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Copyright © 2014 by Texas Computer Cooperative All rights reserved 1314 Hines Avenue San Antonio, TX 78208-1899

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Contents Introduction ............................................................................................................................... 3 Main Menu............................................................................................................................... 4 Change School Year and Campus .......................................................................................... 4 Student Information ................................................................................................................. 4 Change Application ................................................................................................................. 6 Exit Application ........................................................................................................................ 6 Online Help.............................................................................................................................. 6 System Requirements and Browser Settings ........................................................................... 6 ADA Compliance ..................................................................................................................... 6 Known Issues .......................................................................................................................... 7 Maintenance .............................................................................................................................. 9 Master Schedule...................................................................................................................... 9 District Schedule .................................................................................................................. 9 Campus Schedule ............................................................................................................. 17 Tables ................................................................................................................................... 36 District Control Table ......................................................................................................... 36 Campus Control Options .................................................................................................... 40 Grade Reporting Tables ..................................................................................................... 53 Elementary ........................................................................................................................ 62 Course Type ...................................................................................................................... 69 Student .................................................................................................................................. 70 Individual Maint .................................................................................................................. 73 Group Maint ..................................................................................................................... 110 Gradebook Options ............................................................................................................. 126 District.............................................................................................................................. 126 Campus ........................................................................................................................... 138 Teacher Posting Status ....................................................................................................... 147 Walk-In Scheduler ............................................................................................................... 148 Utilities ................................................................................................................................... 157 Assign Control Numbers ...................................................................................................... 157 Auto Assign Grades and Citizenship.................................................................................... 162

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Elem Scheduling.................................................................................................................. 163 Grade Posting From TxEIS txGradebook ............................................................................. 167 Export to External Gradebook.............................................................................................. 171 Import From External Gradebook ........................................................................................ 172 Clear Grades, Comments, Credits, or Citizenship ................................................................ 173 Clear Pass/Fail Indicators .................................................................................................... 178 Clear Grd Avg and Class Ranking ....................................................................................... 179 Assign or Clear Year-End-Status Codes .............................................................................. 180 Assign Pass Fail Indicators .................................................................................................. 180 Grade Computation and Credit Assignment......................................................................... 182 Grade Computation Elementary .......................................................................................... 184 Online STAAR/TAKS EOC Extract ...................................................................................... 186 STAAR/TAKS Precoding Extract ......................................................................................... 188 Export District Course Records............................................................................................ 192 Import District Course Records ............................................................................................ 192 Grade Averaging and Class Ranking ................................................................................... 193 Cumulative Grd Avg and Class Ranking .............................................................................. 197 Export Class Roster ............................................................................................................. 199 Reset Values ....................................................................................................................... 201 DMAC Class Roster Extract ................................................................................................ 206 Copy Control Options .......................................................................................................... 208 Reports .................................................................................................................................. 213 Grade Reporting Reports..................................................................................................... 213 Create Grade Reporting Report ........................................................................................... 225 Sorting and Filtering ............................................................................................................ 227 Checklists .............................................................................................................................. 229 District and Campus Setup .................................................................................................. 229 Elementary Campuses ........................................................................................................ 235 Secondary Campuses ......................................................................................................... 241 Appendix ............................................................................................................................... 255 Registration fields necessary for Precode Extracts. ............................................................. 255 Online STAAR/TAKS EOC............................................................................................... 255 STAAR/TAKS Precoding Extract...................................................................................... 256

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Introduction TxEIS Grade Reporting features complete grade reporting functions for both elementary and secondary campuses. The application provides for the traditional two-semester/six-week concepts, as well as the two-semester/nine-week and four-semester/nine-week concepts. You decide which grading concept to use to support instruction in your district. The Grade Reporting application provides the following features: ■

Current and cumulative weighted grade averaging (numeric or grade point)

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Inclusion of high school credit courses taken at the middle school

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Elementary master schedules and student schedules

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Self-paced grade reporting concept

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Blank/incomplete/failing grade tracking

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Historical course grade information

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Grade computation and credit assignment

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Walk-in scheduler

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Interim progress reports from TxEIS or txGradebook

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UIL-eligibility identification

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Multiyear Academic Achievement Records (AARs)

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Automatic assignment of pass/fail indicators

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TAKS precoding file creation

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A user-created report

Gradebook interface for immediate access to data

The Grade Reporting application offers the following reports: ■

A-B/Grade Point/Numeric Honor Rolls

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Class Roll

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Elementary and Secondary Report Cards

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Extracurricular Courses

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Grade Distribution

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Interim Progress Report

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Master Schedule

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Principal’s Proof List

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Schedule of Classes

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Student Withdrawal

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And more...

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MAIN MENU The Grade Reporting main menu includes the current application version; options to change to a different application, exit the current application, and view online Help; and several menu options to utilize the Grade Reporting application.

CHANGE SCHOOL YEAR AND CAMPUS The Change button allows you to access Grade Reporting data for another school year and campus.

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When you click Change, the School Year and Campus fields become enabled, allowing you to select another school year and campus.

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Click Apply to apply the changes. You can only select campuses to which you have been granted access.

STUDENT INFORMATION The Student Information link, located in the upper-right corner next to Change Application, allows you to view student records for attendance, grades, schedules, discipline and health (Medical Alerts) on one page depending on your security rights. At minimum, you must have read access to Registration > Maintenance > Student Enrollment. Note: You are only able to view one student at a time. The School Year field displays the year for which you are logged on. Click the drop-down arrow to select another school year for which to view data. 1. To filter the report, enter data in one or more of the following fields: ●

The Campus ID field displays the campus to which you are logged on. Select another campus for which to view data. Only campuses to which you have access are listed in the drop down.

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In the Grade field, select the grade level from which you want to view a list of students.. Note: Leave the Student ID and Search By Name fields blank and click Directory to get a list of students from a particular grade level. Otherwise leave the Grade field blank.

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In the Student ID field, type a student ID.

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Note: If you were on a page that allowed you to retrieve a student and you selected a student, Student Information will retrieve that student's data. If you do not know the student ID, click Directory to select a student from the directory. ●

In the Search By Name autosuggest field, begin typing the student's name in one of the following formats: □

Last name, comma, first name

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Last name initial, comma, first name initial As you begin typing the name, a drop-down list displays students whose names match the letters you have typed. The drop-down list also displays student IDs. From the drop-down list you can select the student.

2. Click Retrieve to generate the report with the selected data.

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CHANGE APPLICATION The Change Application link allows you to open another TxEIS application in a separate browser.

EXIT APPLICATION The Exit Application link allows you to close the Grade Reporting application. Click Exit Application to close the Grade Reporting application window. The Application Directory is displayed.

ONLINE HELP The TxEIS Student system is constantly changing to meet ongoing state-mandated requirements and the needs of the school districts. With every system change that occurs, the online Help system is updated to reflect the change. Click the Help link in the upper-right corner of the application page for information about the individual fields on the pages. This ensures that you will be accessing the most up-to-date information for every field in the application.

SYSTEM REQUIREMENTS AND BROWSER SETTINGS Periodically ensure that your system and browser settings meet the minimum requirements. For information about system requirements and recommended browser settings, see the System Requirements page found on the Contents tab of the online Help system.

ADA COMPLIANCE The TxEIS Grade Reporting application adheres to accessibility standards in order to comply with the Americans with Disabilities Act (ADA) Section 508. For more information, see the ADA Compatibility page found in the Contents tab of the online Help system under Helpful Tips.

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KNOWN ISSUES A list of known issues for TxEIS and txSuite is available on the SharePoint Web site. From the Home tab, select Documents > Releases and Updates > TxEIS to access the Known Issues document.

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Maintenance MASTER SCHEDULE DISTRICT SCHEDULE The District Schedule page allows you to maintain course records in the district master schedule. The district master schedule contains all the courses offered within the district. When campuses build a campus-level course record, they must select from the courses in the district master schedule. It is important that the district-level information be correct since the campuses use the information. Note: If you are viewing data for a prior school year, and you have been granted historical read-only access in Security Administration, the data is read-only. If you have been granted historical update access, you can update the data. Maintenance > Master Schedule > District Schedule

1. In the search drop-down field, select the field by which you want to search for courses. 2. In the search field, type all or part of the search phrase. The search retrieves courses that begin with the numbers you typed. For example, if you selected Course Number, type 101 to retrieve all courses numbers that start with 101.

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3. Click Retrieve. The grid at the top of the page lists existing course records according to your search criteria. ●

If you click for a record in the grid, the fields are displayed below the grid in a freeform format where you can add or change information.

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The default view in the grid is basic course information indicated by =>Crs Nbr in the free-form area.

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You can modify the view in the grid by clicking the GrdRpting, Course Codes and Credits, Elem/Misc, PEIMS, and HR/GA headers in the free-form area. For example, if you click PEIMS, only PEIMS information is displayed in the grid. The PEIMS header is displayed as =>PEIMS indicating that it is the current view.

4. Click +Add to add a course. The fields in the free-form area below the grid are enabled. 5. In the Crs Nbr field, type the course number assigned to the course by the district. The field must be four digits. ●

Any characters are converted to uppercase when the course record is saved.

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Only alphanumeric characters are allowed. You may not use special characters in this field.

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The field is read-only if the course number is in use.

6. In the title field to the right of the Crs Nbr field, type a descriptive name for the course. The field can be up to 15 characters and should not contain commas. 7. In the Abbrev Name field, type the abbreviated course name that will print on the AAR (SGR2047). The field is for local courses with a service ID that begins with 8 or 9. The field can be up to eight characters. If the field is blank when you click Save, the first eight characters of the course title are saved in this field.

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8. Next to the Service ID field, press F2 or click Search for Service ID dialog box is displayed.

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to select the service ID for the course. The

You can search for a service ID by service ID number and type. Enter data in one or both of the following fields: □

In the Service ID field, type all or part of the service ID number. The service ID is eight digits.

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In the Type field, type all or part of the service ID type (e.g., Elem).

Click Search. □

The service IDs that meet the criteria entered are displayed.

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If more service IDs are retrieved than can be displayed on one page, you can page through the list.

When you locate the service ID you want to retrieve, click the service ID. The service ID is displayed in the Service ID field.

Note: For Classroom Link, verify that the appropriate service ID is assigned to each course. Service IDs that begin with SA, SR, SS, 8, or 9 are not reported on the 300 record. 9. Select Graded Crs if the course is graded. Note that grades can be recorded for a nongraded course. 10. In the Nbr Sem field, select the number of semesters of the course. ●

The number cannot exceed the number of semesters for grade reporting, as indicated on the Maintenance > Tables > Campus Control Options > Parameters tab.

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If a campus has selected the course and built sections for the course, the Nbr Sem field is disabled to maintain the integrity of the section records.

11. In the Textbook ISBN field, type the international standard book number (ISBN) associated with the textbook for the course. The field can be up to ten characters.

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12. In the Exclude from txGradebook field, indicate if the course should be excluded from the attendance or grades pages in txGradebook. 13. Select Self Paced if the course is self paced. Self-paced courses can only be one semester long. Notes: ●

If you select Self Paced for a course that is not one semester, a message is displayed indicating that the course is not one semester and cannot be self paced. Click OK.

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If you modify an existing one-semester course to be self paced, a message is displayed indicating the number of students in the course. □

Click OK. A message asks if you want to print a student list.

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Click Yes or No. The Self Paced field is selected.

14. Under GrdRpting, add data in the following fields: ●

In the Per Ctrl field, type the period control number, which is the number of class periods per day the course meets multiplied by the number of semesters taught. The period control number is used to check the accuracy of the information entered for class sections and student course requests. The field can be up to two digits.

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In the Department field, type the code indicating the academic department with which the course is associated. The department codes are district-determined and optional. The field can be up to three characters.

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In the Gender Restr field, if the course is restricted to one gender, select the gender.

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Select Required or Elective to indicate if the course is a required or elective course. When the current view is set to GrdRpting, the selected option is displayed in the Course Priority column in the grid.

15. Under Course Codes and Credits, add data in the following fields: ●

In the Total Credits field, type the number of academic credits that will be awarded for passing the course. The field can be up to two digits. The decimal is inserted automatically. For example, if you type 10, the field displays 1.0.

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Select Allow Part Credit if partial credit can be awarded if the student fails one or more semesters or is only enrolled in part of the course. The field is used by the Assign Pass Fail Indicators utility. Note: Partial credit is not allowed for regular one-semester and self-paced courses. If you select the field for a regular one-semester or self-paced course, a message is displayed indicating that you cannot select the field. Click OK.

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In the AAR Use field, type or select the code indicating the academic area in which the course is required. The code is used to determine where the course will print on the AAR. The field is only used if the code is different from the designated area for printing; otherwise, leave the field blank. Notes: □

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If there are AAR use codes on the student record, the student codes are used even if there are AAR use codes on the section or district course records.

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If there are no AAR use codes on the student record, but the section has AAR use codes, the section codes are used even if there are AAR use codes on the district course.

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If there are no AAR use codes on the student and section records, but there are AAR use codes on the district course, the district course codes are used.

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In the Grad Plan Use field, type or select the graduation plan code for the course.

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In the SpcCons fields, type or select the code indicating the special considerations for the course. □

You cannot select the same codes for both drop downs.

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If a code is not entered in the first field, but a code is entered in the second field, the code in the second field is saved in the first field.

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The codes are printed on the AAR when you run SGR2047.

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If there are special course consideration codes on the student record, the student codes are displayed on the AAR even if there are special course consideration codes on the section or district course records.

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If there are no special course consideration codes on the student record, but the section has special course consideration codes, the section codes are displayed on the AAR even if there are special course consideration codes on the district course.

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If there are no special course consideration codes on the student and section records, but there are special course consideration codes on the district course, the district course codes are displayed on the AAR.

In the Credit Seq field, type or select the code indicating how to award credits. Valid codes: □

1 - Full credit awarded if final grade and first semester grade are passing

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2 - Full credit awarded if final grade and last semester grade are passing

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3 - Full credit awarded if final grade and all semester grades are passing

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4 - Full credit awarded if final grade and any semester grades are passing

The default is 4 when you are building a course. The Credit Seq field is only considered in the Grade Computation and Credit Assignment utility and the Assign Pass Fail Indicators utility if the Grading Concept field is set to Sem/Final on the Maintenance > Tables > Campus Control Options > Computation tab. ●

In the Credit Lvl field, type or select the code indicating the campus level at which the course is taken. Note: It is important that all district courses be assigned a credit level, because the field is used in grade averaging and cumulative grade averaging at middle schools and high schools. □

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If a course is offered for high school credit at a middle school, select H for the credit level.

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For an elementary course, be sure to select E since this is used when deleting/rebuilding master and student schedules.

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High school courses that are taught at the middle school for high school-level credit must be assigned credit level H. This is necessary for the Assign Pass/Fail Indicators utility and the PEIMS Classroom Link extract to determine how to write elements for the student’s 415 course completion record.

16. Under Elem/Misc, add data in the following fields: ●

In the Core Crs field, type or select the code indicating the type of core course.

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In the ELA Wgt (English language arts weight) field, type the percentage of the total language arts grade that the grade for the course represents. The field can be up to two digits.

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In the Auto Grd field, type the default grade (alpha or numeric) that is assigned to a student who has no grade recorded for the course. The grade will automatically display in txGradebook; it is not necessary to run the Auto Assign Grades and Citizenship utility.

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Select Incl UIL Elig if the course is used to determine six-week eligibility for extracurricular activities. University Interscholastic League (UIL) rules allow certain courses to be exempt in determining six-week eligibility.

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In the Exam/Sem Pat field, type or select the code indicating when exam and semester grades are given. Note: For exam/semester pattern 2, the AARs (SGR2047) do not consider the course sequence code.

17. Under PEIMS, add data in the following fields: ●

In the CTE Hrs field, type the number of Career and Technical Education (CTE) hours associated with the course (i.e., 1-6). The hours are used in Attendance to compute CTE contact hours. Leave blank if this is not a CTE course. The field is one digit.

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In the Pop Srvd field, type or select the code indicating the student population targeted for the course. The default is 01: Regular Students). The population served code exists on the district-level course and the campus section record (i.e., the Pop Srvd field on the Maintenance > Master Schedule > Campus Schedule > Section tab). If the campus section record has a value, that value is used. Otherwise, the district value is used.

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In the Instr Sett field, press F2 or click to select the setting used to provide instruction for the students in the course. The Search for Instructional Setting dialog box is displayed.

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You can search for an instructional setting code by code and/or description. Enter data in one or both of the following fields: ○

In the Instructional Setting field, type all or part of the instructional setting code. The code is two digits.

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In the Instructional Setting Title field, type all or part of the description.

Click Search. ○

The instructional setting codes that meet the criteria entered are displayed.

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If more instructional setting codes are retrieved than can be displayed on one page, you can page through the list.

When you locate the instructional setting code you want to retrieve, click the code. The code is displayed in the Instr Sett field.

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In the Class Type field, type or select the code indicating the class type (i.e., regular or non-regular).

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In the Role ID field, type or select the code indicating the capacity in which the instructor serves the students during the course. The default is 087 (i.e., teacher). Notes:

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Role ID 000 (Other) is not used here and is excluded from the drop down.

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The role ID code exists on the district-level course and the campus section record (i.e., the Role ID field on the Maintenance > Master Schedule > Campus Schedule > Section tab). If the campus section record has a value, that value is used. Otherwise, the district value is used. If both fields are blank, code 087 (i.e., teacher) is used.

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Only course sections with a role ID of 087 (i.e., teacher) or 47 (i.e., substitute) are included in the Classroom Link data.

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In the Crs Seq field, type or select the code indicating the sequence of the course regardless of the actual semester the course is taught. The code is used when extracting course completion data for PEIMS and during end-of-course precoding. A message is displayed if you select a code that does not match the course sequence code table. Notes: □

The Crs Seq field should only be used if the course, or part of the course is taught out of sequence, such as a credit recovery or self-paced course (e.g., the second semester of English I is taught during the first semester).

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Leave this field blank if the course is not taught out of sequence. The PEIMS Classroom Link extract will extract the proper course sequence code.

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For a four-semester course, if the exam/semester pattern is 2, this field must be set to 1 or blank. However, if the exam/semester pattern is not 2, this field must be set to 6 or blank.

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The course sequence code exists on the district-level course and the campus section record (i.e., the Crs Seq field on the Maintenance > Master Schedule > Campus Schedule > Section tab). If the campus section record has a value, that value is used. Otherwise, the district value is used. If both fields are blank, the default course sequence code for the specified semester is extracted.

18. Under HR/GA (honor roll/grade averaging), add data in the following fields: ●

In the HRoll Wgt field, type the number of times the course can be counted in honor roll computation (e.g., 0-9). The field is one digit. Type zero or leave blank to exclude the course from honor roll computation.

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In the HRoll Table field, select the table used to convert the student grade for the course in honor roll computations.

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This field must contain a value if you are running Grade Point Honor Roll (SGR20200).

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This field can be left blank if you are running the A/B Honor Roll report (SGR2001) or the Numeric Honor Roll report (SGR2010).

In the HRoll Cd field, type or select the code indicating if grades or students should be excluded from honor roll computations for the course. □

Type E to exclude the course from the honor roll.

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Type N to exclude students in the course from the honor roll.

In the GA Table field, select the grade averaging table the system uses for grade averaging computations that include the course. The field is required; the default value is R (regular). Note: If there is no GA table code in the student record, this code is used in the grade averaging calculations.

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In the GA Wgt field, type the number of times the grade for the course should be counted in grade averaging calculations (e.g., 0-9). The field is required; the default value is 1. Type 0 to exclude the course from grade averaging computation.

19. Click Save to save the information.

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20. To edit a course record, click . The fields in the free-form area below the grid are enabled allowing you to make changes. Update the fields, and then click Save to save the changes. The changes are displayed in the grid. 21. To delete a course record, click when the record is saved.

. The row is shaded red to indicate that it will be deleted

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You can select multiple rows to be deleted at the same time.

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Click Save. The selected rows are deleted.

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You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved.

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Courses cannot be deleted if they are selected by a campus or have section records. □

If you attempt to delete a course that cannot be deleted, a message is displayed, and the course that cannot be deleted is listed.

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If any course cannot be deleted, none of the selected courses are deleted.

22. To assign standard-sets to a course that uses standards-based grading in txGradebook, select a course and click Stds-Based Crs Setup to go to the Maintenance > Gradebook Options > District > Stds-Based Crs Setup tab. Click Available Course to return.

CAMPUS SCHEDULE If you are viewing data on the following tabs for a prior school year, and you have been granted historical read-only access in Security Administration, the data is read-only.

COURSE SELECTION The Course Selection tab allows you to establish campus course records for all courses taught at the campus. The campus master schedule contains all the courses and sections offered at the campus. The campus course records are built by selecting district courses, and the information in the district course record is automatically copied to the campus course record. Before you create campus section records, you must establish the campus course records.

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Maintenance > Master Schedule > Campus Schedule > Course Selection

1. In the Credit level field, select the credit level for which you want to add course records. 2. Click Retrieve. ●

Under District Courses, all course records for the district are listed. Courses that have already been selected for the campus master schedule are not listed.

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Under Campus Courses, all courses selected for the campus master schedule are listed.

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If more courses are retrieved than can be displayed on one page, you can page through the lists.

3. To add district courses to the campus courses list, select one or more courses under District Courses.

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Click Select >>> to move the selected course(s) from the District Courses list to the Campus Courses list.

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Click Select All >>> to move all courses in the District Courses list to the Campus Courses list. This overrides any selected courses.

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The moved courses are not sorted in course number order until you click Save.

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4. To delete courses from the campus courses list, select one or more courses under Campus Courses. Note: Only courses that do not have course sections or enrolled students can be removed from the Campus Courses list. ●

Click Crs Nbr in the free-form area.

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You can modify the view in the grid by clicking the Options, GrdRpting, Course Codes and Credits, Elem/Misc, PEIMS, and HR/GA headers in the free-form area. For example, if you click PEIMS, only PEIMS information is displayed in the grid. The PEIMS header is displayed as =>PEIMS indicating that it is the current view.

