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03/27/08 COURSE HISTORY
Course History (COHI) Manual Entry
Normally COHI records are created from the CLIS records at the end of first semester and end of the school year via B118. However, there are several situations where COHI records need to be added to the system by hand. In one example, COHI records need to be added for students who are new to the district. Course History needs to be complete for each student before cumulative GPA's can be calculated with B117.
Summer School, PSEO and JVS Records
Records for students who take summer school, PSEO and/or JVS classes, which count towards graduation, will need a COHI record created for each course they took and received credit for. There are two ways to accomplish this:
1. If you do NOT want the summer school, PSEO and/or JVS courses and grades to appear on the current year's report card, simply ADD COHI and add a new record. Separate Summer School buildings will be able to use the OLTR/OLRE to transfer COHI records. JVS courses can be transferred from the JVS’s COHI to the homeschool’s COHI file by MDECA. Year-End labels for these students would need to be printed using the R702 special format 30. 2. If you want the summer school, PSEO and/or JVS class to appear on the student's report card, you'll need to add the class to CRSE, if it doesn't already exist, set up a section of the class on CMST, ADD CLIS for any student who took the class and also update the mark they receive in the class. Since it's a final grade, you would only need to add CLIS for your final reporting period of your first term. This would ensure that a COHI record is created for this course/section once B118 is processed at the end of the first semester. Year-End labels for these students would be created via the R700 special format 30.
REPO CRSE version 3 One of the keys to the COHI file is the CRSEABBR field from your CRSE file. Having in hand a report that lists your courses and their abbreviations when you enter course history is a MUST. The report CRSE version 3 through REPO will give you this information. This report will also list all of the CRSE information for fields that are on both CRSE and COHI. These include course abbreviation, course text, grade level, grade level count, in cum GPA, in cum credit, language code, hours of instruction, level of difficulty, area of study, subject area and transfer code. It also lists the VALID FROM/TO YEAR info and course credit from CRSE. Any of these fields which you did not use on CRSE and do not need for your graduation requirements, may be bypassed using P124.
To run the report: 1. CHANGE REPO, enter 6 as the field to change 2. under SELECTION CONTROL · AD HOC REPORT ID: enter CRSE · AD HOC VERSION NO: enter 03 3. under PRINT CONTROL · DENSITY: should be H for high density 4. go to MGMT to print the report REPO always creates 2 reports with the same name, date and time. The first one only contains the information from the requesting screen. You do not need to print this. The second one is your actual report.
NOTE ABOUT COURSE ABBREVIATIONS: the only safe time to change
the course abbreviation field on the CRSE record is at the end of the school
year, AFTER the final B118 has been processed. The CRSE abbreviation field
is part of the key for the COHI record, so when the abbreviation is changed, the
B118 will post another record to COHI for the same CRSE record. P105 - Terms You MUST have TERMS defined for previous years. Determine the earliest school year in which you will be adding COHI records (e.g. 97/98). If the VALID FROM YEAR field in P105 is a later year (e.g. 00/01) than you determined you need, you must have those years added in. We would need to do this for you. Notify us by phone or email as to which years you need added.
Example 25-1 P105 - School Terms
You MUST have MARKS defined for previous years. If the VALID FROM YEAR on P109 is not early enough, you will need to add your marks in again. To define the marks for previous years, you should use both VALID FROM and VALID TO dates. Your VALID TO year should be one year prior to the VALID FROM YEAR your marks are currently defined as. The remainder of the fields on P109 should match the marks you had originally set up. Do not hesitate to call us if you have any questions or need help setting these up. If you are using numeric marks you should use P142 instead of P109. Note that the P142 is set up in your building for your JVS.
In Example 25-2 the marks were originally valid from school year 93/94. In order to add course history for previous years, additional lines had to be added to make previous years valid for each mark.
Example 25-2 P109 - Alphabetic Marks
P124 - Dynamic Screen Modification NOTE: Contact MDECA to have this done You will probably want to use P124 - Dynamic Screen Modification to bypass any fields on COHI which are not required by you or the system. This can speed up COHI input considerably. To do this, first DISPLAY P124. When it asks for SCREEN NAME, enter COHI and return. When it asks for FIELD NO enter 1 and return. This procedure will display all the possible fields you can bypass in COHI. There are 3 screens of information. When you have determined which fields you want to bypass, go into CHANGE mode and enter the line number of the field you want to change. To bypass a field, change BYPASS to a Y rather than an N.
