their grade books by last name, first name, student ID. CLIS, IMAD, AND IMMD list students by last name, student ID. This may cause a discrepancy when entering marks for two students with the same last name. Please watch this carefully when manually entering grades.
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 are scanning 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: 1 for 1st 9 weeks or 1 for 1st 6 weeks
2 for 2nd 9 weeks 2 for 2nd 6 weeks
3 for 3rd 9 weeks 3 for 3rd 6 weeks
4 for 4th 9 weeks 4 for 4th 6 weeks
5 for 5th 6 weeks
6 for 6th 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 SCANNING DIRECTIONS POSTED AT YOUR SCANNER LOCATION.
After B710 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.
After Manual Entry or Scanning of Grades
Note: Now is the time to make all schedule changes that you had to hold since submitting R710/Scan Sheet Formatter. Do this before submitting the R703/Classlist Formatter.
R703 Class List Verification Sheets (R703 format 15)
Verify the information, which was entered through the scanner or through CLIS/IMAD/IMMD, by running R703 Format 15 Class List Formatter and distributing them to your teachers for verification.
THIS IS IMPORTANT!
Your grade cards 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).
If you have COHI entered and are pulling the cumulative GPA for grade cards from the RANK record, B117 must be processed to update RANK prior to submitting R700 for report card generation. This will vary from 9 weeks to 9 weeks. Please check with MDECA if you are not sure if or how you need to run B117. B117 can be run in DAY queue.
See Chapter 16 B118 and B117 for more detailed information on B117.
IMPORTANT! Create R700 Grade Card Samples
Set up a P149 version for about 6-8 students of various grade levels. Submit R700 for that P149 version. When submitting for sample grade cards on R700 under Print Control you should make sure Report Flag field is blank, and specify 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 out the sample grade cards. Check all the information CAREFULLY to ensure it is ACCURATE. Verify the courses, marks, comments, credit and GPA (hand calculation), and attendance totals.
If you find any discrepancies, notify us immediately!
Teachers return Verification sheets
Make any corrections to marks/coded comments through CLIS, IMAD, or IMMD.
Generate R700 Student Report Cards
Generate report cards for all students. Set up the requesting screen as follows:
Under Selection Control: |
|
| Grade | Enter grade range or leave blank to print all grade levels |
| Rpt Prd | Specifies reporting periods to be printed on the grade
card. If you have on a first nine-week mark entered, then this would be
from '1 to 1.' If you have first nine-week mark and a final, then
this would be from '1 to 2.' At the end of the second nine weeks,
enter '1 to 6,' or whatever the last reporting period is for your second
nine weeks. Only courses that occurred during the selected reporting
periods will be listed on the grade card. Example: Only second
semester courses will be omitted. |
| Course | Leave blank by pressing backspace/delete key. |
| Homeroom | Leave blank by pressing backspace/delete key. |
| School Year | Enter the current school year. |
| Current Period | Tells the program which reporting period to calculate current GPA on. |
| Data Flags | Used to exclude a certain group of students. |
| Status | Set to A for only active students to print. |
| Ext/Sys | Set to S for System. |
Under Print Control: |
|
| Density | Low |
| Spacing | 1 |
| Copies | 1 |
| Printer | P1 |
| Save (Y/N) | Y |
| Format Version # | Use the correct format number from the list below. |
| Print Student or Parent Labels (2 across labels) |
Enter S, P, or leave blank for no labels. P will produce an additional report card for any student with a PADR record with a mailing code of A. |
1 - for 1st 9 weeks |
or 1 - for 1st 6 weeks |
REPORTS
After grade cards are processed, the following reports may be run.
REPO Mailing Labels
LABL version 1 will produce 1 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.
R303 Honor Roll
You can enter a minimum GPA, minimum number of courses, and exclude students with certain marks. May specify reporting period range or specific reporting periods.
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
This report is the same as the R319 but uses the ABSE files to gain the information.
R305 Principals Report of Enrollment
This report is used to generate enrollment statistics based on a specific date and school year. Students are counted as enrolled if they are presently in classes or scheduled for classes in a subsequent term of the specified school year.
IMPORTANT! Verify P302/Current Year/Term/Reporting Period Screen
Term and reporting period should be set at the term and reporting period corresponding to your next nine-week period. Refer to your marking pattern diagram on P301. Notify MDECA if it is not set properly.
If you are at the highest reporting period for the term, follow the End of Term Procedures below.
END OF TERM PROCEDURES
B118 Student Course History Update
Moves CLIS information to COHI. May be run at the end of each term or once at the end of the year. B118 may be processed in the DAY queue.
Note: B118 MUST be processed at the end of the school year for schools keeping COHI on students.
See Chapter 16 - B118, and B117 for more detailed information on B118.
B117 Student GPA Ranking Update
Updates student RANK screen with cumulative GPA from COHI or CLIS. B117 may be processed in the DAY queue.
Note: If you DO NOT maintain CLIS records for your JVS students, but you wish to have them included in the ranking with your regular students, it will be necessary to add their marks for completed courses on COHI, BEFORE running B117.
MDECA has a procedure to load JVS-COHI records when we receive them from the JVS. Notify MDECA if you want us to load your JVS COHI and ABHI records for your building.
See Chapter 16 - B118 and B117 for more detailed information on B117.
R326 Course GPA Ranking Report
This report will show a GPA of specified courses or all courses.
R700 Permanent Records Labels
R700/Permanent Records Labels may be run at the end of each term, or once at the end of the school year. R700 may be processed during the day using format 30. Labels can be printed at MDECA, or printed in your building/district. Produces one-across labels. Before running R700 using format 30, be sure the B105 has been run to move the P302 to the highest Reporting Period. Enter the highest report period at the Current Period prompt on the submission screen. Leave the Status field blank to select any student that took any course and received a grade.