3. In the Grd Restr field, if there are grade level restrictions for the course, select the lowest grade level allowed for the course. In the + field next to the Grd Restr field, type the number of additional grade levels that are eligible to take the course. The field is one digit. For example, if the course is for students in 7th and 8th grades, select 07 in the Grd Restr field, and type 1 in the + field. If you type a value in the Grd Restr field and leave the + field blank, the + field will automatically be set to 0 when you click Save. 4. In the Pregrid Grd Restr field, if there are grade level restrictions that restrict the course from being printed on scheduling pregrids, select the lowest grade level allowed for the course. In the + field next to the Pregrid Grd Restr field, type the number of additional grade levels that are eligible to take the course. The field is one digit. When the scheduling pregrids are printed, the course only prints on the pregrids for students in the grades indicated. For example, if the course is for students in 7th and 8th grades, select 07 in the Pregrid Grd Restr field, and type 1 in the + field. 5. Under Options, add data in the following fields: ●

Select Exclude from Conflict Matrix if the course should be excluded from the conflict matrix reports.

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In the Can Split Opt field, type Y (yes) or N (no) to indicate if the course is split in different semesters (i.e., assign a student a full year course with different course sections for first and second semesters). Blank is interpreted as N.

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In the Rpt Card Grd Typ field, select the type of grades that should appear on the report cards for the course. The field is used by txGradebook when determining the working cycle average. The options are stored in the cr_crs_offered_cyr table as follows: □

A = A, B, C, D, F

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E = E, S, N, U

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blank = Numeric

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P = Pass/Fail

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If Credit Lvl = E, Core Crs = L, M, S, or X, and the elementary core grade conversion table is set to A, B, C, D, or F, you cannot select E, S, N, U.

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If Credit Lvl = E, Core Crs = blank or Z, and the elementary noncore grade conversion table is set to E, S, N, or U, you cannot select A, B, C, D, F.

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If Credit Lvl = E, you cannot select Pass/Fail.

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If Credit Lvl = H, you must select either Numeric or Pass/Fail. If you select A, B, C, D, F, or E, S, N, U, an error message is displayed.

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For a course that uses standards-based grading, you must select Numeric.

An error message is displayed if there is no match. 6. Click Save to save the information. 7. To edit a course record, click . The fields in the free-form area below the grid are enabled allowing you to make changes. Update the fields, and then click Save to save the changes. The changes are displayed in the grid.

SECTION The Section tab allows you to update section data for the campus course records. Maintenance > Master Schedule > Campus Schedule > Section

1. In the search drop-down field, select the field by which you want to search for courses.

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2. In the search field, type all or part of the search phrase. The search retrieves courses that begin with the numbers you typed. For example, you can type 101 to retrieve all courses numbers that start with 101. Leave the field blank to retrieve all courses. 3. Click Retrieve. The top grid lists the course records that have sections. ●

The default view in the grid is basic course information indicated by =>Crs Nbr in the free-form area.

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You can modify the view in the grid by clicking the Restrictions, Course Codes and Credits, and PEIMS headers in the free-form area. For example, if you click PEIMS, only PEIMS information is displayed in the grid. The PEIMS header is displayed as =>PEIMS indicating that it is the current view.

4. Click +Add to add a section to a campus course. The fields in the free-form area below the grid are enabled. 5. In the Crs Nbr field, press F2 or click displayed.

●

●

You can search for the course by course number or course title. Enter data in one or more of the following fields: □

In the Code field, type all or part of the course number. For example, you can type 10 to find all course numbers that begin with 10. You can type up to 10 characters.

□

In the Description field, type all or part of the course title. For example, you can type bio to find all course titles that begin with bio. You can type up to 20 characters.

Click Search. □

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to select the course. The Course ID dialog box is

The courses that meet the criteria are displayed.

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If more courses are retrieved than can be displayed on one page, you can page through the list.

When you locate the course you want to retrieve, click the course number. □

The course name is displayed next to the Crs Nbr field.

□

The service ID is displayed in the Svc ID field.

6. Select Multi Svc Ind if the instructor of the course must perform more than one service during the class. 7. Select Lock if you want to lock the course section so it cannot be added to more student schedules. 8. In the Section field, type the section number for the class. The field is only enabled if you are adding a new section. The field must be two digits and numeric. 9. In the Max Seats field, type the maximum number of students who can be enrolled in the class. The field can be up to three digits. 10. In the Non Campus Based field, type or select the noncampus-based instruction code if the course is not taught at the campus (e.g., college campus-based and Internet-based courses). Notes: ●

Verify that any sections not taught by a district employee or contracted instructor have this field set to a value other than 00. Be aware that leaving the field set to blank causes this field to have a default value of 00.

●

If this field is set to code 09 (i.e., Out of District DAEP Program), the campus ID must be registered in the Texas School Directory as a DAEP campus type.

●

If this field is set to code 10 (i.e., Non-District PE Substitution Program), the service ID for the course must be set to PES00008 - PES00011. Otherwise, an error message is displayed indicating that the Non Campus Based code is invalid.

11. In the Dst. Lrng Cd field, type or select the distance learning code, if the course is taught through distance learning. 12. Select Include UIL Elig if the course is used to determine six-week eligibility for extracurricular activities. University Interscholastic League (UIL) rules allow certain courses to be exempt in determining six-week eligibility. 13. Under Restrictions, make the following selections: ●

In the Typ Rstrctn field, type or select the team restriction code. The code indicates if the restrictions always apply (i.e., fixed) or can be overridden (i.e., selectable) by the user. This setting applies to the Team Code, Gender Rstrctn, and Grade Rstrctn fields.

●

In the Team Code field, type or select the code that restricts course section membership to a certain group or team of students.

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In the Gender Rstrctn field, type or select the gender of students to which the course is restricted. Note: If there is no gender restriction code on the campus section record, but there is a restriction code on the district course record, the district code is used when adding the course to a student’s schedule.

●

In the Grade Rstrctn field, if there are grade level restrictions for the section, type or select the lowest allowable grade level for the course. In the + field next to the Grade Rstrctn field, type the number of additional grade levels that are eligible to take the course. The field is one digit. For example, if the course is for students in 7th and 8th grades, select 07 in the Grade Rstrctn field, and type 1 in the + field. If you type a value in the Grade Rstrctn field and leave the + field blank, the + field will automatically be set to 0 when you click Save. Note: If there is no grade restriction code on the campus section record, but there is a restriction code on the district course record, the district code is used when adding the course to a student’s schedule.

14. Under Course Codes and Credits, make the following selections: ●

In the Dual Crdt CD field, type or select the code indicating if students are eligible to receive both high school and college credit for the course.

●

In the Adv Tech Crdt CD field, type or select the code indicating if this is a high school course for which college credit may be awarded by a post-secondary institution under a local articulation agreement or the statewide Advanced Technical Credit (ATC) program agreement. Notes:

●

□

A course may be reported as either dual credit or ATC, but not both.

□

An ATC course should have a special course consideration code of A indicating that it is an articulated course on the AAR. When the student graduates and attends a college that is in the statewide, articulated course network, he can receive credit for this course.

In the AAR Use Cd field, if the academic area is different than the designated area for printing on the AAR, select the code for the academic area in which this course is a requirement. Otherwise, leave blank. Notes:

●

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□

If there are AAR use codes on the student record, the student codes are used even if there are AAR use codes on the section or district course records.

□

If there are no AAR use codes on the student record, but the section has AAR use codes, the section codes are used even if there are AAR use codes on the district course.

□

If there are no AAR use codes on the student and section records, but there are AAR use codes on the district course, the district course codes are used.

In the Special Consid fields, type or select the special consideration code(s) for the course.

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□

You cannot select the same code for both drop downs.

□

If a code is not entered in the first field, but a code is entered in the second field, the code in the second field is saved in the first field.

□

The codes are printed on the AAR when you run SGR2047.

Notes:

●

□

If there are special course consideration codes on the student record, the student codes are displayed on the AAR even if there are special course consideration codes on the section or district course records.

□

If there are no special course consideration codes on the student record, but the section has special course consideration codes, the section codes are displayed on the AAR even if there are special course consideration codes on the district course.

□

If there are no special course consideration codes on the student and section records, but there are special course consideration codes on the district course, the district course codes are displayed on the AAR.

In the College Credit Hrs Sem fields, for each semester (up to four semesters), type the number of college credit hours the student will earn for the course. Valid values are 0-5. Values greater than 0 are only valid if the Dual Crdt CD field is set to 1. If the Dual Crdt CD field is set to 1, you must enter a value in at least one of the College Credit Hrs fields.

15. Under PEIMS, make the following selections: ●

In the Pop Srvd field, type or select the code indicating the student population targeted for the course. The population served code exists on the district-level course and the campus section record. If the campus section record has a value, that value is used. Otherwise, the district value (i.e., the Pop Srvd field on the Maintenance > Master Schedule > District Schedule page) is used.

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In the Instruct Sett field, press F2 or click to select the instructional setting used to provide instruction to the students in the course. The Search for Instructional Setting dialog box is displayed.

□

□

□

You can search for an instructional setting code by code and/or description. Enter data in one or both of the following fields: ○

In the Instructional Setting field, type all or part of the instructional setting code. The code is two digits.

○

In the Instructional Setting Title field, type all or part of the description.

Click Search. ○

The instructional setting codes that meet the criteria entered are displayed.

○

If more instructional setting codes are retrieved than can be displayed on one page, you can page through the list.

When you locate the instructional setting code you want to retrieve, click the code. The code is displayed in the Instruct Sett field.

●

In the Class Type field, select the code indicating the class type (i.e., regular or nonregular).

●

In the Role Id field, type or select the code indicating the capacity in which the instructor serves the students during the course. Note: The role ID code exists on the district-level course and the campus section record. If the campus section record has a value, that value is used. Otherwise, the district value (i.e., the Role Id field on the Maintenance > Master Schedule > District Schedule page) is used. If both fields are blank, code 087 (i.e., teacher) is used.

●

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In the Crs Seq field, type or select the code indicating the sequence of the course regardless of the actual semester the course is taught. The code is used when extracting course completion data for PEIMS and during end-of-course precoding. A message is displayed if you select a code that does not match the course sequence code table.

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Notes:

●

□

The Crs Seq field should only be used if the course, or part of the course is taught out of sequence, such as a credit recovery or self-paced course (e.g., the second semester of English I is taught during the first semester).

□

Leave this field blank if the course is not taught out of sequence. The PEIMS Classroom Link extract will extract the proper course sequence code.

□

The course sequence code exists on the district-level course and the campus section record. If the campus section record has a value, that value is used. Otherwise, the district value (i.e., the Crs Seq field on the Maintenance > Master Schedule > District Schedule page) is used. If both fields are blank, the default course sequence code for the specified semester is extracted.

In the Wks/Mnth field, type or select the code for the weeks of the month the class meets.

16. Under District Information, the following fields from the district master schedule are displayed: ●

Crs Seq Cd

●

Instruct set

●

Pop Srvd

●

Role ID

●

Nbr Sem

●

Exam/Sem Pat

●

AAR Use Cd

●

Grad Plan Use Cd

●

Special Consid

●

Incl UIL Elig

●

Gender Rstrctn

●

Self Paced

●

Class Type Cd

17. Under Campus Information, the Grade Rstrctn and Rstrctn Addl fields from the Course tab are displayed. 18. Select Include WD Meeting Times to display all withdrawn meeting times (i.e., all entry and withdrawal dates for meeting times that have withdrawn instructors) for the current year in the lower grid. 19. To add a meeting time for the section, click +Add in the lower grid. A blank row is displayed in the lower grid. Note: You must set up at least one meeting time for each section. You can add as many meeting times as needed. ●

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In the Sem field, select the semesters the class meets.

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Valid codes: □

1 - Semester 1

□

2 - Semester 2

□

3 - Semesters 1 & 2

□

4 - Semester 3

□

5 - Semesters 1 & 3

□

6 - Semesters 2 & 3

□

7 - Semesters 1, 2, & 3

□

8 - Semester 4

□

9 - Semesters 1 & 4

□

A - Semesters 2 & 4

□

B - Semesters 1, 2, & 4

□

C - Semesters 3 & 4

□

D - Semesters 1, 3, & 4

□

E - Semesters 2, 3, & 4

□

F - Semesters 1, 2, 3, & 4

Two-semester campuses use only codes 1-3; four-semester campuses can use all codes.

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●

In the Days field, type or select the code indicating the days the class meets.

●

In the Per Begin and Per End fields, select the periods when the class begins and ends. The default value for the fields is blank; however, you cannot save a meeting time if either field is set to blank.

●

In the Room field, type the room number in which the class meets. The field can be up to four characters.

●

In the Time Begin and Time End fields, type the times when the class begins and ends. Use the HHMMA format, where HH is the hour, MM is the minutes, and A is a.m. or p.m.

●

In the Lckout Cd field, type the code indicating if there is a lunch break after the scheduled class meeting. The code is one character.

●

In the Instructor field, type the instructor ID.

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If you do not know the code, place the cursor in the field and press F2 or click Lookup to select the code. The Instructor ID dialog box is displayed. Only instructors for whom you have access are listed.

□

□

□ ●

You can search for an instructor by ID and name. ○

In the Code field, type all or part of the instructor ID. For example, you can type 1 to find all instructors whose instructor ID begins with 1. You can type up to three digits.

○

In the Name field, type all or part of the instructor’s last name. For example, you can type ma to find all instructors whose last name begins with Ma. You can type up to 50 characters.

Click Search. ○

The instructors who meet the criteria are displayed.

○

If more instructors are retrieved than can be displayed on one page, you can page through the list.

When you locate the instructor you want to retrieve, click the instructor ID (in the Code field). The instructor’s information is displayed in the Instructor field.

In the Class Role field, select the code indicating the role served by the instructor who teaches the class. Valid codes: □

01 - Teacher of record

□

02 - Assistant teacher

□

03 - Support teacher

Notes: □

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If the noncampus-based instruction code is blank or 00, you must have a meeting time with one instructor coded as 01 (i.e., Teacher of Record).

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2.0.0000

□

If the noncampus-based instruction code is greater than 00, a teacher of record is not required. You can enter a teacher of record, but it is not extracted, and it does not create a 305 teacher assignment record for PEIMS.

□

There can be only one active teacher of record per section for a specific begin and end time range.

In the Entry and Withdraw fields, you can enter and withdraw the instructor for the meeting time. Use the MMDDYYYY format. □

The Entry date is the first date the instructor was assigned or reassigned to the class in the current school year.

□

The Withdraw date is the last date the instructor was assigned or reassigned to the class in the current school year.

Notes: □

These fields were added as of the 2011-2012 school year. They do not appear for prior school years.

□

The withdrawal date cannot be earlier than the entry date.

For instructors with the Class Role field set to 01, the following edits apply to the dates:

●

□

The dates must be within the school calendar. If the campus has multiple tracks, the earliest and latest dates for all tracks are used to validate the date fields.

□

You cannot have the same date on the same row.

□

The Withdraw date cannot be before the corresponding Entry date.

□

The Withdraw date on a previous row and Entry date on a new row can be the same date, even if the instructors are the same on both rows.

□

An instructor’s Entry date cannot fall within another withdrawn instructor’s Entry and Withdraw dates if the periods are the same for both rows.

□

Two or more instructors can have the same Entry dates on different rows if both instructors are active and the period for each instructor is different.

□

The Instructor field is not required and can be blank, but the instructor’s Entry date cannot be blank. This situation could occur if you do not know which instructor will be teaching the class at the time of entry. Enter the instructor as soon as you have the information available.

□

The Entry date for a one-semester course must fall within the calendar dates for the semester in which it is taught.

To delete a meeting time, click in the lower grid. A message is displayed asking if you want to delete the section meeting. Click Yes to continue. The row is deleted. Notes: □

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If you attempt to delete a meeting time before the last Friday in October (i.e., the PEIMS snapshot date) for the current school year, a dialog box is displayed prompting you to confirm that you want to continue. Click OK to continue; otherwise, click Cancel.

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□

You must delete an instructor’s most recent meeting time record before deleting an older record. For example, if an instructor has two meeting time records, you must delete the most recent record before you can delete the older record.

□

If you type over the instructor ID or select to delete a meeting time row on or after the PEIMS snapshot date, a warning message is displayed indicating that you should not delete the row if an instructor taught the course at any time. Do not click OK unless you intend to delete the row. You should only delete a row after the snapshot date if the row was entered by mistake. Otherwise, if you delete valid data, you will need to reenter the information.

□

A course section can be deleted after the PEIMS snapshot date if there are no students assigned to the course section.

□

If you delete a meeting time row, a txGradebook administrative user will still be able to access the instructor’s attendance and grades in txGradebook.

20. Click Save to save the information. 21. To delete a course section, click in the upper grid. The row is shaded red to indicate that it will be deleted when the record is saved. ●

You can select multiple rows to be deleted at the same time.

●

Click Save. A warning is displayed asking if you want to permanently delete the course. Click Yes to continue. The row is deleted. Notes: □

If you attempt to delete a section before the last Friday in October (i.e., the PEIMS snapshot date) for the current school year, a dialog box is displayed prompting you to confirm that you want to continue. Click OK to continue. Sections can be deleted after the PEIMS snapshot date, as long as there are no students assigned to the course section.

□

You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved.

INSTRUCTOR The Instructor tab allows you to enter schedule information for instructors in the campus master schedule.

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Maintenance > Master Schedule > Campus Schedule > Instructor

Existing instructors are displayed in order by instructor ID. ●

If more instructors are retrieved than can be displayed on one page, you can page through the list.

●

You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order.

1. Click +Add to add an instructor. The fields in the free-form area below the grid are enabled. 2. In the Instr Nbr field, type the number of the instructor to add to the campus master schedule. The field is three digits. 3. In the Staff ID field, do one of the following depending on how the district has established Student Applications Staff ID (this can be viewed in Registration > Maintenance > District Profile > District Information > District Maintenance > Control Info):

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●

If the Staff ID is still set to SSN, type the principal/counselor's social security number.

●

If the Staff ID is set to Employee Number, but the employee demographics table does not exist in the Human Resources application, type the principal/counselor's employee number.

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If the Staff ID is set to Employee Number, and the employee demographics table contains employee number information, you must click to select an instructor's employee number. Note: If you change a staff ID on this page, the staff ID will be changed across all applications and campuses. Principal/counselors who are also instructors will only have one staff ID.

4. In the Home Room field, type the instructor’s home room number. The field can be up to four characters. 5. In the Instructor Status field, Active is displayed if the instructor is currently assigned to any course sections, whether or not students are assigned to the sections. Otherwise, Inactive is displayed. 6. In the Name fields, type the instructor’s first, middle, and last names. Select the generation code if applicable. 7. Under Maximum Values, add data in the following fields: ●

In the Study Halls/Day field, type the maximum number of study halls that can be assigned to the instructor. The field can be up to two digits.

●

In the Periods/Day field, type the maximum number of contact hours the instructor can teach. The field can be up to two digits.

●

In the Sections/Sem field, type the maximum number of sections per semester that can be assigned to the instructor. The field can be up to two digits. Type 0 or leave blank if the instructor is not assigned to any classes.

●

In the Preps/Sem field, type the maximum number of unique courses (preparations) per semester that can be assigned the instructor. Unique courses usually require the instructor to do a separate preparation. The field can be up to two digits. Type 0 or leave blank if the instructor is not assigned to any classes.

●

In the Contact Periods/Year field, type the maximum total contact periods the instructor can be assigned for the year. The field can be up to four digits. Type 0 or leave blank if the instructor is not assigned to any classes.

8. Under Restrictions, add data in the following fields: ●

In the Department field, type the code indicating the academic department with which the instructor is associated. The field can be up to three characters.

●

In the Subject Area field, type the code indicating the academic area with which the instructor is associated. The field is one character.

●

In the Reserved Room field, type the room number for the instructor’s reserved classroom. If used, the instructor is assigned only to this room. The field can be up to four characters.

9. Under Designators, three fields allow you to designate rooms according to certain criteria, characteristics, or equipment (e.g., C = computers available). The fields are one character. 10. Under Elementary, add data in the following fields:

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●

In the Grade field, select the grade level the instructor teaches.

●

In the Section field, type the section the instructor teaches. The field is two digits. Note: If there are multiple instructors for the same grade level, they must have unique section numbers.

11. Select Exclude from Fall PEIMS if you want to exclude the instructor from fall PEIMS reporting. If blank, the instructor is extracted for fall PEIMS reporting. Selecting this field does not exclude the instructor from Classroom Link. 12. Click Save to save the information. 13. To edit an instructor record, click . The fields in the free-form area below the grid are enabled allowing you to make changes. Update the fields in the free-form area below the grid, and then click Save. The changes are displayed in the grid. 14. To delete an instructor record, click deleted when the record is saved.

. The row is shaded red to indicate that it will be

●

You can select multiple rows to be deleted at the same time.

●

Click Save. A message is displayed asking you to confirm that you want to delete the row(s). Click Yes to continue. The selected rows are deleted.

Notes:

34

●

If the instructor is assigned to any sections (i.e., the instructor is Active), whether or not students are assigned, he cannot be deleted. If no students are assigned to the section, you can delete the section, and then delete the instructor.

●

Only inactive instructors can be deleted after the last Friday in October (i.e., the PEIMS snapshot date).

●

You must delete the instructor from all assigned sections before he can be deleted. Once all sections are removed, the Instructor Status field changes to Inactive, and the instructor can be deleted.

●

If the instructor has ever been assigned to students, he cannot be deleted.

●

If the instructor is deleted, the program automatically checks for any txGradebook login records for the instructor based on the staff ID. The appropriate records are inactivated.

●

If the instructor teaches only at the campus from which he is being deleted, all tx Gradebook login records are inactivated.

●

If the instructor teaches at more than one campus, only txGradebook login records specific to the campus from which he is being deleted are inactivated.

●

You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved.

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15. Click Instructor Schedule to view the instructor’s schedule, including course sections from which the instructor is withdrawn. The report opens in a new window.

Note: If the campus section information does not exist, the district information is used on the report and is displayed in bold type.

COPY COURSE SECTION The Copy Course Section tab allows you to create new sections by copying an existing course section. Maintenance > Master Schedule > Campus Schedule > Copy Course Section

1. In the Course drop-down field, select from the available courses from which to copy. 2. In the Section drop-down field, select from the available sections from which to copy. The section number, begin and end periods, instructor ID, and instructor name are displayed in the field. 3. Enter the new section number or numbers into the Create Section field. Separate multiple section numbers with commas (e.g. 01,02,03).

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4. Click Create. Information for the section or sections to be created will display in the grid. You can modify the following fields: ●

Sem

●

Days

●

Per Begin

●

Per End

●

Room

●

Time Begin

●

Time End

●

Lockout Cd

●

Instructor

●

Entry

5. Click Cancel to clear the grid and start over. 6. Click Save to create the new sections. They will display in the grid after they have been saved. Note: If you need to make changes after you've saved the sections, you may do so in the Section tab.