Enter one or two COHI records for a student first. Then, come back and set up this screen. See Example 25-3 for sample setup of P124.
Example 25-3 P124 - Dynamic Screen Modification Parameters
COHI - Course History The course history screen is used to record each course that a student has taken along with the marks and credits he/she earned. This information will be used to print courses on the transcript and to calculate a cumulative GPA.
Example 25-4 COHI - Student Course History
· STUDENT ID: must be valid ID on STUD. · GRADE: the grade the student was in when he/she completed the course. · SCHOOL YEAR: the year the student took the course. (e.g. for school year 91/92 enter 91) · CRSE ABBREVIATION: use the course abbreviation, NOT course id. The course abbreviation does not have to be defined on CRSE to be entered into COHI. However if you do use an abbreviation which exists on CRSE, and the SCHOOL YEAR you entered on COHI is greater than or equal to the VALID FROM YEAR on CRSE, the information in the lower left hand of the COHI record will be filled in with defaults from CRSE. If the system finds a valid match for the CRSE ABBREVIATION, "Default from matching CRSE record", will be displayed at the bottom of the screen. Otherwise it will display, "Standard defaults used", and you will need to change any of the information that is not correct. · SECTION: section number of course taken. · CRSE TEXT: full text of course. If the COHI course abbreviation matched a CRSE record, this defaults from the CRSE record. · COMPLETION YY/MM: year and month the course was completed. Enter each field separately. i.e. 92 return, 05 return ·
SCHOOL: school where course was taken. If used, use the assigned School Code. (This
is optional)STANDARD
DEFAULTS · CRSE GRADE LEVEL: the default is 0 · CRSE GRD LVL COUNT: the default is Y · CRSE IN CUM GPA: the default is Y · CRSE IN CUM CREDIT: the default is Y · CRSE LANGUAGE CODE: from P133 · CRSE HRS OF INSTR: the default is 0 · CRSE LEVEL OF DIFF: from P134 · CRSE AREA OF STUDY: from P135 · CRSE SUBJECT AREA: from P136 ·
CRSE TRANSFER
CODE: enter a 1 or 3 for courses (2 is for JVS courses only) · MRK: You should enter marks for the course based on what you use to calculate cumulative GPA and grant credit, and on what you have on record for each student. · POINTS: The points for each mark will default from P109 or P144. · CREDITS: Enter the attempted and earned credits for each semester of the course. The final or total credits for the course will add up automatically for you. If you are entering a final mark only and nothing for the individual terms, you will need to type in the final credit amounts.
· ABS: Do not enter any absences here on the COHI record unless you track period type absences. DAILYattendance is stored on the ABHI screen and the transcript formatter pulls attendance from that screen. · CUMUL, EXAM and AVER: The cumulative, exam and average marks are optional depending on what you have kept for past courses Not used · DATE UPDATED and UPDATED BY: The program fills in both these fields automatically for you.
Situation 1 and Situation 2 from below are two mark and credit examples for the COHI screen.
Situation 1 A school calculates cumulative GPA and grants credit based on semester averages
Situation 2 A school calculates cumulative GPA and grants credit based on the final mark; this school gives 2 semester averages and keeps them for their records.
CHANGING A STUDENT’S GRADE LEVEL DURING THE CURRENT SCHOOL YEAR
The decision to move a student to the next grade level, once they have completed enough credits, must be made at the building/district level. The building/district administration decides at what point during the school year that grade-level changes are allowed.
Changing of a student’s grade level on STUD has an effect on COHI records possibly being duplicated.
COHI creates record(s) based on the student’s STUD Grade Level at the time the B118/Batch Course History Update processes. When the B118 processes after a grade level change, COHI will create another record based on the student’s ‘new’ grade level on STUD, possibly creating duplicate COHI record(s).
Use the following procedure to change students’ grade level during the current school year, to prevent duplication of COHI records:
The COHI records for the current year with the new grade level will be created upon running the next batch job B118-Student Course History Update.
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