TABLES If you are viewing data for a prior school year, and you have been granted historical read-only access in Security Administration, the data is read-only.

DISTRICT CONTROL TABLE Note: Starting in the 2013-2014 school year, the District EOC Exclusion by Subject and EOC Conversion Table tabs will not be available as they are obsolete. If you are logged into a prior school year, they are visible but cannot be edited.

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DISTRICT PARAMETERS The District Parameters tab allows you to set the number of reporting semesters for the school year to which you are logged on. Maintenance > Tables > District Control Table > District Parameters

1. In the Reporting Semesters field, select the number of semesters for grade reporting. The number is the maximum number that can be used throughout the district. 2. The School Year fields display the school year to which you are logged on. 3. In the Maximum Course Number Length field, indicate the maximum length for courses to be used throughout the district. 4. Click Save to save the information.

DISTRICT EOC EXCLUSION BY SUBJECT The District EOC Exclusion by Subject tab allows you to select specific STAAR™ Alternate and/or STAAR™ Modified test subjects that you want to exclude from the EOC 15% calculations. Notes: ■

This tab is not used for school year 2013-2014 onward. While you are able to see the tab in prior years, it cannot be edited.

■

Excluding a test subject from the EOC 15% calculations does not exclude a student from taking the EOC assessment.

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Maintenance > Tables > District Control Table > District EOC Exclusion by Subject

1. End of Course Exclusion Options - STAAR Modified displaysthe test subjects that were to be excluded from the EOC 15% calculations from the following: ●

Algebra I

●

Geometry

●

Biology

●

English I, II, III

●

Geography

●

U.S. History

●

World History

2. End of Course Exclusion Options - STAAR Alternate displays the test subjects that were to be excluded from the EOC 15% calculations from the following: ●

Algebra I

●

Geometry

●

Biology

●

English I, II, III

●

Geography

●

U.S. History

●

World History

This information is display only.

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EOC CONVERSION TABLE The End-of-Course (EOC) Conversion Table tab allows you to maintain district EOC tables used in the EOC 15% calculations. Notes: ■

This table is not used for school year 2013-2014 onward. It is only available for prior school years.

■

The EOC assessment conversion format is suitable for GPA/Rank calculations.

■

Academic performance cut codes and scale scores can be obtained from the Texas Education Agency (TEA) raw score conversion tables. The complete raw score conversion tables by school year and test type are available at the following URLs: ●

STAAR™ Raw Score Conversion Tables: http://www.tea.state.tx.us/student.assessment/staar/convtables/

●

STAAR™ Modified Raw Score Conversion Tables: http://www.tea.state.tx.us/student.assessment/special-ed/staarm/convtables/

●

STAAR™ Alternate Raw Score Conversion Tables: http://www.tea.state.tx.us/student.assessment/special-ed/staaralt/convtables/

Maintenance > Tables > District Control Table > EOC Conversion Table

1. In the Admin Date field, select the test administration date. ●

13 is Fall (e.g., 13-2013 indicates the Fall 2013 administration)

●

14 is Winter

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15 is Spring

●

16 is Summer

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2. In the EOC Type field, select the type of EOC subject. The field is required. 3. In the Test Type field, select the type of test administered. 4. Click Retrieve. ●

The EOC conversion table is displayed with the selected criteria.

●

The Raw Score is a read-only field and is predefined based on the selected criteria.

5. The Grade fields are disabled. This information is display only.

CAMPUS CONTROL OPTIONS Note: Starting in the 2013-2014 school year, the EOC Percent Calc tab will not be available as it is obsolete. It is only visible for prior school year and cannot be edited.

PARAMETERS The Parameters tab allows you to set campus grade reporting options for the current school year. Maintenance > Tables > Campus Control Options > Parameters

1. In the Current Semester field, select the current semester.

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2. In the Current Cycle field, select the grading cycle for the current semester. You can have one to three cycles per semester depending on the number of semesters you have per year. 3. In the Low Grade Level field, select the low grade level for grade reporting. 4. In the High Grade Level field, select the high grade level for grade reporting. 5. In the Type of Grading field, select the type of grading (alpha or numeric) the campus uses in computing grade averages. If the campus uses both alpha and numeric, select Numeric. 6. In the Beginning Period field, type the first period of the day for grade reporting. The field is two digits. 7. In the Ending Period field, type the last period of the day for grade reporting. The field is two digits. 8. In the Nbr of Reporting Semesters field, select the number of semesters the campus uses for grade reporting. The number must be equal to or less than the district maximum. 9. In the Nbr of Cycles Per Semester field, select the number of cycles per semester for which grade reporting is performed. 10. In the Track field, select the attendance track for which you want to set up grade reporting cycle end dates. The following edits apply: ●

The two-semester, two-cycle campus end date for semester 1/cycle 2 must match the last membership day in semester 1 in the attendance calendar for the same track. The end date for semester 2/cycle 2 must match the last day of school for the same track.

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The two-semester, three-cycle campus end date for semester 1/cycle 3 must match the last membership day in semester 1 in the attendance calendar for the same track. The end date for semester 2/cycle 3 must match the last day of school for the same track.

●

The four-semester, one-cycle campus end date for semester 2/cycle 1 must match the last membership day in semester 1 in the attendance calendar for the same track. The end date for semester 4/cycle 1 must match the last day of school for the same track.

If the grade reporting and attendance dates do not match, an error message is displayed indicating the invalid end date and that the cycle end date was changed to an attendance calendar date.

11. Under Track End Dates in the Cycle # fields for each semester, type the ending dates for each grading cycle of each semester. Use the MMDDYYYY format. 12. Click Save to save the information.

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RANGES & CONVERSIONS The Ranges & Conversions tab allows you to set campus options for ranges and conversions. Maintenance > Tables > Campus Control Options > Ranges & Conversions

1. In the Highest Cycle Grade Allowed field, type the highest cycle grade allowed. The field can be up to three characters. 2. In the Lowest Cycle Grade Allowed field, type the lowest cycle grade allowed. The field can be up to three characters. 3. In the Highest Exam Grade Allowed field, type the highest final exam grade allowed. The field can be up to three characters. 4. In the Low Exam Grade Allowed field, type the lowest final exam grade allowed. The field can be up to three characters. 5. In the Highest Non-Passing Grade field, type the highest numeric grade a student can earn and still not receive academic credit for a course. The value is used to determine whether credit is assigned by the Grade Computation and Credit Assignment utility. It is also used by the Assign Pass Fail Indicators utility. This value cannot be higher than F. 6. Under Grade Conversion Information, type the equivalent grades for the E, S, N, U, and P fields and the A, B, C, D, and F fields. The equivalent grades are used in determining which students are on the honor roll. ●

The first row indicates which A-F grades correspond to E-P (excellent-pass) grades.

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The second row indicates the lowest numeric grade that corresponds to each of the A-D grades. □

The F field is used for the highest failing grade.

□

The D field can be blank if the campus does not use the D grade.

□

If the value for D is not blank, it must be between and not equal to the values for C and F.

□

If the value for D is blank, the value for F must be one less than the value for C. There cannot be a gap between the values for C and F.

These fields work in conjunction with the Grade Reporting utilities and reports and tx Gradebook. They are also used to calculate the college 4.0 GPA.

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7. Click Save to save the information.

COMPUTATION The Computation tab allows you to enter information used to compute grade averages. Maintenance > Tables > Campus Control Options > Computation

1. In the Grading Concept field, select the code indicating how students are awarded credit for a class. ●

Select Final to award credits based on the final grade.

●

Select Sem/Final to award credits based on a combination of semester and final grades. The Credit Seq field on the Maintenance > District Schedule > Available Courses tab is also considered when you run the Grade Computation and Credit Assignment utility and the Assign Pass Fail Indicators utility.

●

Select Semester to award credits based on the semester grade.

Note: The field is also used by the Assign Pass Fail Indicators utility. 2. In the How will Avg be Computed field, select who calculates the semester averages (i.e., computer or school). For the Grade Computation and Credit Assignment utility, the field must be set to Computer. 3. Select Include Exam in Semester Average to include the semester exam grade when computing the semester average. The field is used by the Grade Computation and Credit Assignment utility. Note: This field must be selected for elementary campuses that want to include the exam grade in the semester average and display the Exam column in txGradebook. If you select the field, indicate how much weight the exam has in the semester average in one of the following ways: ●

Select Exam Weight Equal.

●

Use the Exam Weight and Total Weight fields to indicate the weighing percentage.

The fields are described below. 4. Select Allow Recomputation if records are updated when you run the Grade Computation and Credit Assignment utility. TxEIS

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If the field is selected, all grades and credits are recalculated depending on the options selected when running the Grade Computation and Credit Assignment utility (i.e., the Compute Sem Avg, Compute Final Grades, and Award Credits fields).

●

If the field is not selected, only students with blank semester grades, blank final grades, or blank or zero credits are updated depending on the options selected when running the Grade Computation and Credit Assignment utility.

5. Select Blank out Semester/Final on Grade Change if semester and final grades are blanked out if a cycle or exam grade is changed. If the field is selected, and a semester grade is changed on the Maintenance > Student > Individual Maint > Cumulative Courses tab, the final grade is deleted when you save the change. 6. Select Remove Credit on Grade Change if the academic credits awarded for the course should be blanked out if a cycle or exam grade is changed. 7. Select Exam Weight Equal if the semester exam should be weighted equally with the cycle grades when semester averages are computed. ●

If Exam Weight Equal is selected, the exam grade is given the same weight as the cycle averages when calculating the semester average. For example, if there are three cycles in the semester, the student's cycle averages are 80, 85, and 90, and the student earned 100 on the semester exam, the semester average calculation is as follows: (80 + 85 + 90 + 100) / 4

●

If Exam Weight Equal is not selected, the Total Weight and Exam Weight fields are used together to indicate the percentage the semester exam should count toward the total semester grade. The Total Weight and Exam Weight fields are used only if all of the following are true: □

The How will Avg be Computed field is set to Computer.

□

The Include Exam in Semester Average field is selected.

□

The Exam Weight Equal field is not selected.

The semester average calculation for a three-cycle semester is as follows: ( ( (Cycle 1 + Cycle 2 + Cycle 3) / 3 x (Total Weight - Exam Weight) ) + (Exam Grade x Exam Weight) ) / Total Weight For example, if there are three cycles in the semester, the student’s cycle averages are 80, 80, and 80; the student earned 90 on the semester exam; the Total Weight is 50; and the Exam Weight is 7, the semester average calculation is as follows: (80 + 80 + 80) / 3 x (50 - 7) + (90 x 7) / 50 = 81.4 8. Select Don’t Allow Credit If Failed Last Sem if students who failed the last semester of a course will not receive credit. For the Grade Computation and Credit Assignment utility, the field is considered only if the Grading Concept field is set to Semester. It is not used with the Final or Sem/Final grading concepts. If the field is selected, and a student fails the last semester of a course, the

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student will not receive credit for the course. This field overrides courses set up to allow partial credit. 9. Click Save to save the information.

H ROLL & GR AVG The H Roll & Gr Avg tab allows you to enter honor roll and grade averaging information. Maintenance > Tables > Campus Control Options > H Roll & Gr Avg

1. Under Honor Roll Information, add data in the following fields: ●

In the Exclude Citizenship Grade field, type the grade that indicates the point at which the student’s citizenship grade excludes him from honor roll consideration. The field is one character. If a student has a citizenship grade equal to or lower than this grade, he is excluded from honor roll consideration. If blank, students are considered for the honor roll regardless of their citizenship grades.

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In the Honor Roll Class Load field, type the minimum number of graded courses a student must take to be considered for the honor roll. The field is one digit.

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In the Honor Roll Cutoff Levels fields, type the lowest numeric grade average a student can have and still be eligible for one of the honor rolls. You can type up to four averages. Note: This information is required if you are running the Numeric Honor Roll report (SGR2010).

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In the Grade Point H/R Exclude Message Print Option field, indicate if you want to print the student’s name on the honor roll report, and whether the course should be excluded from the course count. The field works in conjunction with the HRoll Cd field on the Maintenance > Master Schedule > District Schedule page as follows:

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Grade Point H/R Exclude Message Print Option field

HRoll Cd field

Results

P - Print Name is selected

N - Exclude Student is selected

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The student name is printed on the honor roll report.

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The Course Count excludes the course.

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The student name is printed on the honor roll report.

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The Course Count excludes the course.

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The student name is printed on the honor roll report.

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The Course Count excludes the course.

P - Print Name is selected

N - Don’t Print Name is selected

E - Exclude Course is selected

N - Exclude Student is selected

N - Don’t Print Name is selected

E - Exclude Course is selected

■

The student name is not printed on the honor roll report.

Print Name & Exclusion Msg is selected

N - Exclude Student is selected

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The student name is printed on the honor roll report with the message “Student not eligible for Honor Roll.”

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The Course Count excludes the course.

■

The student name is printed on the honor roll report.

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The Course Count excludes the course.

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The message “Student not eligible for Honor Roll” is not printed.

Print Name & Exclusion Msg is selected

E - Exclude Course is selected

2. Under Grade Averaging Information, add data in the following fields: ●

In the Grds Used for Grade Avg field, type the code indicating how grade averaging is performed. Valid codes:

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□

C - By averaging all cycle grades

□

F - By using final grade entered by user

□

S - By averaging semester grades

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In the Low Grade For Average field, type the lowest numeric grade that is considered during grade averaging.

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In the College 4pt Scale field, indicate if you want to print four-point grade averaging information on the grade averaging and class ranking report produced from the Grade Averaging and Class Ranking utility.

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In the Nbr of Decimal Points field, type the number of places to the right of the decimal point to which grade averages should be computed. The maximum is five.

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Select Incl Wdrawn Stu in Avg if you want to compute grade averages for students who withdrew after the first cycle.

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Select Incl Wdrawn Stu in Rank if you want to include withdrawn students in class rank.

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In the Incl Wd Crs in Rank field, indicate how withdrawn courses should be handled with grade average for class rank.

3. Click Save to save the information.

PRINT OPTIONS The Print Options tab allows you to set campus options for printing report cards and Academic Achievement Records (AARs). Maintenance > Tables > Campus Control Options > Print Options

1. Under Report Card Options, make the following selections: ●

In the Crs Seq field, select the sequence in which courses are printed on report cards. Courses can be listed by course number or by period.

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Select Print Failing Msg if you want to print report card messages for students who are failing one or more courses. This field works with the Code field on Maintenance > Tables > Grade Reporting Tables > Rpt Card Messages, and with the Msg Nbr field on Maintenance > Tables > Grade Reporting Tables > Rpt Card Msg Elementary. If Print Failing Msg is selected, and a

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student has a 69 or lower in any of his grades in the cycle specified for the report card being printed, the failing message prints on the report card. The failing message only prints for students with a failing grade for the cycle being printed. ●

In the Sequence field, select the sequence in which report cards are printed.

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Select Incl Non-Graded Crs if you want to include nongraded courses on report cards.

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Select Print Credits if you want to print academic credits on report cards.

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Select Print HRoll Code if you want honor roll codes to print next to courses on report cards.

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Select Print W/D Crs if you want withdrawn courses to print on report cards or grading labels.

2. Under AAR Options, select Print ‘+’ for PE Equiv. Credit if you want to substitute a plus sign (+) for PE-equivalent courses on the AAR. 3. Click Save to save the information

POSTING The Posting tab allows you to set campus options for posting grades and attendance. Maintenance > Tables > Campus Control Options > Posting

1. Select Allow Cycle Grade if cycle grades can be posted from txGradebook or external grade book files. This field must be selected for elementary campuses that want to include the exam grade in the semester average and display the Exam column in txGradebook. 2. Select Allow Semester Grade if semester grades can be posted from txGradebook or external grade book files. This field must be selected for elementary campuses that want to include the exam grade in the semester average and display the Exam column in tx Gradebook. 3. Select Expect Exam Grade if exam grades are expected from txGradebook or external grade book files.

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If selected, exam grades are expected, and an error message will be displayed if no exam grades are found.

●

If blank, an error message will not be displayed because no exam grades are expected.

4. Select Allow Exempt Exam if E is a valid grade for the semester exam for exempt students. The field is used by the Grade Computation and Credit Assignment utility to calculate semester grades. It is also used to indicate if E is accepted from txGradebook or external grade book files. 5. Select Allow Alpha Exam if alpha semester exam grades can be posted from external grade book files. 6. Select Allow Numeric Exam if numeric semester exam grades can be posted from external grade book files. 7. Select Allow Final Grade if student final grades can be posted from external grade book files. 8. Select Auto Citizenship if students without a citizenship grade will receive an autograde. 9. If selected, you must type the citizenship autograde in the Citizenship Grade field. 10. Select Allow Absence if absences can be posted from external grade book files. 11. Select Allow Tardy if tardies can be posted from external grade book files. 12. Select Allow Credit if credits can be posted from external grade book files. 13. Click Save to save the information.

PARAMETERS NYR The Parameters NYR tab allows you to set up next year semesters and cycles. The data is moved to the current year during the Move to Grade Reporting process. ■

The next year parameters must be entered before running Move to Grade Reporting.

■

After Move to Grade Reporting is run successfully, the data is deleted from this tab.

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Maintenance > Tables > Campus Control Options > Parameters NYR

1. In the Nbr of Reporting Semesters field, select the number of semesters the campus will use next year for grade reporting. The number must be equal to or less than the district maximum. 2. In the Nbr of Cycles Per Semester field, select the number of cycles per semester for which grade reporting will be performed next year. 3. Under Track End Dates in the Cycle # fields for each semester, type the ending dates for each grading cycle of each semester. Use the MMDDYYYY format. 4. Click Save to save the information.

EOC PERCENT CALC The End-of-Course (EOC) Percent Calc tab allows you to set campus-level EOC options. Note: This tab is only available for school years prior to 2013-2014 and cannot be edited.

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Maintenance > Tables > Campus Control Options > EOC Percent Calc

1. The EOC Reading Wgt field displays the reading weight. The field was up to two digits. 2. The EOC Writing Wgt field displays the writing weight. The field was up to two digits. Note: The EOC Reading and Writing weights needed to total 100. 3. Include in Rank included the EOC calculated grades for Grade Averaging and Class Ranking. 4. Under Campus Control Information, the Grading Concept field is displayed, which indicated how students were awarded credit for a class. The field was maintained on the Computation tab. 5. Under Rules for Including in GPA/Rank, the # Assessments field displays the number of assessments the campus considered, as the students were able to retake the EOC exams. Thenthe First, Best, or Most Current assessment that was to be included in the EOC calculations is displayed. ●

The EOC semester grade and EOC final averages were recalculated based on the selections for # Assessments and First, Best, or Most Current assessment was to be used.

●

If # Assessments was left blank or 1 was selected, the EOC score from the current school year was used in the EOC 15% calculations.

●

If # Assessments was greater than 1, the EOC score that matched the First, Best, or Most Current selection was used in the EOC 15% calculations.

6. Under Rules for Awarding Credit, the # Assessments field displays the number of assessments the campus considered, as the students were able to retake the EOC exams.

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Then First, Best, or Most Current assessment that was to be included in the EOC 15% calculations is displayed. ●

The EOC semester grade and EOC final averages were calculated based on the selections for # Assessments and First, Best, or Most Current assessment that was to be used.

●

The EOC score, EOC semester grade, and the EOC final values were stored in the student grade reporting table.

●

If # Assessments was left blank or 1 was selected, the EOC score from the current school year was used in the EOC 15% calculations.

●

If # Assessments was greater than 1, the EOC score that matched the First, Best, or Most Current selection was used in the EOC 15% calculations.

7. EOC Exam 15% Method displays one of the following calculation methods: ●

●

●

Semester Option 1 - 15% Applied from EOC to each Semester □

.85 (Sem 1 Avg) + .15 (EOC exam) = EOC Semester 1 Average

□

.85 (Sem 2 Avg) + .15 (EOC exam) = EOC Semester 2 Average

□

.5 (EOC Sem 1 Avg) + .5 (EOC Sem 2 Avg) = EOC Final Average

Semester Option 2 - 30% Applied from EOC to last Semester only □

.7 (Sem 2 Avg) + .3 (EOC exam) = EOC Semester 2 Average

□

.5 (Sem 1 Avg) + .5 (EOC Sem 2 Avg) = EOC Final Average

Final Option 1 - 15% Applied from EOC to Final Grade Semester/Final Grading Concept: .85 (Final Avg) + .15 (EOC Exam) = EOC Final Average

●

Final Option 2 - 15% Applied from EOC to calculate EOC Final Grade Semester Grading Concept: .425 (Sem 1 Avg) + .425 (Sem 2 Avg) + .15 (EOC Exam) = EOC Final Average Note: For an EOC English course, the EOC exam was the average of the EOC Reading exam score and the EOC Writing exam score. The EOC Reading and Writing weights were maintained on the Maintenance > Tables > District Control Table > EOC Conversion Table tab.

8. The Assign Credit for Final Option 1 or 2 display the following selections: ●

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The EOC Final Average Failing All Semesters Passing field displays the method in which the credit will be assigned for final option 1. □

No credit for class did not award credit for the class.

□

Last semester credit awarded based on EOC final to awarded credit to the last semester.

□

Normal credit calculation rules to awarded credit using the credit sequence from the course and the grading concept.

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The EOC Final Average Passing All Semesters Failing field displays the method in which the credit was assigned for final option 2. □

No credit for class did not award credit for the class.

□

Credit awarded for first semester only to awarded credit for the first semester.

□

Full credit for class to awarded full credit for the course.

Note: If a method was not selected to assign credit, the normal credit calculation rules was applied using the EOC 15% calculated final grade. This information is display only.

GRADE REPORTING TABLES NUM GRADE AVG OPERATOR/VALUE The Num Grade Avg Operator/Value tab allows you to set up adjustments that are made to grades when numeric averages are computed to determine class rank. A high school that includes courses taken at the middle school for high school credit in cumulative grade averaging must have a common grade average (GA) table code for both the middle school and the high school. Both schools must use the same table code in the GA Table field on the Maintenance > Master Schedule > District Schedule page. Example: If a middle school teaches high school Algebra I for credit, it must select the same district course that the high school uses. The district course’s GA table code for Algebra I could be set to J. The middle school can make this a weighted course, since the students are taking a higher level course. The high school can make it a non-weighted course for the high school students taking Algebra I. The middle school campus uses an operator of +10 percent for the high school credit courses taken at the middle school. The high school uses an operator of +0 for its J courses. The middle school uses the numeric grade average operator/value table, and the high school uses the grade averaging table for its J courses. The type of grade averaging tables used does not have to be the same for both schools. Not using the same type of grade averaging tables is only an issue when running current year grade averaging for credit level H courses taken at the middle school.

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Maintenance > Tables > Grade Reporting Tables > Num Grade Avg Operator/Value

1. If grade conversion data exists, the data is displayed. You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order. 2. Click +Add to add grade conversion data. A blank row is displayed in the grid. 3. In the Type Code field, select the code for the type of course. The codes are established on the Maintenance > Tables > Course Type page. 4. In the Operator field, select the mathematical operation to be applied to the grades in the grade range for the course type. 5. In the Value field, type the number by which the grades are to be adjusted according the selected operator. The field can be up to three digits. 6. In the Low Grade field, type the lowest grade for which the adjustment should be performed. The field can be up to three digits. 7. In the High Grade field, type the highest grade for which this adjustment should be performed. The field can be up to three digits. 8. Click Save to save the information. 9. To edit conversion data, type over the existing data and click Save.

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10. To delete a row, click record is saved.

Grade Reporting

. The row is shaded red to indicate that it will be deleted when the

●

You can select multiple rows to be deleted at the same time.

●

Click Save. A message is displayed asking you to confirm that you want to delete the row(s). Click Yes to continue. The selected rows are deleted.

Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved.

GRADE AVERAGING TABLE The Grade Averaging Table tab allows you to set up adjustments that are made to grades when the system computes grade point averages to determine class rank. Maintenance > Tables > Grade Reporting Tables > Grade Averaging Table

1. In the Table Type field, select the code for the type of courses to which the table applies. The codes are established on the Maintenance > Tables > Course Type page. ●

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If grade conversion data exists, the data is displayed.

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●

You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order.

●

If more grades are retrieved than can be displayed on one page, you can page through the list.

2. You can insert one blank row at a time or add ten rows at a time. ●

To insert one blank row, click +Add. A blank row is displayed in the grid.

●

To insert ten blank rows, click +Add 10. Ten blank rows are displayed in the grid.

3. In the Grade field, type the grade to be adjusted. The field can be up to three characters. 4. In the Points field, type either the grade points or numeric grades that correspond to the course grade when determining grade averaging. You can use either all grade points or all modified grades, but not a mixture of both. The field can be up to five digits with three whole numbers and two decimal places (e.g. 100.00). This table gives you the option to add different amounts to each grade for grade average adjustments, and not use the Num Grade Avg Operator/Value table. For example, you could add 10 points for grades 90-100, but only add 7 points for grades 80-89. In this example, the table would look like this: 100

110

99

109

98

108

89

96

88

95

Note: This table can have numeric values; however, when you run the Grade Averaging and Class Ranking utility, you must select Grade Point Grade Averaging for the Process in order to use the Grade Average tables that were set up for this purpose. 5. Click Save to save the information. 6. To delete a row, click record is saved.

. The row is shaded red to indicate that it will be deleted when the

●

You can select multiple rows to be deleted at the same time.

●

Click Save. The selected rows are deleted.

Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved.

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HONOR ROLL TABLE The Honor Roll Table tab allows you to set up adjustments that are made to grades before the honor roll is determined. The adjustments are made by course type. If no corresponding grade is found in the table, the program calculates the grade as a zero. Alphabetic grades are first converted to numeric based on the values on the Maintenance > Tables > Campus Control Options > Ranges & Conversion tab. Then, they are adjusted using the honor roll table. This table is used when running the Grade Point Honor Roll report (SGR2020). Maintenance > Tables > Grade Reporting Tables > Honor Roll Table

1. In the Table Type field, select the code for the type of courses to which the table applies. The codes are established on the Maintenance > Tables > Course Type page. ●

If grade conversion data exists, the data is displayed.

●

You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order.

●

If more grades are retrieved than can be displayed on one page, you can page through the list.

2. You can insert one blank row at a time or add ten rows at a time. ●

To insert one blank row, click +Add. A blank row is displayed in the grid.

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To insert ten blank rows, click +Add 10. Ten blank rows are displayed in the grid.

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3. In the Grade field, type the grade to be adjusted. The field can be up to three characters. 4. In the Points field, type either the grade point or modified grade that corresponds to the course grade when determining honor rolls. You can use either all grade points or all modified grades, but not a mixture of both. The field can be up to five digits with three whole numbers and two decimal places (e.g. 100.00). 5. Click Save to save the information. 6. To delete a row, click record is saved.

. The row is shaded red to indicate that it will be deleted when the

●

You can select multiple rows to be deleted at the same time.

●

Click Save. A message is displayed asking you to confirm that you want to delete the row(s). Click Yes to continue. The selected rows are deleted.

Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved.

RPT CARD COMMENTS The Rpt Card Comments tab allows you to set up instructor comments for student report cards (SGR1300, SGR1350, and SGR1400) and interim progress reports (SGR1150 and SGR1160). The comments are printed in the Explanation of Comment Codes (or Explicación de Código de Comentario) section of the report cards and IPR. Maintenance > Tables > Grade Reporting Tables > Rpt Card Comments

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1. In the Language field, press F2 or click which the comments will be entered.

to select the code indicating the language in

If messages exist in the selected language, they are displayed. 2. Click +Add to add a row. A blank row is displayed in the grid. 3. In the Code field, type a code for the comment. The field is one character. Notes: ●

Secondary report cards (SGR1300 and SGR1350) use only codes A-N.

●

Elementary report cards (SGR1400) use codes A-Z and 1-9.

4. In the Text field, type the comment. The field can be up to 29 characters. 5. Click Save to save the information. 6. To edit comments, type over the existing data and click Save. 7. To delete a row, click record is saved.

. The row is shaded red to indicate that it will be deleted when the

●

You can select multiple rows to be deleted at the same time.

●

Click Save. A message is displayed asking you to confirm that you want to delete the row(s). Click Yes to continue. The selected rows are deleted.

Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved.

RPT CARD MESSAGES The Rpt Card Messages tab allows you to set up administrator messages secondary report cards (SGR1300 and SGR1350) and interim progress reports (SGR1150 and SGR1160). These messages print at the bottom of the report card and IPR. ■

For two-semester campuses, 20 message lines and 1 failing message line can be printed on the report card.

■

For four-semester campuses, 18 message lines and 1 failing message line can be printed.

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Maintenance > Tables > Grade Reporting Tables > Rpt Card Messages

1. In the Language field, press F2 or click which the comments will be entered.

to select the code indicating the language in

If messages exist in the selected language, they are displayed. 2. Click +Add to add a row. A blank row is displayed in the grid. 3. In the Code field, select the code for the message. ●

Codes A-T are for standard messages.

●

To create a failing message, scroll to the bottom of the drop-down list to select Failing Message. About the Failing Message: This field works with the Print Failing Msg field on Maintenance > Tables > Campus Control Option > Print Options. If Print Failing Msg is selected, and a student has a 69 or lower in any of his grades in the cycle specified for the report card being printed, the failing message prints on the report card. The failing message only prints for students with a failing grade for the cycle being printed.

4. In the Message field, type the message. The field can be up to 80 characters. 5. Click Save to save the information. 6. To edit the message, type over the existing data and click Save.

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7. To delete a message, click the record is saved.

Grade Reporting

. The row is shaded red to indicate that it will be deleted when

●

You can select multiple rows to be deleted at the same time.

●

Click Save. A message is displayed asking you to confirm that you want to delete the row(s). Click Yes to continue. The selected rows are deleted.

Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved.

RPT CARD MSG ELEMENTARY The Rpt Card Msg Elementary tab allows you to set up administrator messages that will print on elementary report cards (SGR1400) and IPRs (SGR1150 and SGR1160). You can enter up to 17 message lines and 1 failing message line. Maintenance > Tables > Grade Reporting Tables > Rpt Card Msg Elementary

1. In the Language field, press F2 or click which the comments will be entered.

to select the code indicating the language in

If messages exist in the selected language, they are displayed. 2. Click +Add to add a row. A blank row is displayed in the grid. 3. In the Msg Nbr field, select the number of the message.

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This is a sequence number that determines the order in which messages are printed on the report cards.

●

To create a failing message, scroll to the bottom of the drop-down list to select Failing Message. You can create one failing message. About the Failing Message: This field works with the Print Failing Msg field on Maintenance > Tables > Campus Control Option > Print Options. If Print Failing Msg is selected, and a student has a 69 or lower in any of his grades in the cycle specified for the report card being printed, the failing message prints on the report card. The failing message only prints for students with a failing grade for the cycle being printed.

4. In the Message Text field, type the message. The field can be up to 80 characters. 5. Click Save to save the information. 6. To edit the message, type over the existing data and click Save. 7. To delete a message, click the record is saved.

. The row is shaded red to indicate that it will be deleted when

●

You can select multiple rows to be deleted at the same time.

●

Click Save. A message is displayed asking you to confirm that you want to delete the row(s). Click Yes to continue. The selected rows are deleted.

Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved.

ELEMENTARY ELEM GRADE The Elem Grade tab allows you to set up specific grade calculation information by grade level. Final grade calculations ■

If you are not computing the semester average, the following formula is used to calculate the final grade: (Cycle 1 + Cycle 2 + Cycle 3 + Cycle 4 + Cycle 5 + Cycle 6) / 6

■

If you are computing the semester average, the following formula is used to calculate the final grade: (Semester 1 + Semester 2) / 2

Semester grade calculations ■

If you are including the exam grade, the following formula is used to calculate the semester average: ( ( (Cycle 1 + Cycle 2 + Cycle 3) / 3 x (Total Weight - Exam Weight) ) + (Exam Grade x Exam Weight) ) / Total Weight

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■

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If you are not including the exam grade, the following formula is used to calculate the semester average: (Cycle 1 + Cycle 2 + Cycle 3) / 3

Maintenance > Tables > Elementary > Elem Grade

If grade calculation data already exists, the data is displayed. 1. Click +Add to add grade calculation data. A blank row is displayed in the grid. 2. In the Grd Lvl field, select the grade level to which the grade calculation settings apply. 3. Select Elem Grd if elementary grade reporting is used for the selected grade level. If blank, grade averaging and class ranking is used for elementary students. 4. Select Comp Sem Avg if the system computes the semester average for the grade level. 5. Select Comp Cum Avg if the system computes the cumulative year-to-date (YTD) average for students. ●

If selected, the YTD average is calculated with cycle grades until the end of the school year. At the end of the school year, the final grade can be calculated in one of two ways. (See the Final grade calculations section.)

●

If blank, the cumulative average is not calculated.

●

If selected and the Elementary Grade Computation utility is run when there is only one cycle grade, no calculations are performed.

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If selected and only one cycle grade is present when elementary report cards (SGR1400) are run, the cycle grade is reprinted in the Cumulative Average column on the report card; however, it is not considered a final grade in Student Maintenance.

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If there is no second semester schedule for the students, the Comp Cum Avg field cannot be used; however, you can use the Comp Sem Avg field. 6. Select Incl Exam if you want to include the exam grade in the semester average and display the Exam column in txGradebook. If selected, you must indicate the weight of the exam in the semester average by using the Exam Wgt and Tot Wgt fields to calculate the weighing percentage. Note: You must also select the Include Exam in Semester Average field on the Maintenance > Tables > Campus Control Options > Computation tab. 7. In the Exam Wgt field, type the number indicating the weight assigned to the exam grade when calculating the semester average for the grade level. If the Incl Exam field is not selected, type 0. The field is one digit. 8. In the Tot Wgt field, type the number indicating the total weight to use to calculate the semester average. If the Incl Exam field is not selected, type 0. The field is two digits. Examples: ●

If the semester exam counts as 14% of the semester grade, the Tot Wgt = 50, and the Exam Wgt = 7.

●

If the semester exam counts as 15% of the semester grade, the Tot Wgt = 20, and the Exam Wgt = 3.

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If the semester exam counts as 10% of the semester grade, the Tot Wgt = 10, and the Exam Wgt = 1.

9. Click Save to save the information. 10. To delete a row, click record is saved.

. The row is shaded red to indicate that it will be deleted when the

●

You can select multiple rows to be deleted at the same time.

●

Click Save. A message is displayed asking you to confirm that you want to delete the row(s). Click Yes to continue. The selected rows are deleted.

Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved.

ELEM COURSES The Elem Courses tab allows you to set up elementary courses by grade level. The grade level must be defined on the Elem Grade tab before you can add course information on this tab.

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Maintenance > Tables > Elementary > Elem Courses

1. In the Grade Level field, select a grade level. Only grade levels established on the Elem Grade tab are listed. ●

If data exists for the grade level, the data is displayed.

●

You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order.

2. You can insert one blank row at a time or add ten rows at a time. ●

To insert one blank row, click +Add. A blank row is displayed in the grid.

●

To insert ten blank rows, click +Add 10. Ten blank rows are displayed in the grid.

3. In the Course field, select an elementary course for the grade level. Only courses for which the Credit Lvl field is set to E on the Maintenance > Master Schedule > District Schedule page are listed. ●

The course title is displayed in the Title field when the record is saved.

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The core course code is displayed in the Core field if the course represents a core area when the record is saved.

4. In the Period field, select the period when the course meets. Only valid periods for the selected campus are listed. 5. In the Days field, select the days when the class meets. 6. Click Save to save the information.

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7. To delete a course, click record is saved.

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. The row is shaded red to indicate that it will be deleted when the

●

You can select multiple rows to be deleted at the same time.

●

Click Save. A message is displayed asking you to confirm that you want to delete the row(s). Click Yes to continue. The selected rows are deleted.

Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved.

CORE GRD CVSN The Core Grd Cvsn tab allows you to set up core course alpha grades with their equivalent numeric grades. The table is used to verify all grades (including exam grades) posted to core courses. Note: The alpha grades in the table cannot be the same as the grades on the noncore grade conversion table. Maintenance > Tables > Elementary > Core Grd Cvsn

If grade conversion data already exists, the data is displayed. 1. You can insert one blank row at a time or add ten rows at a time.

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●

To insert one blank row, click +Add. A blank row is displayed in the grid.

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To insert ten blank rows, click +Add 10. Ten blank rows are displayed in the grid.

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Grade Reporting

2. In the Alpha Grade field, type the alpha grade to be converted (e.g., A+). The field can be up to two characters. 3. In the High Grade field, type the highest value of the numeric grade range for the alpha grade. The system uses this value when computing grade averages. The field can be up to three digits. 4. In the Low Grade field, type the lowest value of the numeric grade range for the alpha grade. The field can be up to three digits. 5. Click Save to save the information. 6. To delete a row, click record is saved.

. The row is shaded red to indicate that it will be deleted when the

●

You can select multiple rows to be deleted at the same time.

●

Click Save. A message is displayed asking you to confirm that you want to delete the row(s). Click Yes to continue. The selected rows are deleted.

Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved.

NONCORE GRD CVSN The Noncore Grd Cvsn tab allows you to set up noncore course alpha grades with their equivalent numeric grades. The table is used to verify all grades (including exam grades) posted to noncore courses. Note: The alpha grades in the table cannot be the same as the grades on the core grade conversion table.

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Maintenance > Tables > Elementary > Noncore Grd Cvsn

If grade conversion data already exists, the data is displayed. 1. Click +Add to add grade conversion data. A blank row is displayed at the bottom of the grid. 2. In the Alpha Grade field, type the alpha grade to be converted (e.g., A+). The field can be up to two characters. 3. In the High Grade field, type the highest value of the numeric grade range for the alpha grade. The system uses the value when computing grade averages. The field can be up to three digits. 4. In the Low Grade field, type the lowest value of the numeric grade range for the alpha grade. The field can be up to three digits. 5. Click Save to save the information. 6. To delete a row, click record is saved.

. The row is shaded red to indicate that it will be deleted when the

●

You can select multiple rows to be deleted at the same time.

●

Click Save. A message is displayed asking you to confirm that you want to delete the row(s). Click Yes to continue. The selected rows are deleted.

Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved.

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Grade Reporting

COURSE TYPE The Course Type page allows you to set up descriptions for course types (e.g., regular and honors) using codes 0-9 and A-Z. The course type code is used in the following: ■

The Maintenance > Tables > Grade Reporting Tables > Num Grade Avg Operator/Value tab

■

The Maintenance > Tables > Grade Reporting Tables > Grade Averaging Table tab

■

The Maintenance > Tables > Grade Reporting Tables > Honor Roll Table tab

■

The GPA Override field on the Maintenance > Student > Individual Maint > Grd/Crs Maint tab

■

The GA Table and HRoll Table fields on the Maintenance > Master Schedule > District Schedule page

Maintenance > Tables > Course Type

The codes 0-9 and A-Z are displayed under Code and cannot be changed. You can page through the list. 1. In the Description field, type the description of the course type for the corresponding code. The field can be up to 40 characters. 2. Click Save to save the changes.

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STUDENT If you are viewing data on the following tabs for a prior school year, and you have been granted historical read-only access in Security Administration, the data is read-only.

RETRIEVING A STUDENT RECORD 1. To view a student’s records, select the student in one of the following ways: ●

In the Student ID field, type the student ID. Leading zeros are not required.

●

In the Student Name autosuggest field, begin typing the student’s name in one of the following formats: □

Last name, comma, first name

□

Last name initial, comma, first name initial

As you begin typing the name, a drop-down list displays students whose names match the letters you have typed. The drop-down list also displays student IDs. From the dropdown list you can select the student. ●

If you do not know the student ID, click Directory to select a student from the directory (described previously).

2. Click Retrieve. The student’s demographic data is displayed.

GRADE REPORTING DIRECTORY The Grade Reporting directory is used to retrieve records for students in Grade Reporting if you do not know the student ID. The page is accessed from the Grade Reporting Maintenance > Student > Individual Maint tabs and the Maintenance > Walk-In Scheduler tabs.

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Grade Reporting

Note: If you are viewing data for a prior school year, and you have been granted historical read-only access in Security Administration, the data is read-only.

1. You can search for a student by last and/or first name. Other options allow you to narrow the search further. Enter data in any or all of the following fields: ●

In the Last Name field, type all or part of the student’s last name. For example, you can type sm to find all students whose last name begins with Sm. You can type up to 25 characters.

●

In the First Name field, type all or part of the student’s first name. For example, you can type jo to find all students whose first name begins with Jo. You can type up to 17 characters.

●

The Campus ID field displays the campus ID to which you are logged on. You can type another campus ID. Only campuses to which you have access can be entered.

●

In the Grade Level field, type a grade level to narrow the search to one grade level. The grade level must be two digits.

●

The Active Code field indicates the status of the student records. The field is set to 1 (Active) by default. If you only want to view withdrawn students, type 2 (Inactive), or leave the field blank to view both active and inactive students.

●

Leave all fields blank to retrieve all students.

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2. Click Search. The students who meet the criteria entered are displayed. ●

You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order.

●

If more students are retrieved than can be displayed on one page, you can page through the list.

●

When you locate the student you want to retrieve, click the student ID. The student’s information is displayed on the page from which you accessed the directory.

COMMENTS If comments have been entered in the Registration application, a red box will appear around the Comments button, which is displayed on the Maintenance > Student > Indivdiual Maint pages in Grade Reporting, if you have been given access to it in Security Administration.

MEDICAL ALERT If a medical alert has been entered in the Health application for which you have consent to view, the Medical Alert! button is displayed on the Maintenance > Student > Individual Maint pages in Grade Reporting.

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Grade Reporting

Click Medical Alert! to view the information. The Medical Alert dialog box is displayed, which provides information on necessary actions or interventions you must take.

Click OK to close the dialog box.

INDIVIDUAL MAINT DEMO The Demo tab displays current year demographic data for the retrieved student. The fields cannot be updated on this tab. The data is maintained in Registration on the Maintenance > Student Enrollment > Demo1 and Demo2 tabs. Maintenance > Student > Individual Maint > Demo

The student’s demographic data is displayed.

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CRS ASSIGN The Crs Assign tab allows you to assign courses to students. Notes: ■

A course section cannot be deleted or changed if any of the following exist for the course: ●

Cycle grades or absences in TxEIS

●

Assignment grades in txGradebook

■

To delete or change the course section, you can withdraw the student from the course on this tab or transfer the student to a new course on the Crs/Sec Change tab.

■

If a student is withdrawn from the campus, he is automatically withdrawn from all course sections. You must click Include All WD Courses to see the student.

■

Information about restrictions:

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●

The gender restriction on the section record is used, even if a gender restriction exists on the district course record.

●

If there is no gender restriction on the section record, but a gender restriction exists on the district course record, the district code is used when adding courses to a student’s schedule.

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If the student does not meet the gender restriction, the course section is not added to the student’s schedule by the walk-in scheduler. If no other section without restrictions is available to schedule, an error message is displayed.

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The grade restriction on the section record is used even if there is a grade restriction on the campus course record.

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If there is no grade restriction on the section record, but a grade restriction exists on the campus course record, the campus code is used when adding courses to a student’s schedule.

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If the student does not meet the grade restriction, the course section is not added to the student’s schedule by the walk-in scheduler. If no other section without restrictions is available to schedule, an error message is displayed.

●

If the type of restriction on the section record (i.e., the Typ Rstrctn field on the Maintenance > Master Schedule > Campus Schedule > Section tab) is blank or S (selectable), and the scheduler determines that this is the best section for the schedule, a warning message is displayed if the student does not meet the restriction. However, the restriction is overwritten, and the section is added to the student’s schedule.

●

If the type of restriction is F (fixed), the course section is not added to the student’s schedule if the student does not meet the restriction. If no other section without restrictions is available to schedule, an error message is displayed.

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Maintenance > Student > Individual Maint > Crs Assign

1. The student’s semesters 1 and 2 schedules are displayed. If the campus has four semesters, options for semesters 3 and 4 are displayed.

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2. Click Schedule Audit to view an audit log of the student’s schedule changes. The Search for Schedule Changes dialog box is displayed allowing you to view a detailed list of the student's current year schedule changes.

A record is created when a course is changed, added, deleted, withdrawn, or reentered. The schedule audit log includes data from all campuses for which the student has current year course records.

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●

In the Course Nbr field, type the four-digit course number to narrow the search by course number. Or, in the Title field, type the course title to narrow the search by course title.

●

Click Search. The student’s schedule change records are displayed in the grid according to your search criteria. □

The default sort order for the grid is by semester and period; however, the grid can be re-sorted.

□

To reset the grid to the default sort order, click Search.

□

If more records are retrieved than can be displayed on one page, you can page through the list.

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●

Click Print to print the audit log. The report opens in a new window.

Click ●

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to close the report window.

Click Cancel to close the dialog box.

3. Select Include All WD Courses if you want to display all of the student’s withdrawn courses. If the field is selected, the grid displays the entire history (i.e., entry and withdrawal dates) for the current year with the most recent entry date listed first. Withdrawn courses are displayed with a withdrawn date. Note: For withdrawn students, the field is selected by default. 4. Click +Add below the semester schedule to add a course to the schedule. A blank row is displayed in the grid. 5. In the Course field, type the course number you want to add. The course number is four digits.

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●

If you do not know the course number, place the cursor in the field and click Lookup to select the course. The Course Number Search dialog box is displayed.

●

You can search for the course by course number or course title. Enter data in one or both of the following fields:

●

●

□

In the Course Number field, type all or part of the course number. For example, you can type 10 to find all course numbers that begin with 10. You can type up to 10 characters.

□

In the Course Title field, type all or part of the course title. For example, you can type bio to find all course titles that begin with bio. You can type up to 20 characters.

Click Search. □

The courses that meet the criteria are displayed.

□

If more courses are retrieved than can be displayed on one page, you can page through the list.

When you locate the course you want to retrieve, click the course number. □

The course number is displayed in the Course field.

□

The title of the course is displayed in the Title field.

6. In the Sec field, type the section of the course you want to add. The section is two digits.

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●

Grade Reporting

If you do not know the section number, place the cursor in the field and click Lookup to select the section. The Section Number dialog box is displayed.

Information is displayed for each section, including the start and end periods, seats taken, maximum seats, and instructor. You can select only one section. □

Click the section you want to add.

□

The section selection dialog box closes, and the section is displayed in the Sec field.

●

Only unlocked sections of the course can be added (i.e., sections for which the Lock field is not selected on the Maintenance > Master Schedule > Campus Schedule > Sections tab).

●

The Per field displays the class period that applies to the course section.

7. In the Entry Date field, type the date the student entered the course. Use the MMDDYYYY format. The initial entry date is usually the first day of the semester, unless the student started late or had a schedule change. 8. To withdraw a student from a course, in the WD Date field, type the withdrawal date in the MMDDYYYY format. The date is the first school day after the last date the student attended the class. A student can be withdrawn and reentered in the same courses multiple times. The rows with withdrawn courses are shaded light blue once the record is saved. The following edits apply for course entry and withdrawal dates: ●

The date must be a valid school day for the cycle, and the withdrawal date cannot be before the course entry date.

●

The course entry and withdrawal dates must be valid membership dates in the campus calendar for the student’s track.

●

The course entry and withdrawal dates are specific for the semester in which the student is enrolled in the course.

●

The course entry date cannot be before the student’s first day of enrollment, unless the course is a transfer course and coded as a transfer course. In this case, select Xfr Crs

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for the course to indicate that it is a transfer course. These courses are not included in the Classroom Link extracts for summer PEIMS. ●

If a student withdrew from a course section and then reentered the same course section, the reentry date cannot overlap previous enrollment dates for the course section. Also, the reentry date cannot be the same as the previous withdrawal date for the course section.

●

If a student has multiple entries and withdrawals for the same course section, and you want to delete the course section, the records must be deleted in order from the most recent to the oldest.

Note: If a student has multiple entries and withdrawals for the same course section, and if grades and attendance were ever posted for the student for the course section, that data is retrieved to the student’s most recent entry, regardless of when the attendance and grades were posted. 9. Select Xfr Crs if the student took the course at a different district or campus in the same school year. If selected, the entry date for the transfer course must be before the student’s current campus entry date. 10. Slf Pcd is selected if the course is self paced. The field is populated from the Maintenance > Master Schedule > District Schedule page and cannot be updated on this tab. 11. Click Save to save the information. 12. To delete a course, click record is saved.

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. The row is shaded red to indicate that it will be deleted when the

●

You can select multiple rows to be deleted at the same time.

●

Click Save. The selected rows are deleted.

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Grade Reporting

Notes: ●

If you attempt to delete a course record on or after the last Friday in October (i.e., the PEIMS snapshot date) for the current school year, and the course section has no grades or attendance, a dialog box displays a warning message prompting you to confirm that you want to continue. Click OK to continue; otherwise, click Cancel. Warning: You should only click OK if you are deleting a mistake that was made in assigning a course section to a student. Otherwise, all associated grades and attendance will be deleted, and the data will need to be reentered.

●

You must delete the most recent course record before deleting an older record. For example, if there are two course records, you must delete the most recent record before you can delete the older record.

●

You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved.

GRD UPDATE The Grd Update tab allows you to update a student’s attendance and grades for the semester by cycle. Note: EOC Scr, EOC Sem, and EOC Final are not used for school year 2013-2014 onward. They are only visible for prior school years and cannot be edited. Maintenance > Student > Individual Maint > Grd Update

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1. The student’s courses for semester 1 are displayed by default. Select another semester to view courses for the semester. If the campus has four semesters, options for semesters 3 and 4 are displayed. 2. Select Include WD Courses if you want to display withdrawn courses. Note: Self-paced courses are always displayed, even if they have a withdrawal date. The Include WD Courses option is unselected for self-paced courses. 3. Update the student’s attendance and grade information as needed. ●

In the Cyc# fields, type the student’s cycle grade for each cycle. The fields can be up to three characters.

●

In the Exam field, type the student’s cycle exam grade. The field can be up to three characters.

●

In the Sem field, type the student’s semester average. The field can be up to three characters.

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In the Final field, type the student’s final average. The field can be up to three characters.

●

In the Crdt field, type the student’s credit earned for the course. The field is one whole number and one decimal (e.g., 1.0). □

Do not type the period. For example, type 05 to enter 0.5 credit.

□

If no credit is being awarded, type NC. The only time you should type NC is if the student passed the course but is not receiving credit due to attendance.

●

In the Citz # fields, type the student’s citizenship grade for each cycle. The fields can be up to three characters.

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In the Abs # fields, type the student’s number of absences for each cycle. The fields can be up to two digits.

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In the Exc # fields, type the student’s number of excused absences for each cycle. The fields can be up to two digits.

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In the Un # fields, type the student’s number of unexcused absences for each cycle. The fields can be up to two digits.

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In the Sch # fields, type the student’s number of school-related absences for each cycle. The fields can be up to two digits.

●

In the Tdy # fields, type the student’s number of tardies for each cycle. The fields can be up to two digits.

4. Click Save to save the changes. 5. To view and update detailed information for the course section, click tab opens and displays detailed data for the course section.

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. The Grd/Crs Maint

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Grade Reporting

GRD/CRS MAINT The Grd/Crs Maint tab allows you to update a student’s attendance and grades for a specific course section. Maintenance > Student > Individual Maint > Grd/Crs Maint

Data is displayed for the student’s lowest course number and section. 1. In the Course field, select the course you want to update. The Section and Semester fields are cleared. Note: All self-paced courses are displayed in the Course drop down, even if they have a withdrawal date. 2. In the Section field, select the section you want to update. 3. In the Semester field, select the semester for which you want to update data. 4. Click Retrieve. The course data is displayed. 5. In the Grade field for each cycle, type the grade for the cycle. The field can be up to three characters. 6. Under Absences, update the student’s absence information as needed: ●

In the Total field, type the student’s total number of absences for the cycle. The field can be up to two digits.

●

In the Unexc field, type the number of unexcused absences for the cycle. The field can be up to two digits.

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In the Exc field, type the number of excused absences for the cycle. The field can be up to two digits.

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In the Sch Rel field, type the number of school-related absences for the cycle. The field can be up to two digits.

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In the Tardy field, type the number of tardies for the cycle. The field can be up to two digits.

7. In the Citz field, type the citizenship grade for the cycle. The field is one character. 8. Under Comments, type or select codes for up to five comments per cycle. 9. In the Exam field, type the final exam grade for the course. The field can be up to three digits. 10. In the Sem field, type the semester average for the course. The field can be up to three digits. 11. In the Final field, type the final average for the course. The field can be up to three digits. 12. In the Credit field, type the number of credits earned for the course. The field is one whole number and one decimal (e.g., 1.0). ●

Do not type the period. For example, type 05 to enter 0.5 credit.

●

If no credit is being awarded, type NC. The only time you should type NC is if the student passed the course but is not receiving credit due to attendance.

13. In the Pass/Fail field, type or select the code indicating the student’s academic performance in the course. Notes: ●

Pass/fail code 00 is only allowed if there is no semester average for any grade level or credit level.

●

Pass/fail codes 00, 13, and 14 are only allowed for grade levels 1-8, and only for courses that are not high school-level credit.

●

Pass/fail codes 00-12 are only allowed for high school-level credit courses.

14. In the GPA Override field, type or select the code indicating the course type. Notes: ●

The field overrides the grade averaging tables.

●

If you select &, the course for the selected semester is excluded when you run the Grade Averaging and Class Ranking utility.

15. In the EOC Score field, the student’s end-of-course assessment score is displayed. The field is read-only. 16. In the EOC Sem field, the student’s end-of-course semester grade is displayed. The field is read-only. 17. In the EOC Final field, the student’s end-of-course final grade is displayed. The field is readonly. Note: The EOC fields are only displayed if the course you retrieved has a service ID that has been identified as an end-of-course subject in the EOC table.

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18. In the AAR use field, if the academic area is different than the designated area for printing on the AAR, select the code for the academic area in which this course is a requirement. Otherwise, leave blank. Notes: ●

If there are AAR use codes on the student record, the student codes are used even if there are AAR use codes on the section or district course records.

●

If there are no AAR use codes on the student record, but the section has AAR use codes, the section codes are used even if there are AAR use codes on the district course.

●

If there are no AAR use codes on the student and section records, but there are AAR use codes on the district course, the district course codes are used.

19. In the Special Crs Consid fields, type or select the code indicating the special considerations for the course. ●

You cannot select the same codes for both drop downs.

●

If a code is not entered in the first field, but a code is entered in the second field, the code in the second field is saved in the first field.

●

The codes are printed on the AAR when you run SGR2047.

Notes: ●

If there are special course consideration codes on the student record, the student codes are displayed on the AAR even if there are special course consideration codes on the section or district course records.

●

If there are no special course consideration codes on the student record, but the section has special course consideration codes, the section codes are displayed on the AAR even if there are special course consideration codes on the district course.

●

If there are no special course consideration codes on the student and section records, but there are special course consideration codes on the district course, the district course codes are displayed on the AAR.

20. In the Grad Plan Use Cd field, type or select the subject area to which the course should be applied on the student’s graduation plan, if other than the course’s service ID type. Note: Selecting a grad plan use code will set it for all semesters of the course.

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21. In the Svc ID Override field, press F2 or click Service ID dialog box is displayed.

●

●

●

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to change the service ID. The Search for

You can search for a service ID by service ID number and type. Enter data in one or both of the following fields: □

In the Service ID field, type all or part of the service ID number. The service ID is eight digits.

□

In the Type field, type all or part of the service ID type (e.g., Elem).

Click Search. □

The service IDs that meet the criteria entered are displayed.

□

If more service IDs are retrieved than can be displayed on one page, you can page through the list.

When you locate the service ID you want to retrieve, click the service ID. The service ID is displayed in the Svc ID Override field.

22. Select Transferred if the student is a transfer student who took the course somewhere else. If selected, PEIMS will not extract the course. 23. The Self Paced field indicates if the field is self paced. The field is populated from the Maintenance > Master Schedule > District Schedule page and cannot be updated on this tab. 24. If you are viewing data for a prior year, the following fields are displayed: ●

The User ID field displays the logon user ID when a change to prior year data is saved.

●

The Date/Time field records the date and time when a change to prior year data is saved.

25. Click Save to save the information.

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COURSE CODE The Course Codes tab allows you to view and maintain AAR Use Code, Special Course Considerations, GPA override, and Grad Plan Use Code data. Note: Access to the Course Codes tab is assigned through the Security Administration application.

The student's course and section information is displayed. 1. In the Course field, select a course. 2. In the Section field, select the section. 3. Click Retrieve. The course data, if it has been updated from the Course Codes tab, is displayed. The number of rows is determined by the number of semesters of the course. Select the following information for each semester. 4. In the GPA Override field, select a GPA override reason. ●

This field overrides the grade averaging tables.

●

If you select & Exclude from Grd Avg & Class Rank, the course for the selected semester is excluded when you run the Grade Averaging and Class Ranking utility.

5. In the Special Course Considerations field, select a special course consideration. You may select two different considerations. Note: You cannot select the same codes for both drop-down fields. 6. In the AAR Use field, select the AAR use code. This code determines where the course is displayed on the AAR Multi-Year (SGR2047) report. If the academic area is different than the designated area to display on the AAR, you may change it. 7. In the Grad Plan Use Code field, select the grad plan use code.

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This determines what subject area the course should be applied to on the student's Graduation Plan. Note: The subject must be the same for all semesters. 8. Click Save to save the information.

SCHED INQUIRY The Sched Inquiry tab allows you to view a student’s schedules. The page is a duplicate of the Maintenance > Walk-In Scheduler > Sched Inquiry tab. Maintenance > Student > Individual Maint > Sched Inquiry

The student’s semesters 1 and 2 schedules are displayed. ●

If the campus has four semesters, options for semesters 3 and 4 are displayed.

●

Inactive course sections are indicated with a number sign next to the instructor name.

1. Select Include WD Courses if you want to display withdrawn courses. Withdrawn courses are displayed in bold type. Notes:

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Only the most recent withdrawal is displayed for the course. To see all withdrawals for the course section, use the Maintenance > Student > Individual Maintenance > Crs Assign tab.

●

Self-paced courses are always displayed, even if they have a withdrawal date and the Include WD Courses option is blank. The self-paced indicator is set on the Maintenance > Master Schedule > District Schedule page.

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2. Select Include Xfr Courses if you want to display transferred courses. ●

In the grid, Xfr Crs is selected for transfer courses.

●

Transfer courses are displayed even if they have a withdrawal date and the Include WD Courses option is blank.

3. Click Print to print the student’s schedules. The report opens in a new window.

GRADE AVG The Grade Avg tab allows you to update a student’s grade average data. Note: You cannot rerun the GPA computation programs for a prior year. Maintenance > Student > Individual Maint > Grade Avg

If grade average information exists, the data is displayed.

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1. Click +Add to add a new grade average row. A blank row is displayed in the grid. 2. In the Crdt Lvl field, type the credit level for the student’s grade average row. The field is one character. Valid codes are H (high school), M (middle school), and E (elementary). Update this field if you want to include the grade average rows in cumulative grade averaging. Notes: ●

Middle schools or elementary schools that run cumulative grade averaging should update the grade average rows with M or E.

●

If students were retained in middle school, update the additional grade average rows with M if you want the rows to be included in cumulative grade averaging.

3. In the Year field, type the ending year of the school year for which you want to enter data. The field is four digits. 4. Under Numeric Avg, Grd Pt Average, or 4 Point, type data in the following fields according to the type of grade averaging used at the campus: ●

In the Nbr Crs field, type the number of courses earned for the year. The field can be up to two digits.

●

In the Total Points field, type the total points earned for the year. □

The field can be up to four whole numbers and one decimal (e.g., 4900.0).

□

The value must be less than 10000.

The average is calculated and displayed in the Avg field. ●

●

In the Credits field, type the credits earned by the student. The field is one whole number and one decimal (e.g., 1.0). □

Do not type the period. For example, type 05 to enter 0.5 credit.

□

If no credit is being awarded, type NC.

In the Rank GPA field, type the student’s rank GPA. □

The field can be up to seven digits and contain a decimal (e.g., 77.09090).

□

The value must be less than 10000.

●

In the Nbr of Stu field, type the number of students included in the class ranking. The field can be up to five digits.

●

In the Rank field, type the student’s class rank. The field can be up to three digits. The code G or N is displayed next to the Rank field after the Grade Averaging and Class Ranking utility is run. The code indicates the grade averaging method used to determine the ranking for the year (i.e., G = Grade Point Avg; N = Numeric Avg).

●

Click Refresh Averages to update the calculated averages in the Avg fields if you changed data.

5. Click Save to save the information.

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6. If you are viewing data for a prior school year, User ID and Date/Time fields appear in the grid. For any changes that were made to prior year data, the user ID and a date/time stamp are recorded and displayed in these fields. These fields are not displayed for the current year. 7. The Cum GPA, Cum Rank, Nbr of Students Ranked, Date Ranking, and Quartile fields are populated when the Cumulative Grade Averaging and Class Ranking utility is run.

CRS/SEC CHANGE The Crs/Sec Change tab allows you to transfer a student from one course section to another. Notes: ■

■

The gender restriction on the section record is used, even if a gender restriction exists on the district course record. ●

If there is no gender restriction on the section record, but a gender restriction exists on the district course record, the district code is used when adding courses to a student’s schedule.

●

If the student does not meet the gender restriction, the course section is not added to the student’s schedule by the walk-in scheduler. If no other section without restrictions is available to schedule, an error message is displayed.

The grade restriction on the section record is used even if there is a grade restriction on the campus course record. ●

If there is no grade restriction on the section record, but a grade restriction exists on the campus course record, the campus code is used when adding courses to a student’s schedule.

●

If the student does not meet the grade restriction, the course section is not added to the student’s schedule by the walk-in scheduler. If no other section without restrictions is available to schedule, an error message is displayed.

Maintenance > Student > Individual Maint > Crs/Sec Change

1. Select Include WD Courses if you want to display withdrawn courses.

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2. In the Old fields, make the following selections: ●

In the Course field, select the course number from which the student is being transferred. □

The drop down lists data from the Crs Assign tab.

□

The Title field displays the course title.

●

In the Section field, select the section from which the student is being transferred. The drop down lists the beginning and ending periods and current instructor name for the course section.

●

In the Sem field, select the semester of the course section from which the student is being transferred.

3. In the New fields, make the following selections: ●

●

●

In the Course field, select the course number to which the student is being transferred. □

The drop down lists data from the campus master schedule.

□

The Title field displays the course title.

In the Section field, select the section to which the student is being transferred. □

The drop down lists the beginning and ending periods, seats assigned, maximum seats available, and current instructor name for the course section.

□

An asterisk (*) is displayed next to the seat count if a section has met or exceeded the maximum number of seats.

□

Only unlocked sections of the course are listed. Course sections are locked in the campus master schedule.

□

If all sections of the course are locked, the course is not displayed in the drop down.

In the Sem field, select the semester of the course/section to which the student is being transferred. Note: Seats are calculated based on the semester selected for the new course. If you have not selected the semester for the new course, seats are calculated based on the semester selected for the old course.

4. Review the information carefully to verify that you entered the correct course and section numbers. 5. Select Move Course Information if you want to move old course information to the new course section. 6. Under Method, select the method for the transfer. ●

If you select Add new Crs/Sec and Delete Existing Crs/Sec, type the entry date for the new course in the Entry Date for New Course field under WD and Entry Dates. Use the MMDDYYYY format for the date. If you attempt to delete a course on or after the last Friday in October (i.e., the PEIMS snapshot date) for the current school year, a dialog box displays a warning message

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prompting you to confirm that you want to continue. Click OK to continue; otherwise, click Cancel. Warning: You should only click OK if you are deleting a mistake that was made in entering the original course. Otherwise, all data will be deleted and will need to be reentered. ●

If a student was withdrawn from an old course section (i.e., a course section listed under Old), a course section change cannot be done for the student unless the old course section was deleted. If the method selected is Withdraw from Crs/Sec and Enter another Crs/Sec, an error message is displayed, and the transfer does not occur. Notes: □

If you use this method, students who withdrew from the campus before the entry date entered (including No Show students) will receive an “invalid entry date” error message. You can only add a course section for students who withdrew before the new course entry date if you also delete the old section.

□

If the old course has cycle grades or absences in TxEIS, or assignment grades in tx Gradebook, a record is created in an audit table that contains the cycle grades, absences, and instructor for the old course as well as the new course, section, semester, user ID, and date/time stamp. The withdrawal date for the old course in the record is the entry date in the new course.

□ ●

For any graded assignments and comments, a record is created in separate audit tables containing the same data along with the user ID and date/time stamp.

If you select Withdraw from Crs/Sec and Enter another Crs/Sec, type the following under WD and Entry Dates: □

In the WD Date for Original Course field, type the withdrawal date for the original course. Use the MMDDYYYY format.

□

In the Entry Date for New Course field, type the entry date for the new course. Use the MMDDYYYY format.

Notes: □

If a working cycle average exists for the old course for the same semester and cycle as the entry date for the new course, a transfer record is created for the new course with the working cycle average as the transfer grade.

□

If the working cycle average is I, the transfer record is still created in txGradebook, but the transfer grade is left blank.

□

For all Career and Technical Education (CTE) course section changes, this method should be used so you do not lose CTE hours/dollars.

7. If Move Course Information is selected, the fields under Fields to Move are enabled. Select the fields you want to move to the new course. Notes: ●

When selecting grades, the program copies only the cycle grades.

●

In txGradebook, if the student is transferring to a different section of the same course number, the program moves the working cycle average to the new section.

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8. Click Execute to transfer the data. A warning message may be displayed prompting you to confirm that you want to make the change.

Click OK to continue. A message is displayed indicating the results of the transfer.

Click OK. The View Add/Drop List link is displayed after the first transfer.

Click View Add/Drop List to view the Add/Drop Course report. The report displays the courses dropped and added in the order in which the changes were made.

●

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The report can be printed at any time as long as the same student remains on the page without being reentered, and the window is not closed.

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Click Close Add/Drop List to close the report window.

Note: Courses continue to be added to the report each time you click Execute. 9. To see the new course assignment, click the Crs Assign tab. The new information is listed in the student’s schedule.

C TE The CTE tab allows you to view a student’s Career and Technical Education (CTE) course information. Maintenance > Student > Individual Maint > CTE

The student’s CTE courses and entry/withdrawal dates are displayed.

ASSIGNMENTS The Assignments tab allows you to view a student’s assignment grade information from tx Gradebook. ■

Posted grades are displayed from the sr_crs_grd table.

■

If posted grades do not exist, working cycle averages from txGradebook are displayed from the sr_gradebk_sec table.

Note: If you selected a prior school year, the tab is disabled.

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Maintenance > Student > Individual Maint > Assignments

1. Under Semester, select the semester for which you want to view assignments. If the campus has four semesters, options for semesters 3 and 4 are displayed. 2. Under Cycle, select the cycle for which you want to view assignments. 3. Click Retrieve. The student’s course information is displayed for the selected semester/cycle, including the period, course section, course title, cycle grade, and instructor for each course. 4. The Cyc Grade field displays the posted grade or working cycle average.

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5. Click to print a report for the course. The report opens in a new window, and additional fields are displayed.

●

The Category/Assignment field displays categories and assignments from tx Gradebook. The following weight types are displayed in parentheses next to the categories: □

Percentage (e.g., Weight (34%))

□

Total Points (e.g., Weight 50 Points)

□

Multiplier (e.g., Weight (x1))

●

The Grade field displays the student’s grade for the assignment.

●

The Due Date field displays the date the assignment is due.

●

The Late, Redo, Excl, and Comment fields display data from the Grade Properties dialog box on the txGradebook Assignment Grades page. They indicate if the assignment was turned in late, redone, or excluded, or if comments exist for the assignment.

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●

Click

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to close the report window.

6. Click Print All Courses to print a grade/assignment profile report for the student. ●

The report only includes the information displayed on the page, and one course is displayed per page.

●

Click

to view data for the subsequent courses.

PRIOR YR TRANSFER The Prior Yr Transfer tab allows you to enter prior year courses for a student who transfers into the district. This allows the courses to be printed on the AAR (SGR2047). Only one record can be created per year, and only completed years of courses can be added. If a student transfers in the middle of the year, you must add his courses to his current year grade course records. Note: The following applies if you are viewing data for a prior school year: ■

All grade calculations are the same as the calculations used for the Grade Averaging and Class Ranking utility.

Maintenance > Student > Individual Maint > Prior Yr Transfer

If prior year data exists for the student, the data is displayed in the grid by year. 1. Click +Add in the upper grid to enter a prior year transfer course. A blank row is displayed in the grid. 2. In the School Ending Year field, type the ending school year in which the courses were taken.

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●

The field is required and must be four digits. The value cannot be less than 1990 or greater than the current school year.

●

Only one record per year is allowed.

3. In the District ID field, type the county-district number for the district in which the courses were taken. The field is required and must be six characters. 4. In the Campus ID field, type the campus ID for the campus in which the courses were taken. The field is required and must be three digits. 5. Click Save to save the information in the top grid. 6. Click +Add in the bottom grid to add courses taken during the specified year. A blank row is displayed in the bottom grid. 7. In the Title field, type a title for the course. The field is required and can be up to 15 characters. 8. In the Service ID field, type in the TEA service ID number for the course. The field is eight characters and is required for the TREx export file. ●

If you do not know the service ID, press F2 or click

to select the service ID.

9. In the Svc ID Desc field, type the service ID description for the course. The field is required and can be up to ten characters. 10. In the Svc ID Typ field, select the TEA service ID type for the course. The field is required. 11. For each semester (up to four semesters), type the following data if available: ●

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In the Sem # field, type the course grade for the semester. The field can be up to three characters. Alpha grades such as NG, I, P, and F are allowed.

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At least one semester grade is required. ●

In the EOC Sem # (end-of-course semester) fields, type the EOC semester grade. The field can be up to three digits. Note: EOC Sem 1, EOC Sem 2, EOC Sem 3, EOC Sem 4, EOC Final, and EOC Score will not appear if the School Ending Year is greater than 2013

●

Select Exc Abs # if the student had excessive absences during the semester.

●

In the GP Use # (Graduation Plan Use) fields, type or select the code for the subject area to which the course should be applied to on the student’s graduation plan, if other than the course’s service ID type. Note: GP Use codes correspond by semester. For example, if a course only meets in semester 2, select a subject area from the GP Use 2 field.

12. In the Grd Avg field, type the grade average that the student received for the course. The field is optional and can be up to three digits. If a semester grade is changed, but this field is not changed, a red asterisk is displayed next to the field when you click Save. The asterisk indicates that it may need to be changed. 13. In the Credits field, type the number of academic credits awarded to the student for passing the course. The field is optional. The field is two digits with one decimal place (e.g., 0.5). 14. In the EOC Final field, type the student’s end-of-course final grade. The field can be up to three digits. 15. In the EOC Score field, type the student’s end-of-course assessment score. The field can be up to three digits. 16. In the Loc Crs field, type the course number assigned to the course by the district. The field is optional and can be up to four digits. 17. In the Crs Seq field, type or select the code indicating the sequence of the course, which is not necessarily the actual semester the course was taught. The field is optional. 18. In the AAR Use field, type the code indicating the area in which the course should be printed on the AAR. This field is optional.

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●

If you do not know the code, press F2 or click

●

AAR use codes are listed in order by code.

●

When you locate the code you want to retrieve, click the code. The code is displayed in the AAR Use field.

●

The code overrides the grouping used by the service ID type.

to select the service ID.

19. In the Spec Crs field, type one or both of the special course consideration codes for the course. Each code is one character and optional. ●

If you do not know the code, press F2 or click

●

The options are listed in order by code. If more codes exist than can be displayed on one page, you can page through the list.

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When you locate the code you want to retrieve, click the code. The code is displayed in the Spec Crs field.

20. In the GA W (weight) field, type the number of times the grade for the course should be counted in grade averaging calculations (e.g., 09). The field is required and can be up to two digits. Note: Type 0 if the grade for the course should be excluded during grade averaging. 21. In the GA Tbl field, type the grade averaging table code the system uses for grade averaging computations that include the course. The field is required and is one character. 22. Click Recalculate GPA & Credit YYYY. The following section appears at the top of the tab:

23. Select any combination of the Numeric Grade Averaging, Grade Point Averaging, and 4 Point Avg fields. In the 4 Point Avg field, select the code indicating how you want to calculate the four-point average. Numeric grade averaging calculation: SUM (course grade x course weight for each course) / SUM (total weight of each course) For numeric grade averaging, the following applies: ●

The numeric grade averaging operator/value table for the logon campus is used.

●

Each course is checked.

●

If the course has a weight greater than 0, the program looks for the GA table in the numeric operator table for the school year the course was taken.

●

□

If the table is not available for the school year, the program looks for any other tables that exist for the school year.

□

If other tables exist for the school year, an error message is displayed prompting you to change to a valid table.

□

If there are no tables for the school year, the program checks the current school year.

□

If the table is found for the current school year, the current year table is used. Otherwise, an error message displays the valid tables.

For each course, the grade is converted to numeric (if necessary) and then checked against the numeric operator table. Any necessary calculations to the grade are performed based on the numeric operator table. The grade is multiplied by the weight.

Grade point averaging calculation: SUM (course points x course weight for each course) / SUM (total weight of each course) For grade point grade averaging, the following applies:

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●

The grade averaging table for the logon campus is used.

●

Each course is checked.

●

If the course has a weight greater than 0, the program looks for the GA table in the grade averaging table for the school year the course was taken.

●

□

If the table is not available for the school year, the program looks for any other tables that exist for the school year.

□

If other tables exist for the school year, an error message is displayed prompting you to change to a valid table.

□

If there are no tables for the school year, the program checks the current school year.

□

If the table is found for the current school year, the current year table is used. Otherwise, an error message displays the valid tables.

For each course, each grade is converted to numeric (if necessary), checked against the grade averaging table, and then converted to the correct points. A grade that is not found in the table receives a value of 0. The grade is multiplied by the weight.

4-Point averaging calculation: SUM (course points x course weight for each course) / SUM (total weight of each course) For four-point grade averaging, the following applies: ●

The Maintenance > Tables > Campus Control Options > Ranges & Conversions tab for the logon campus is used.

●

If the school year is not available, the current school year is used.

●

You must indicate if you want to include 0 weight courses.

●

ESNU course grades are converted to ABCDF as follows:

●

□

A is 4 points.

□

B is 3 points.

□

C is 2 points.

□

D is 1 point.

□

Any other alpha grade is 0.

Numeric grades are checked against the conversion values for A, B, C, D, F, and the appropriate points are returned.

24. The Semester or Final field is selected based on the Grds Used for Grade Avg field on the Maintenance > Tables > Campus Control Options > H Roll & Gr Avg tab. ●

If Semester is selected, each semester grade will be included.

●

If Final is selected and a final grade with a weight greater than 0 does not exist, an error message is displayed.

25. The Recalculate Only Credits field appears once you click Recalculate GPA & Credit YYYY. Select Recalculate Only Credits if you want to recalculate only the credits when you

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click Recalculate GPA & Credits YYYY (e.g., for a credit change only). For example, if you added a student’s prior year transfer information and clicked Recalculate GPA & Credit YYYY, and then you realized that the student had excessive absences and should not have received credit, you can change the student’s credit (e.g., from 0.5 to 0.0). Then, select Recalculate Only Credits before clicking Recalculate GPA & Credit YYYY again. The student’s credits are reduced on the Grd Avg tab, but his grade point average remains the same. 26. Click Recalculate GPA & Credit YYYY. ●

The Ready to Recalc field is cleared.

●

If there is no existing grade averaging record for the school year, a record is created after the recalculation is saved. The default credit level will be H.

27. Click Save to save the changes. Notes: ●

Ready to Recalc (in the top grid) is selected if grades and credits are entered or changed, or when a course is deleted.

●

Grade averaging options are displayed at the top of the tab if grades, grade averaging, GA weight, and GA table values are entered or changed. A warning message is displayed indicating that you must run the Cumulative Grade Averaging and Class Ranking utility after recalculating the GPA.

●

If semester grades are changed, but not the final grade, the course is flagged with an asterisk (*). A warning is displayed indicating that you must manually calculate the grade average.

●

User ID and date/time stamp are displayed for school years prior to 2014.

28. If any errors occur in the recalculation, a message is displayed asking if you want to print the error report. Click Yes to print the report. The report opens in a new window.

CUMULATIVE COURSES The Cumulative Courses tab allows you to view and update a student’s courses and grade information from all years. You can also print the student’s AAR (SGR2047) from this tab. Notes: ■

If a course has an AAR use code of W (PE-equivalent waiver), the course is displayed twice; it is displayed once with grade W, and then again with the actual grade given for the course.

■

To avoid duplication, a course marked as a transfer on the Crs Assign tab will not appear if the same course already appears as a non-transfer course taken on a different campus for the same school year and semester with the same semester grade, final grade, and credit awarded.

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Maintenance > Student > Individual Maint > Cumulative Courses

The student’s grade averaging and class ranking information is displayed. ●

The student’s semesters 1 and 2 grades are displayed.

●

If the campus has four semesters, the student’s semesters 3 and 4 grades are displayed in the Sem 1 and 2 columns with a number sign next to the grade.

1. Two radio buttons that allow you to toggle between views: Transcript data or Test Scores assessment data. ●

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The default selection is the Transcript view.

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Select Test Scores to view an embedded report displaying the test view.

2. Under Include, make the following selections: ●

Select Withdrawn Courses if you want to include withdrawn courses.

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Select Local crs in Credit Totals if you want to include the total local credit in the Credit Totals field. Leave blank to exclude the total local credit.

3. Under Display, select the data to display from the following options: ●

Rank & GPA

●

Rank Only

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GPA only

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College 4pt

4. Under Test Scores, make the following selections for each assessment: ●

●

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For TAKS assessment data, select Date or Scores to view and print the student’s TAKS data. □

If you select Date, only the administration dates are displayed.

□

If you select Score, the assessment scores and administration dates are displayed.

□

If no selection is made, no information is displayed for the assessment.

For ACT assessment data, select Date, Scores, or Best to view and print the student’s ACT data. □

If you select Date, only the administration dates are displayed.

□

If you select Score, the assessment scores and administration dates are displayed.

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●

●

Grade Reporting

□

If you select Best, the administration date and assessment scores for the exam with the best total score is displayed.

□

If no selection is made, no information is displayed for the assessment.

For SAT assessment data, select Date, Scores, or Best to view and print the student’s SAT data. □

If you select Date, only the administration dates are displayed.

□

If you select Score, the assessment scores and administration dates are displayed.

□

If you select Best, the administration date and assessment scores for the exam with the best total score is displayed.

□

If no selection is made, no information is displayed for the assessment.

For EOC assessment data, select Date, Scores, or Best to view and print the student’s EOC data. □

If you select Date, only the administration dates are displayed.

□

If you select Score, the assessment scores and administration dates are displayed.

□

If you select Best, the best score and date of the score for each subject are displayed.

□

If no selection is made, no information is displayed for the assessment.

For AP assessment data, select Date, Scores, or Best to view and print the student’s data. □

If you select Date, only the administration dates are displayed.

□

If you select Score, the assessment scores and administration dates are displayed.

□

If you select Best, the best score and date of the score for each subject are displayed.

□

If no selection is made, no information is displayed for the assessment.

5. If you made changes, click Retrieve to refresh the page. 6. To change grade/course information for a current year course, click the Sem # field that contains a grade. The Grd/Crs Maint page is displayed allowing you to change the information. See the Grd/Crs Maint section for more information. Click Return to return to this tab. Note: If you change a semester grade, and the Blank out Semester/Final on Grade Change field is selected on the Maintenance > Tables > Campus Control Options > Computations tab, the final grade is deleted when you save the change. 7. Click Save to save the information. 8. The Trans field is selected if the course meets one of the following criteria: ●

The course is a prior year transfer course.

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The course has Xfr Crs selected on the Crs Assgn tab.

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Two semesters of the same course are combined into the same line and at least one of those semesters has Xfr Crs selected on the Crs Assgn tab.

Notes: ●

To change grade/course information for a prior year transfer course, click the Sem # field that contains a grade. The Prior Yr Transfer page is displayed allowing you to change the information. See the Prior Yr Transfer section for more information.

●

Click Return to return to this tab.

9. If you made changes, click Retrieve to refresh the page. 10. Click Save to save the information. 11. If you are in the test scores view, click Print Test Scores to print the student’s test scores. The report opens in a new window.

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12. If you are in the transcript view, click Print AAR to print the student’s Academic Achievement Record (SGR2047). The report opens in a new window.

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13. From either the transcript view or the test scores view, click Print AAR/Tst Scr to print the student’s Academic Achievement Record and test scores report. The report opens in a new window. The test scores data is on the second page.

14. Click Print Screen to print the information as it appears on the page.

GROUP MAINT If you are viewing data on the following tabs for a prior school year, and you have been granted historical read-only access in Security Administration, the data is read-only.

POST GRADES The Post Grades tab allows you to post grades by course section for multiple students enrolled in the same class. Notes: ■

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EOC Scr, EOC Sem, and EOC Final are note used for school year 2013-2014 onward. They are only visible for prior school years and cannot be edited.

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You can only post grades to the current semester and cycle.

Maintenance > Student > Group Maint > Post Grades

1. In the Instructor field, press F2 or click Instructor ID dialog box is displayed.

to select the instructor for the course. The

●

Only instructors for whom you have access are listed.

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You can search for an instructor by ID and name.

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□

In the Instructor ID field, type all or part of the instructor ID. For example, you can type 1 to find all instructors whose instructor ID begins with 1. You can type up to three digits.

□

In the Instructor Name field, type all or part of the instructor's last name. For example, you can type ma to find all instructors whose last name begins with Ma. You can type up to 50 characters.

Click Search. □

The instructors who meet the criteria are displayed.

□

If more instructors are retrieved than can be displayed on one page, you can page through the list.

When you locate the instructor you want to retrieve, click the instructor ID. The instructor’s information is displayed in the Instructor field.

If you leave the field set to ALL Instructors or blank, the Course field dialog box will retrieve all courses at the campus. Otherwise, the Course field dialog box will display only the courses for the selected instructor. 2. In the Course field, press F2 or click dialog box is displayed.

●

●

You can search for the course by course number or course title. Enter data in one or both of the following fields: □

In the Course.Section field, type all or part of the course section number. For example, you can type 0100.01. Or, you can type 10 to find all course numbers that begin with 10. You can type up to 10 characters.

□

In the Course Title field, type all or part of the course title. For example, you can type bio to find all course titles that begin with bio. You can type up to 20 characters.

Click Search. □

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to select the course and section. The Course ID

The courses that meet the criteria are displayed.

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Grade Reporting

□

If you specified an instructor in the Instructor field, only courses for the selected instructor are listed in the Course ID dialog box. If the Instructor field is set to blank or ALL, all courses at the campus are listed in the Course ID dialog box.

□

If more courses are retrieved than can be displayed on one page, you can page through the list.

When you locate the course section you want to retrieve, click the course section number. The course section number is displayed in the Course field.

3. Select Include WD Students if you want to display withdrawn students. Notes: ●

●

For cycles before the student is withdrawn, the following occurs: □

If the student is withdrawn from the campus, his name is displayed in a bold font, and the row is shaded gray.

□

If the student is withdrawn from the course, the row is shaded gray.

For the cycle in which the student is withdrawn, the following occurs: □

If Include WD Students is not selected, neither students who are withdrawn from the campus nor students who are withdrawn from the course are listed.

□

If Include WD Students is selected, the row is shaded gray for students who are withdrawn from the course. If the student is withdrawn from the campus, his name is displayed in a bold font, the row is shaded gray, and “WD” is displayed next to his name.

4. In the Sem field, select the semester in which this course section is taught. 5. In the Cyc field, select the grading cycle to which the grades apply. The number cannot exceed the number of cycles per semester as set on the Maintenance > Tables > Campus Control Options > Parameters tab. 6. In the Track field, select the track to use for the group of students. Or, select ALL to include students from all attendance tracks. Notes: ●

The attendance track for the group of students is as of the grade reporting cycle end date for the specified semester, cycle, and track.

●

If ALL is selected, the attendance track is as of the maximum grade reporting cycle end date for the semester and cycle selected.

●

The date used to determine the attendance track is also used to determine if the student is withdrawn for the cycle.

7. Click Retrieve. The students enrolled in the class are listed by student ID. 8. For each student in the class, add the following information: ●

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Select Xfer if the student is a transfer student who took the course somewhere else. If selected, PEIMS will not extract the course. The flag is used by the Class Rolls report (SGR0900).

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In the Cyc field, type the student’s cycle grade. The field can be up to three characters.

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In the Exa field, type the student’s exam grade. The field can be up to three characters.

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In the Sem field, type the student’s semester average. The field can be up to three characters.

●

In the Fin field, type the student’s final average. The field can be up to three characters.

●

In the Crdt field, type the academic credits awarded for the course. □

The field is one whole number and one decimal (e.g., 1.0).

□

If no credit is a being awarded, type NC.

●

In the EOC Scr field, the student's end-of-course assessment score is displayed. The field is read-only.

●

In the EOC Sem field, the student's end-of-course semester grade is displayed. The field is read-only.

●

In the EOC Final field, the student's end-of-course final grade is displayed. The field is read-only.

Note: The EOC fields are only displayed if the course you retrieved has a service ID that has been identified as an EOC subject in the EOC table. ●

In the Citz field, type the student’s citizenship grade. The field is one character and must be alpha.

●

In the Cmt# fields, select instructor comment codes to print on the student’s report card. You can select up to five codes per student.

●

In the Abs field, type the student’s total absences for the course. The field can be up to two digits.

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In the Ex field, type the student’s excused absences for the course. The field can be up to two digits.

●

In the Un field, type the student’s unexcused absences for the course. The field can be up to two digits.

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In the Sch field, type the student’s school-related absences for the course. The field can be up to two digits.

●

In the Tardy field, type the student’s tardies for the course. The field can be up to two digits.

9. Click Save to save the changes.

GROUP COURSE CHANGE The Group Course Change tab allows you to transfer a group of students from one course section to another. Notes: ■

If you selected a prior school year, the tab is disabled.

■

The old course and the new course must be in the same semester.

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■

■

Grade Reporting

The gender restriction on the section record is used, even if a gender restriction exists on the district course record. ●

If there is no gender restriction on the section record, but a gender restriction exists on the district course record, the district code is used when adding courses to a student’s schedule.

●

If the student does not meet the gender restriction, the course section is not added to the student’s schedule by the walk-in scheduler. If no other section without restrictions is available to schedule, an error message is displayed.

The grade restriction on the section record is used even if there is a grade restriction on the campus course record. ●

If there is no grade restriction on the section record, but a grade restriction exists on the campus course record, the campus code is used when adding courses to a student’s schedule.

●

If the student does not meet the grade restriction, the course section is not added to the student’s schedule by the walk-in scheduler. If no other section without restrictions is available to schedule, an error message is displayed.

Maintenance > Student > Group Maint > Group Course Change

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1. In the Old Course field, press F2 or click to select the course from which the students are being transferred. The Course ID dialog box is displayed.

●

●

You can search for the course by course number or course title. Enter data in one or both of the following fields: □

In the Course field, type all or part of the course number. For example, you can type 10 to find all course numbers that begin with 10. You can type up to 10 characters.

□

In the Description field, type all or part of the course title. For example, you can type bio to find all course titles that begin with bio. You can type up to 20 characters.

Click Search. □

The courses that meet the criteria are displayed.

□

If more courses are retrieved than can be displayed on one page, you can page through the list.

●

When you locate the course you want to retrieve, click the course number. The course number is displayed in the Old Course field.

●

In the Old Section field, select the section from which the students are being transferred. The drop down lists sections for the selected course. The following information is provided in the drop down: □

Section number

□

Beginning and ending periods

□

Seats assigned and maximum seats available (e.g., 13/25) Notes: ○

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An asterisk is displayed next to the seat count if a section has met or exceeded the maximum number of seats.

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○

□

Seats are calculated based on the semester selected for the old course. If you have not selected the semester for the old course, seats are calculated based on the first semester in which the course is offered. If a different semester is selected, the seat count may be different in the Section drop down.

Current instructor name

●

In the Old Sem field, select the semester of the course section from which the students are being transferred. The field is required.

●

The Old Title field displays the course title.

2. In the New Course field, press F2 or click to select the course to which the students are being transferred. The Course ID dialog box is displayed.

●

●

You can search for the course by course number or course title. Enter data in one or both of the following fields: □

In the Course field, type all or part of the course number. For example, you can type 10 to find all course numbers that begin with 10. You can type up to 10 characters.

□

In the Description field, type all or part of the course title. For example, you can type bio to find all course titles that begin with bio. You can type up to 20 characters.

Click Search. □

The courses that meet the criteria are displayed.

□

If more courses are retrieved than can be displayed on one page, you can page through the list.

●

When you locate the course you want to retrieve, click the course number. The course number is displayed in the New Course field.

●

In the New Section field, select the section to which the students are being transferred. The drop down lists sections for the selected course. The following information is provided in the drop down:

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□

Section number

□

Beginning and ending periods

□

Seats assigned and maximum seats available (e.g., 13/25)

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Notes:

□

○

An asterisk (*) is displayed next to the seat count if a section has met or exceeded the maximum number of seats.

○

Seats are calculated based on the semester selected for the new course. If you have not selected a semester, seats are calculated based on the semester selected for the old course. If a different semester is selected, the seat count may be different in the New Section drop down.

Current instructor name

Notes: □

Only unlocked sections of the course are listed. Course sections are locked in the campus master schedule.

□

If all sections of the course are locked, the course is not displayed in the drop down.

●

In the New Sem field, select the semester of the course section to which the students are being transferred. The field is required.

●

The New Title field displays the course title.

3. In the Track field, select the track to use for the group of students. Or, select ALL to include students from all attendance tracks. ●

The track is determined for each student based on the entry date of the new course.

●

If Withdraw from Crs/Sec and Enter another Crs/Sec is selected under Method, the withdrawal date for the original course is validated based on the track the student was on as of the withdrawal date.

4. Review the information carefully to verify that you entered the correct course and section numbers. 5. Under Method, select the method for the transfer. ●

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If you select Add new Crs/Sec and Delete Existing Crs/Sec, you must type the entry date for the new course under WD and Entry Dates in the Entry Date for New Course field. Use the MMDDYYYY format for the date. □

If you attempt to delete a course on or after the last Friday in October (i.e., the PEIMS snapshot date) for the current school year, a dialog box is displayed prompting you to confirm that you want to continue. Click OK to continue; otherwise, click Cancel.

□

Students who withdrew from the old course section are not automatically enrolled in the new course section, regardless of the method selected. This includes students who were in a course section that was deleted. The students will be listed on the error report. You must transfer the students individually to the new course section using the Maintenance > Student > Individual Maint > Crs/Sec Change tab.

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Notes: □

If the old course has cycle grades or absences in TxEIS, or assignment grades in tx Gradebook, a record is created in an audit table that contains the cycle grades, absences, and instructor for the old course as well as the new course, section, semester, user ID, and date/time stamp. The withdrawal date for the old course in the record is the entry date in the new course.

●

□

For any graded assignments and comments, a record is created in separate audit tables containing the same data along with the user ID and date/time stamp.

□

If you use this method, students who withdrew from the campus before the entry date entered (including No Show students), will receive an “invalid entry date” error message on the error report. You can only add a course section for students who withdrew before the new course entry date if you also delete the old section.

If you select Withdraw from Crs/Sec and Enter another Crs/Sec, type the following under WD and Entry Dates: □

In the WD Date for Original Course field, type the withdrawal date for the original course. Use the MMDDYYYY format.

□

In the Entry Date for New Course field, type the entry date for the new course. Use the MMDDYYYY format.

For all Career and Technical Education (CTE) course section changes, this method should be used so you do not lose CTE hours/dollars. Notes: ●

Students with a course section withdrawal date prior to the new course section entry date are not moved to the new course; these students are listed on the error report.

●

If a working cycle average exists for the old course for the same semester and cycle as the entry date for the new course, a transfer record is created for the new course with the working cycle average as the transfer grade.

●

If the working cycle average is I, the transfer record is still created in txGradebook, but the transfer grade is left blank.

6. Select Move Course Information if you want to move specific course information to the new course section. If Move Course Information is selected, the fields under Move Course Information are enabled. Select the data you want to move to the new course. Notes: ●

When moving grades, the program copies only the cycle grades.

●

In txGradebook, if the student is transferring to a different section of the same course number, the program moves the working cycle average to the new section.

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7. Click Execute to perform the group change. A report opens in a new window that lists the results of the transfer. If errors are found, an error report is also displayed. Note: Students on the error listing are not transferred.

ADD/DELETE COURSES The Add/Delete Courses tab allows you to add, delete, or withdraw a course for a group of students. Notes: ■

If you selected a prior school year, the tab is disabled.

■

The gender restriction on the section record is used, even if a gender restriction exists on the district course record.

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●

If there is no gender restriction on the section record, but a gender restriction exists on the district course record, the district code is used when adding courses to a student’s schedule.

●

If the student does not meet the gender restriction, the course section is not added to the student’s schedule by the walk-in scheduler. If no other section without restrictions is available to schedule, an error message is displayed.

The grade restriction on the section record is used even if there is a grade restriction on the campus course record. ●

If there is no grade restriction on the section record, but a grade restriction exists on the campus course record, the campus code is used when adding courses to a student’s schedule.

●

If the student does not meet the grade restriction, the course section is not added to the student’s schedule by the walk-in scheduler. If no other section without restrictions is available to schedule, an error message is displayed.

Maintenance > Student > Group Maint > Add/Delete Courses

1. Under Action, select one of the following: ●

Select Add to add a course to the students’ schedules. The option also allows you to add the same course section to another semester, if appropriate.

●

Select Delete to delete a course from the students’ schedules. □

If the old course has cycle grades or absences in TxEIS, or assignment grades in tx Gradebook, a record is created in an audit table that contains the cycle grades, absences, and instructor for the old course as well as the new course, section, semester, user ID, and date/time stamp.

□

If the course does not have a withdrawal date, the date on which the record is deleted is used as the withdrawal date.

□

For any graded assignments and comments, a record is created in separate audit tables containing the same data along with the user ID and date/time stamp.

Note: As of the 2011-2012 school year, if you attempt to delete a course on or after the last Friday in October (i.e., the PEIMS snapshot date) for the current school year, a

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dialog box displays a warning message prompting you to confirm that you want to continue. Click OK to continue. Warning: You should only click OK if you are deleting a mistake that was made when students were originally scheduled. Otherwise, all data will be deleted and will need to be reentered. ●

Select Withdraw to withdraw the students from a course.

2. In the For Students in Crs field, press F2 or click to select the course in which the students are currently scheduled. The Course ID dialog box is displayed.

●

●

You can search for the course by course number or course title. Enter data in one or both of the following fields: □

In the Course field, type all or part of the course number. For example, you can type 10 to find all course numbers that begin with 10. You can type up to 10 characters.

□

In the Description field, type all or part of the course title. For example, you can type bio to find all course titles that begin with bio. You can type up to 20 characters.

Click Search. □

The courses that meet the criteria are displayed.

□

If more courses are retrieved than can be displayed on one page, you can page through the list.

●

When you locate the course you want to retrieve, click the course number. The course number is displayed in the For Students in Crs field.

●

In the Section field, select the section in which the students are currently scheduled. The drop down lists sections for the selected course. The following information is provided in the drop down:

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□

Section number

□

Beginning and ending periods

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□

Grade Reporting

Seats assigned and maximum seats available (e.g., 13/25) Notes:

□

○

An asterisk (*) is displayed next to the seat count if a section has met or exceeded the maximum number of seats.

○

Seats are calculated based on the semester selected for the new course. If you have not selected a semester, seats are calculated based on the semester selected for the old course. If a different semester is selected, the seat count may be different in the Section drop down.

Instructor name

●

In the Sem field, select the semester of the course/section in which the students are enrolled.

●

The Title field displays the course title.

3. In the Add Course field, press F2 or click to select the course to be added, deleted, or withdrawn. The Course ID dialog box is displayed.

●

●

TxEIS

You can search for the course by course number or course title. Enter data in one or both of the following fields: □

In the Course field, type all or part of the course number. For example, you can type 10 to find all course numbers that begin with 10. You can type up to 10 characters.

□

In the Description field, type all or part of the course title. For example, you can type bio to find all course titles that begin with bio. You can type up to 20 characters.

Click Search. □

The courses that meet the criteria are displayed.

□

If more courses are retrieved than can be displayed on one page, you can page through the list.

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When you locate the course you want to retrieve, click the course number. The course number is displayed in the Add Course field.

●

In the Section field, select the section to be added, deleted, or withdrawn. The drop down lists sections for the selected course. The following information is provided in the drop down: □

Section number

□

Beginning and ending periods

□

Seats assigned and maximum seats available (e.g., 13/25) Notes:

□

○

An asterisk (*) is displayed next to the seat count if a section has met or exceeded the maximum number of seats.

○

Seats are calculated based on the semester selected for the course. If you have not selected the semester for the course, seats are calculated based on the semester selected for the original course. If a different semester is selected, the seat count may be different in the Section drop down.

Instructor name

Notes: □

If you selected Add under Action, only unlocked sections of the course are listed. Course sections are locked in the campus master schedule.

□

If all sections of the course are locked, the course is not listed in the Course drop down.

●

In the Sem field, select the semester of the course/section to be added, deleted, or enrolled.

●

The Title field displays the course title.

4. In the Track field, select the attendance track for the group of students. Or, select ALL to include students from all tracks. ●

If the Action option is set to Add, the track is determined for each student based on the entry date for the added course. The track is also used to validate the entry and withdrawal dates for each student based on the grade reporting semester end dates.

●

If the Action option is set to Delete, the track is determined for each student based on the latest grade reporting semester end date for the semester of the deleted course.

●

If the Action option is set to Withdraw, the track is determined for each student based on the withdrawal date for the withdrawn course. The track is also used to validate the entry and withdrawal dates for each student based on the grade reporting semester end dates.

5. Under WD and Entry Dates, do one of the following: ●

If you are adding a course, type the entry date for the new course in the Entry Date for New Course field. □

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Use the MMDDYYYY format.

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●

●

Grade Reporting

□

The entry date must be within the selected semester.

□

The WD Date for Selected Course field is disabled.

If you are withdrawing students from a course, type the withdrawal date for the course in the WD Date for Selected Course field. □

Use the MMDDYYYY format.

□

The withdrawal date must be within the selected semester.

□

The Entry Date for New Course field is disabled.

If you are deleting a course, the WD Date for Selected Course and Entry Date for New Course fields are disabled. Click Execute. A report opens in a new window that lists students whose records were updated. An error listing is printed if errors are found.

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GRADEBOOK OPTIONS DISTRICT OPTIONS The district Options tab allows you to set district-wide options for txGradebook. Maintenance > Gradebook Options > District > Options

1. In the Password expiration (Nbr days) field, type the number of days that a user’s tx Gradebook password will be valid. For example, type 90 if you want the password to expire after 90 days. This is an important security measure. The field can be up to three digits. 2. In the txGradebook Use Flag field, indicate if txGradebook is enabled or disabled for all campuses. When this field is set to Gradebook is disabled, a message is displayed on the tx Gradebook Login page indicating that txGradebook is unavailable, and the logon fields are not displayed. 3. In the Photo URL field, type the Web address at which student photographs are stored. The tx Gradebook application uses the location to allow instructors to view student photographs in tx Gradebook on the Student Information page. Notes: ●

The picture files should be named using the six-digit student ID number with a .jpg file extension. The files should be stored on the Web server in a folder.

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The URL path is case sensitive.

4. In the District-wide Message box, type a district-wide message to be displayed on the tx Gradebook Announcements page. The Announcements page is the first page the user sees after he successfully logs on to txGradebook. The buttons on the formatting toolbar allow you to change the font, size of font, color, and other attributes as you type the message.

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5. Click Save to save the information.

HINT QUESTIONS The Hint Questions tab allows you to create questions that are used in the txGradebook application. When an instructor registers as a new user in the txGradebook application, he must provide answers to three of these questions. If the instructor needs to reset his password, he is asked one of the three questions to verify his identity. Maintenance > Gradebook Options > District > Hint Questions

If questions already exist, they are displayed. If no questions exist, a blank row is displayed. 1. Type one question per row. ●

You must add at least three hint questions. It is recommended that you add several questions to provide instructors with many choices.

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Duplicate questions are not allowed.

2. Click +Add to add another question. A blank row is displayed in the grid. 3. Click Save to save the information. 4. To delete a question, click the record is saved. ●

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You can select multiple rows to be deleted at the same time.

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Click Save. A message is displayed asking you to confirm that you want to delete the row(s). Click Yes to continue. The selected rows are deleted.

Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved.

ADMINISTRATIVE USERS The district Administrative Users tab is used to set up administrative users who can access, change, or inquire about instructor grade book data at any campus. Maintenance > Gradebook Options > District > Administrative Users

If administrative users exist, they are displayed. ●

You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order.

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If more users are retrieved than can be displayed on one page, you can page through the list.

1. Click +Add to add an administrative user. A blank row is displayed in the grid, and the fields in the free-form area below the grid are enabled. 2. In the User ID field, type the employee’s user ID. The user ID is only displayed in the freeform area so that only one user ID is visible at a time. This is an extra security measure.

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The user ID must be unique in the district.

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The user ID must be 6-8 alphanumeric characters.

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The user ID is not case-sensitive.

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3. In the Staff ID field, type the employee’s social security number or employee number depending on how the district has staff IDs set up. If Staff ID is set to Employee Number you may click to select a principal/counselor or instructor. Notes: ●

A staff ID can only be used to set up one administrative login, either district or campus.

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The administrative user must have a record in the campus principal/counselor table or the campus instructor table. The user’s information is verified against the data in one of the campus tables.

4. The Name field displays the employee’s last name and first name. 5. In the Type of User field, select the access level the user will have in txGradebook (i.e., Inquiry or Maintenance). ●

Select Inquiry to allow inquiry-only access to all accounts. These users can view data for any instructor in order to verify information.

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Select Maintenance to allow administrative access to all user accounts. These users can change grades, post attendance, or make other changes for any instructor in the district.

6. Select Run Group Report to give the user access to the student groups UIL report in tx Gradebook. If selected, the Special Programs field is displayed on the UIL Report Selection page in txGradebook allowing him to produce the report for a selected group of students, including students in generic programs. 7. In the grid, the following fields are displayed: ●

The Date Grades Updated field displays the date on which the user last updated grades in txGradebook.

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The Password Expires field displays the date on which the user’s password will expire. It is calculated using the district password expiration option and the date on which the user’s password was created or reset.

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The Password Last Changed field displays the date on which the user last updated his password. The field is not updated if the user does not change his password.

8. Click Save to save the information. 9. To update a record, click . The fields are displayed below the grid in the free-form area where you can change the information. ●

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Click the Reset button in the Status field: □

Select Inactive to prevent a user from logging on to txGradebook.

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Select Reset to reset a user's account allowing him to register using the New User option on the txGradebook Login page.

Update the fields, and then click Save to save the changes. The changes are displayed in the grid.

10. To delete an administrator user, click deleted when the record is saved.

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You can select multiple rows to be deleted at the same time.

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Click Save. A message is displayed asking you to confirm that you want to delete the row(s). Click Yes to continue. The selected rows are deleted.

Note: You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).

STDS-BASED CONV TBL The Stds-Based Conv Tbl tab allows you to create and maintain district-wide conversion tables to be used for standards-based grading in txGradebook. Maintenance > Gradebook Options > District > Stds-Based Conv Tbl

1. In the Table autosuggest field, begin typing all or part of a conversion table name. As you begin typing the name, a drop-down list displays the tables with the name that matches the characters you have typed. From the drop-down list you can select the table. To retrieve all existing conversion tables, leave the Table field blank. 2. Click Retrieve. ●

A list of existing conversion tables is displayed in the Table (i.e., left) grid.

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Click a table row to select it. The table details are displayed in the Conversion Table (i.e., right) grid.

3. Click +Add in the Table grid to add a new table. A blank row is displayed in the grid. 4. In the Table field, type the name of the conversion table.

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5. In the Low-Point Level field, type the from range. The field is required and must be a whole number. Valid numbers are 0-9. 6. In the High-Point Level field, type the to range. The field is required and must be a whole number. Valid numbers are 0-9. The low-point level value must be less than the high-point level value. 7. After you create a table, click +Add in the Conversion Table (i.e., right) grid to add a new chart to the table. A blank row is inserted in the grid. ●

To add multiple rows, click +Add 10. Ten blank rows are displayed in the grid.

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The conversion table must contain values within the range of the Low and High-Point fields.

8. In the Points field, type the point’s value to convert. 9. In the Conversion Grade field, type the grade equivalent for the points. Note: The points and conversion grades should be entered in descending order. The low and high point values must correspond to the low and high conversion grade values. For example, if the table has a point range of 1-3 with conversion grades of 80, 90, and 100, then based on this information the following is correct: ●

The highest point value of 3 will correspond to the highest conversion grade of 100.

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The middle point value of 2 will correspond to the middle conversion grade of 90.

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The lowest point value of 1 will correspond to the lowest conversion grade of 80.

10. Click Save to save the information. 11. Click Print to print the conversion chart. The report opens in a new window.

12. To delete a row from either grid, click deleted when the record is saved.

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You can select multiple rows to be deleted at the same time.

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Click Save. The selected rows are deleted.

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Notes: ●

A table name displayed in bold, italic type indicates that the table is assigned to a campus on the Maintenance > Gradebook Options > Campus > Options tab. If a table is assigned to a campus, the delete icon is not displayed on the row, and the record cannot be deleted.

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If a table is not assigned to a campus but has corresponding points and conversion values, the delete icon is not displayed. The corresponding points and conversion values must be deleted prior to deleting the record.

STDS-BASED GRD STANDARDS The Stds-Based Grd Standards tab allows you to maintain district-wide standard-sets and standards to be used for the standards-based grading concept in txGradebook. Maintenance > Gradebook Options > District > Stds-Based Conv Tbl

1. In the Standard-set autosuggest field, begin typing all or part of a standard set name. As you begin typing the standard set name, a drop-down list displays the standard sets with the name that matches the characters you have typed. From the drop-down list you can select the standard set. To retrieve all existing standard sets, leave the Standard-set field blank. 2. Click Retrieve.

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A list of existing standard sets is displayed in the Standard-set (i.e., left) grid.

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Click a standard set to select it. The standards for the standard set are displayed in the Standards (i.e., right) grid.

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3. Click +Add in the Standards-set (i.e., left) grid to add a new standard set. A blank row is displayed in the grid. 4. In the Standard-set field, type the name of the standard set. The field is required and can be up to 50 characters. 5. Click Save to save the information. The standard set must exist before you can add standards. 6. To add a standard to a standards set, select the standard set name in the left grid, and click +Add in the right grid. A blank row is displayed in the right grid. To add multiple rows, you can click +Add 10, and ten blank rows are displayed in the right grid. 7. In the Standards field, type the standard name. The field is required and can be up to 50 characters. 8. Click Save to save the information. 9. To delete a row from either grid, click deleted when the record is saved.

. The row is shaded red to indicate that it will be

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You can select multiple rows to be deleted at the same time.

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Click Save. The selected rows are deleted.

Notes: ●

If a standard set and standard name are displayed in bold, italic type, this indicates that the standard set is assigned to a course section in txGradebook. The delete icon is not displayed on the row, and the record cannot be deleted.

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If a standard set is not assigned to a campus but has corresponding standards, the delete icon is not displayed on the row. The corresponding standards must be deleted prior to deleting the record.

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10. Click Print to print the standard set chart. The report opens in a new window.

STDS-BASED CRS SETUP The Stds-Based Crs Setup tab allows you to assign standard sets to courses for use in the standards-based grading concept in txGradebook. Once the standards-based course setup is complete, the assessment type property in txGradebook must be set to successfully use the standards-based grading concept. This setting is performed at the course section level on the Admin > Admin Standards-Based Courses page in txGradebook.

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Maintenance > Gradebook Options > District > Stds-Based Crs Setup

1. In the search drop-down field, select the field by which you want to search for courses. You can search by course number or course title. ●

In the autosuggest field, begin typing all or part of a course number or title. As you begin typing, the drop-down list displays the courses with the course number or title that matches the characters you have typed. From the drop-down list you can select the course.

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To retrieve all courses, leave the auto-suggest field blank.

2. Click Retrieve. A list of all courses is displayed in the Courses (i.e., left) grid. Click a course to select it. Note: The course number and title name are displayed in italic type if the course already has an assigned standard set. 3. In the Standard-set (i.e., right) grid, click +Add to add a new standard set. A blank row is displayed in the grid. To add multiple rows, click +Add 10. Ten blank rows are displayed in the grid. 4. In the Standard-set Name autosuggest field, begin typing all or part of a standard set name. As you begin typing, the drop-down list displays the standard sets with the name that matches the characters you have typed. From the drop-down list you can select the standard set that you want to assign to the selected course. 5. Click Save to save the information.

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6. To delete a row from the Standard-set grid, click it will be deleted when the record is saved.

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. The row is shaded red to indicate that

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You can select multiple rows to be deleted at the same time.

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Click Save. The selected rows are deleted.

Note: The standard sets and standards cannot be deleted from a course if any other course section is using the standards for an assignment in txGradebook. The delete icon is not displayed on the row, and the record cannot be deleted. 7. Click Available Crs to access the Maintenance > Master Schedule > District Schedule > Available Courses page where you can view the course records in the district master schedule. Click Stds-Based Crs Setup to return. 8. Click Print to print the selected course and its standard-sets. The report opens in a new window.

READING LEVELS The Reading Levels tab allows you to create a list of district-defined reading levels. Instructors will be able to use these levels in txGradebook on the Cycle Grades page to indicate the students’ reading level in order to set custom reading levels for each students in elementary reading courses. The Reading Level field will only appear in txGradebook for credit level E courses with a service ID that contains ELLA.

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Maintenance > Gradebook Options > District > Reading Levels

Existing reading levels are displayed. 1. Click +Add to add a reading level. A blank row is displayed at the bottom of the grid. 2. In the Code field, type the one-character reading level code. Note: You cannot edit a reading level code that is being used in txGradebook; however, you can edit the description. 3. In the Description field, type the description of the reading level code. The field can be up to 30 characters. 4. Click Save to save the information. 5. To edit comments, type over the existing data and click Save. 6. To delete a row, click . The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. A message is displayed asking you to confirm that you want to delete the row(s).

Click Yes to continue. The selected rows are deleted. Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved).

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CAMPUS OPTIONS The campus Options tab allows you to set campus-wide options for txGradebook. Maintenance > Gradebook Options > Campus > Options

1. In the Type of Posting field, select the type of posting allowed in txGradebook. ●

If the field is set to Attendance, instructors are allowed to post attendance only.

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If the field is set to Grades, instructors are allowed to post grades only.

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If the field is set to Both, instructors are allowed to post both attendance and grades.

2. In the Open for Grade Posting field, indicate if the cycle is currently open for grade posting in txGradebook. ●

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If the field is set to Open, the cycle is open, and instructors are allowed to post cycle grades.

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If the field is set to Close, the cycle is closed, and instructors are not allowed to post cycle grades.

3. Select Allow Semester Override to allow the Grade Posting From TxEIS txGradebook utility to post the override semester average from txGradebook, instead of allowing txGradebook to calculate the semester average. 4. Select Allow Prior Days Posting to allow instructors to post attendance for a date that has passed. If it is not selected, instructors cannot post attendance for a date that has passed. 5. Select Allow New Categories to allow instructors to add new assignment categories on the Administer Categories page in txGradebook. 6. Select Allow Grade Modification to Prior Cycle to allow instructors to change an assignment grade from a prior cycle in txGradebook. If selected, an instructor can change a grade from a prior cycle, which may affect the cycle average. Otherwise, the fields for prior cycles are disabled in txGradebook. 7. Select Allow Discipline Referrals to allow instructors and other txGradebook users to submit discipline referrals through txGradebook. ●

If this field is selected, the Discipline menu is displayed in txGradebook, and the Discipline Referrals page is available.

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If this field is not selected, the Discipline menu is not displayed in txGradebook, and the Discipline Referrals page is not available.

Note: You can give campus-level administrative users access only to the Discipline Referrals page. To grant Discipline-only access, the Type of User field must be set to Discipline on the Maintenance > Gradebook Options > Campus > Administrative Users tab in Grade Reporting. These users will not have access to any other txGradebook pages. 8. Select Use Elementary Skills-based Report Card to allow instructors to create elementary skills-based report cards in txGradebook. 9. Select Allow Assignment Rubrics to allow instructors to create rubrics charts in tx Gradebook and use them for grading assignments. If selected, all instructors at the campus will have access to use rubric charts. 10. Under Weighting Types, indicate the weighting types allowed at the campus. You must select at least one weighting type. ●

Select Allow Weighting Type Percentage if you want to allow percentage weighting type at the campus.

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Select Allow Weighting Type Points if you want to allow point-based weighting type at the campus.

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Select Allow Weighting Type Multiplier if you want to allow multiplier-based weighting type at the campus.

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Notes: ●

If a field is not selected, the weighting type will not be displayed in txGradebook on the Settings > Administer Categories page, and the instructor will not be able to select the weighting type for his courses. If the field is selected, it will be available to the instructor.

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Once an instructor has used a weighting type for a category in either txGradebook or in the Categories tab, that field becomes locked, and you will not be able to unselect that weighting type.

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If an instructor is using a weighting type that the campus decides to disallow partway through the current year, the following applies: □

The instructor can continue to use the weighting type until the end of the current year. After the current year, that weighting type will no longer be available to the instructor.

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If the instructor selects another weighting type during the current year, he will not be able to reselect the disallowed weighting type.

11. Under Display Program Information, select the special program information to be displayed for instructors in txGradebook from the following: ●

Economically Disadvantaged

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Special Education

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Gifted and Talented

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Bilingual/ESL

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LEP

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Migrant

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Title I

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Pregnancy

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At Risk

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CTE

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Generic

If selected, the most current information for the program is displayed on the Student Information page in txGradebook. 12. Under Standard-Based Grading, add data in the following fields:

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Select Allow Standards-Based Grading to indicate that the campus will be using standards-based grading in txGradebook.

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Select Allow Teachers to Select Courses for Stds-Based Grading to allow instructors at the campus to set up courses using standards-based grading in txGradebook. If this field is not selected, an administrator can set up courses to use standards-based grading from txGradebook on the Admin Standards-Based Courses page.

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In the Standards-Based Grading Conversion Tbl field, select the conversion table that will be used in txGradebook to convert points to a grade. This table is established and

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maintained on the Maintenance > Gradebook Options > District > Stds-Based Conv Tbl tab. 13. In the Campus-wide box, type a campus-wide message to be displayed on the txGradebook Announcements page. The Announcements page is the first page the instructor sees after he successfully logs on to txGradebook. The buttons on the formatting toolbar allow you to change the font, size of font, color, and other attributes as you type the message. 14. Click Save to save the information.

TEACHER PROFILES The Teacher Profiles tab allows you to view txGradebook instructor information, such as user ID, date that grades were updated, and date that password expires for the txGradebook application. The tab is populated when instructors log on to txGradebook for the campus. You can update the instructor’s status and user type. Maintenance > Gradebook Options > Campus > Teacher Profiles

A list of instructors at the campus is displayed. You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order. 1. To edit the instructor’s profile, click . The fields are displayed below the grid in a free-form format allowing you to update data.

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2. The Name field displays the instructor’s last and first names and middle initial. 3. The User ID field displays the logon user ID created by the instructor. Note: The ID is only displayed in the free-form area so that only one user ID is visible at a time. This is an extra security measure. 4. The Date Grades Updated field displays the date on which the instructor last updated his grades in txGradebook. 5. In the Status field, type or select the code indicating the instructor’s security profile status. ●

Active is the default setting when a instructor logs on to txGradebook. The Active setting can be changed to Inactive or Reset.

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Select Inactive to prevent a instructor from logging on to txGradebook. The Inactive setting can only be changed to Reset. Select Reset to reset an instructor’s account if the instructor contacts the campus administrators because he forgot his password and hint questions. This forces the instructor to change his password and hint questions. The instructor will use the Forget your password option in txGradebook.

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Lock is displayed when an instructor has unsuccessfully tried to log on three times. The Lock setting can be changed to Reset.

6. In the Type of User field, type or select the code indicating the instructor’s access level for tx Gradebook. You can grant either inquiry-only access or full maintenance access. Note: If you select UIL, the instructor has full maintenance access and can view the UIL report in txGradebook. The UIL report displays working cycle averages for all of the instructor’s students for all of their courses, which allow the instructor to determine students’ UIL eligibility. 7. In the Create Groups field, select the type of access you want to give the instructor for creating student groups in txGradebook. The options are: ●

No access (instructor cannot create student groups). If an instructor has no access, a campus- or district-level administrative user (impersonating the instructor) can create groups for the instructor.

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Course-wide access (instructor can create student groups that include only students enrolled in his courses). By default, instructors are set to course-wide access. Note: This allows the instructor to view information for students in their other courses.

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Campus-wide access (instructor can create student groups that include any students at the campus). By default, administrative users can create campus-wide groups.

8. The Password Expires field displays the date on which the instructor’s txGradebook password will expire. It is calculated using the district password expiration option and the date on which the instructor’s password was created or reset. The date cannot be changed. 9. The Password Last Changed field displays the date on which the instructor last updated his password. The field is not updated if the instructor does not change his password.

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10. Click Save to save the information.

CATEGORIES The Categories tab allows you to establish a list of categories that instructors can use when adding assignments to their grade books in txGradebook. The categories describe the types of assignments the instructors will use during a cycle/course (e.g., Tests, Homework, and Labs). For each category, you can assign a default weight. The weight is the percentage of the student’s cycle/course grade for which the category average counts. Instructor s can override the default weights if they want to use different weights for their courses, unless the weight is locked. The types of weights allowed for categories is set up on the Options tab. You can use this tab to establish a master list of categories for each campus. If an instructor has an assignment that falls under a category that is not included in this list, he can create a new category using the Administer Categories page in txGradebook. The category he creates is added to the master list and becomes available for all instructors at his campus to use. The list of categories continues to grow as instructors add categories. Maintenance > Gradebook Options > Campus > Categories

Existing categories are displayed in alphabetical order. If more categories are retrieved than can be displayed on one page, you can page through the list. 1. Click +Add to add a new category. A blank row is displayed in the grid.

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2. In the Description field, type a description for the category (e.g., Homework). The field can be up to 25 characters and cannot include special characters. You can change the description for a category that has already been added to a course. When a category is in use by a course, is not available, and the Lock Weight, Default Weight, and Weight Type columns are disabled. 3. Select Lock Weight if you want to prevent instructors from changing the category default percent weights in txGradebook that were set by campus administration. You can select Lock Weight for a category that has already been added to a course; however, a message is displayed indicating that the category is currently being used. Click OK to continue. 4. In the Default Weight field, type the default percent weight that the category will have when first added to a course. The field can be up to three digits (0-100) and is set to 0 by default. 5. In the Weight Type field, select the weighting type to be used for the category. 6. Click Save to save the information. 7. To change a category name, default percent weight, or lock setting, type over the existing data. Note: A category name can be changed, even if the category has already been selected for a course (e.g., to correct a misspelling). 8. To delete a category, click the record is saved.

. The row is shaded red to indicate that it will be deleted when

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You can select multiple rows to be deleted at the same time.

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Click Save. A message is displayed asking you to confirm that you want to delete the row(s). Click Yes to continue. The selected rows are deleted.

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The category cannot be deleted if it is used by a course. You must remove it from all courses before it can be deleted.

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You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).

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ADMINISTRATIVE USERS The campus Administrative Users tab allows you to set up employees as campus administrative users who can access, change, or inquire about instructor grade book data at their campus. Maintenance > Gradebook Options > Campus > Administrative Users

A list of txGradebook administrative users is displayed. You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order. 1. Click +Add to add an administrative user. The fields in the lower free-form area are enabled allowing you to add data. 2. In the User ID field, type the employee’s user ID. Note: The user ID is only displayed in the free-form area so that only one user ID is visible at a time. This is an extra security measure. ●

The user ID must be unique in the district.

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The user ID must be 6-8 alphanumeric characters.

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The user ID is not case-sensitive.

3. In the Staff ID field, type the employee’s social security number or employee number depending on how the district has staff IDs Set up. If Staff ID is set to Employee Number you may click to select a principal/counselor or instructor. Note: The Status field is displayed in place of the Staff ID field in the free-form area once the record is saved, and it is set to Reset by default. You can click the Change Status button to change the status. The options are as follows: ●

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Select Inactive to prevent a user from logging on to txGradebook.

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Select Reset to reset a user’s account allowing him to register using the New User option on the txGradebook Login page.

Notes: ●

The administrative user must have a record in the campus principal/counselor table or the campus instructor table. The user’s information is verified against the data in one of the campus tables. The Name field displays the employee’s last and first names and middle initial when the record is saved.

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A staff ID can only be used to set up one administrative login, either district or campus.

4. In the Type of User field, select the access level the user will have in txGradebook (i.e., Inquiry or Maintenance). ●

Select Inquiry to allow inquiry-only access to all accounts. These users can view data for any instructor in order to verify information.

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Select Maintenance to allow administrative access to all user accounts. These users can change grades, post attendance, or make other changes for any instructor at their campus.

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If you select Discipline Only, the user will have access to the Discipline Referral page only. No other txGradebook pages will be accessible to Discipline-only users.

5. Select Run Group Report to allow the user to run group reports such as the UIL generic programs report in txGradebook. 6. Click Save to save the information. A message is displayed prompting you to confirm that you want to add the new user. Click Yes to continue. 7. The Status field is displayed in place of the Staff ID field in the free-form area once the record is saved, and it is set to Reset by default. You can click the Change Status button to change the status. The options are as follows: ●

Select Inactive to prevent a user from logging on to txGradebook.

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Select Reset to reset a user’s account allowing him to register using the New User option on the txGradebook Login page.

8. In the grid, the following fields are displayed: ●

The Date Grades Updated field displays the date on which the user last updated grades in txGradebook.

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The Password Expires field displays the date on which the user’s password will expire. It is calculated using the district password expiration option and the date on which the user’s password was created or reset.

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The Password Last Changed field displays the date on which the user last updated his password. The field is not updated if the user does not change his password.

9. To edit the administrative user’s profile, click . The fields are displayed below the grid in a free-form format allowing you to update data.

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Update the fields, and then click Save to save the changes. The changes are displayed in the grid. 10. To delete an administrator user, click deleted when the record is saved.

. The row is shaded red to indicate that it will be

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You can select multiple rows to be deleted at the same time.

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Click Save. A message is displayed asking you to confirm that you want to delete the row(s). Click Yes to continue. The selected rows are deleted.

Note: You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).

TEACHER POSTING STATUS The Teacher Posting Status page produces a report of classes that indicates if the cycle grade posting status is not posted, posted, or ready to post. Only graded courses are displayed. Maintenance > Teacher Posting Status

1. In the Semester field, select the semester for the report. The default is the current semester in Grade Reporting. 2. In the Cycle field, select the cycle for the report. The default is the current cycle in Grade Reporting.

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3. In the Status Type field, select the posting status for the report. ●

Select Not Ready to Post to view courses for which cycle grades are not ready to post, as indicated by instructors using txGradebook.

●

Select Posted to view courses for which cycle grades have been posted.

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Select Ready to Post to view courses for which cycle grades are ready to post, as indicated by instructors using txGradebook.

4. Click Retrieve. The report is displayed. ●

The date and time of the report, semester, and cycle are displayed in the header.

●

The instructor ID and name, course number, section number, and course title are displayed for each class.

WALK-IN SCHEDULER SCHEDULER The Scheduler tab allows you to schedule either a student who does not have any previously scheduled classes, or a student who previously withdrew from the campus. If the student is reenrolling, then any class taken during the semester for which he is reenrolling must be withdrawn prior to the student's most recent enrollment date. Notes: ■

Required courses are scheduled first, from least to most number of sections available. Then, elective courses are scheduled.

■

The gender restriction on the section record is used, even if a gender restriction exists on the district course record.

■

■

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If there is no gender restriction on the section record, but a gender restriction exists on the district course record, the district code is used when adding courses to a student’s schedule.

●

If the student does not meet the gender restriction, the course/section is not added to the student’s schedule by the walk-in scheduler. If no other section without restrictions is available to schedule, an error message is displayed.

The grade restriction on the section record is used even if there is a grade restriction on the campus course record. ●

If there is no grade restriction on the section record, but a grade restriction exists on the campus course record, the campus code is used when adding courses to a student’s schedule.

●

If the student does not meet the grade restriction, the course/section is not added to the student’s schedule by the walk-in scheduler. If no other section without restrictions is available to schedule, an error message is displayed.

If the type of restriction on the section record (i.e., the Typ Rstrctn field on the Master Schedule > Campus Schedule > Section tab) is blank or S (selectable), and the scheduler determines that this is the best section for the schedule, a warning message is displayed if

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the student does not meet the restriction. However, the restriction is overwritten, and the section is added to the student’s schedule. ■

If the type of restriction is F (fixed), the course/section is not added to the student’s schedule if the student does not meet the restriction. If no other section without restrictions is available to schedule, an error message is displayed.

Maintenance > Walk-In Scheduler > Scheduler

1. In the Student ID field, type the student ID. The field must be six digits. If you do not know the student ID, click Directory to select a student from the directory. 2. Click Retrieve. ●

The student’s demographic data is displayed.

●

If the student is already scheduled into at least one course, a message is displayed indicating that the student is already scheduled, and the tab is disabled. You can click the Sched Inquiry tab to view the student’s schedule.

3. The Crs Entry Sem # fields display the student’s entry dates based on his campus entry date and the computer-calculated semester start dates. Type different dates if necessary. Use the MMDDYYYY format. You will not be able to enter different dates for any semester prior to the student's most recent entry date. 4. In the Crs Nbr field, type the course number you want to add. The course number is four digits.

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If you do not know the course number, place the cursor in the field and click Lookup to select the course. The Course Number Search dialog box is displayed.

●

You can search for the course by course number or course title. Enter data in one or both of the following fields:

●

●

□

In the Course Number field, type all or part of the course number. For example, you can type 10 to find all course numbers that begin with 10. You can type up to 10 characters.

□

In the Course Title field, type all or part of the course title. For example, you can type bio to find all course titles that begin with bio. You can type up to 20 characters.

Click Search. □

The courses that meet the criteria are displayed.

□

If more courses are retrieved than can be displayed on one page, you can page through the list.

When you locate the course you want to retrieve, click the course number. The course number is displayed in the Crs Nbr field.

5. The title of the selected course is displayed in the Title field. 6. In the Sec Nbr field, type the course section if you want to schedule the student into a specific section. The field is two digits and optional.

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If you do not know the section number, place the cursor in the field and click Lookup to select the section. The Section Number dialog box is displayed.

●

Click the section you want to add. You can select only one section.

●

□

Only unlocked sections of the course are listed. Course sections are locked in the campus master schedule.

□

If Override Max Seats is selected, an asterisk (*) is displayed next to the seat count if a section has met or exceeded the maximum number of seats. If not, only the course sections that have available seats are listed.

The section selection dialog box closes, and the Sec Nbr field displays the section.

7. In the Sem field, select the semester that the course/section meets. The field is used if you want to schedule the student into one semester of a two-semester course or into a onesemester course that is offered in multiple semesters. The field is optional. You can select a semester even if you do not select a section. 8. The Self Pcd field indicates if the course is self paced. The field is populated from the district master schedule and cannot be changed on this page. 9. The Nbr Sem indicates the number of semesters the course/section meets. The field cannot be updated on this page. 10. Select Override Max Seats to allow the scheduler to place the student in a full course section. If blank, only sections with at least one seat available are used. 11. Click +Add to add another course. A blank row is displayed in the grid. 12. To delete a course request, click

. The course request is deleted.

13. Click Save to save your changes.

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14. When you have added all courses, click Run Scheduler. The scheduler attempts to place the courses.

●

In the course request grid, the Placed column is displayed with a check box selected for each course that was scheduled.

●

The student’s schedules for semesters 1 and 2 are displayed in the schedule grids at the bottom of the tab. If the campus has four semesters, select Sem 3 and 4 to see schedules for semesters 3 and 4. Any courses taken for semesters prior to the one a student is reenrolling in are view only and cannot be edited. Any courses taken previously during the semester of reenrollment will not display in the grid. Only courses assigned by the Walk-In Scheduler will display for semesters on or after the student's most recent semester of enrollment.

15. Click View Error List to view the walk-in scheduler errors. Click Close Error List to close the report.

16. You can change the student’s schedules in one of the following ways:

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In the course request (top) grid, make changes to the course requests, and then click Run Scheduler. The placed courses in the schedule grid are cleared and replaced. You can repeat this process as many times as needed before clicking Save.

●

In the schedule (bottom) grids, make changes to the placed courses. Course sections can also be added and deleted here. The grids are identical to the Maintenance > Student > Individual Maint > Crs Assign tab. □

Click +Add to add a course to a semester. A blank row is displayed in the grid.

□

In the Course field, type the course number you want to add. The course number is four digits.

□

●

○

If you do not know the course number, place the cursor in the field and click Lookup to select the course. The Course Number Search dialog box is displayed.

○

The title of the selected course is displayed in the Title field.

In the Sec field, type the section of the course you want to add. The section is two digits. ○

If you do not know the section number, place the cursor in the field and click Lookup to select the section. The Section Number dialog box is displayed.

○

Only unlocked sections of the course can be added (i.e., sections for which the Lock field is not selected on the Maintenance > Master Schedule > Campus Schedule > Sections tab).

○

The Per field displays the class period that applies to the course section.

In the Entry Date field, type the date the student entered the course. Use the MMDDYYYY format. The initial entry date is usually the first day of the semester, unless the student started late or had a schedule change.

●

To withdraw a student from a course, in the WD Date field, type the withdrawal date in the MMDDYYYY format. The date is the first school day after the last date the student attended the class.

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Select Xfr Crs if the student took the course at a different campus in the school district in the same school year. If selected, the entry date for the course is before the student’s campus entry date, because his entry date into the course is from the old campus. For example, a student took 1000-Algebra 1 at campus 001 during semester 1, and his entry date was 08/24/2009. Then, he transferred to campus 002 in the same district on 10/01/2009, and he continued taking 1000-Algebra 1 at campus 002. His entry date for campus 002 is 10/01/2009. Therefore, campus 002 should add 1000 - Algebra 1 with an entry date of 08/24/2009, and the Xfr Crs field should be selected. This indicates that the student has been enrolled in the course since the beginning of the school year.

●

Self Pcd is selected if the course is self paced. The field is populated from the Maintenance > Master Schedule > District Schedule page and cannot be updated on this tab.

●

Click Save to save the information.

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Notes: ●

Any non-transfer courses that have the same entry and withdrawal date will be deleted.

●

Any courses taken for semester prior to the one a student is reenrolling in are view only and cannot be edited.

●

To delete a course, click the record is saved.

. The row is shaded red to indicate that it will be deleted when

□

You can select multiple rows to be deleted at the same time.

□

You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved.

17. Click Save to save the changes to the placed courses. Note: Once the schedules are saved, the scheduler cannot be run again. 18. Click the Sched Inquiry tab to view and print the student’s schedule.

SCHED INQUIRY The Sched Inquiry tab allows you to view a student’s schedules. You must retrieve a student on the Scheduler tab before the Sched Inquiry tab can be displayed. The Sched Inquiry tab is a duplicate of the Maintenance > Student >Individual Maint > Sched Inquiry tab.

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Maintenance > Walk-In Scheduler > Sched Inquiry

1. On the Scheduler tab, in the Student ID field, type the student ID. The field must be six digits. If you do not know the student ID, click Directory to select a student from the directory. 2. Click Retrieve. ●

The student’s demographic data is displayed.

●

If the student is already scheduled into at least one course, a message is displayed on the Scheduler tab indicating that the student is already scheduled, and the Scheduler tab is disabled. Otherwise, schedule the student into at least one course.

3. Once the student is scheduled, you can click the Sched Inquiry tab. ●

The student’s semesters 1 and 2 schedules are displayed.

●

If the campus has four semesters, an option to display semesters 3 and 4 is displayed.

●

The most recent active instructor with Class Role = 1 (or the lowest class role) is displayed for the course section.

4. Select Include WD Courses if you want to display withdrawn courses. Withdrawn courses are displayed in bold type. Self-paced courses are always displayed, even if they have a withdrawal date and Include WD Courses is not selected. 5. Select Include Xfr Courses if you want to display transferred courses. Transfer courses are displayed even if they have a withdrawal date and the Include WD Courses option is blank.

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6. The Current Track field displays the current track on which the student is enrolled. The field cannot be updated. 7. The Current Sem # field displays the beginning date of the grade reporting semester for the student’s current track. The field cannot be updated. 8. Click Print to print the Student Schedule report. The report opens in a new window.

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Utilities ASSIGN CONTROL NUMBERS C N TR L B Y G R D LV L The utility allows you to assign control numbers by grade level. Utilities > Assign Control Numbers > Cntrl by Grd Lvl

1. In the Instr ID field, select the instructor’s control number. This is the control number that will be assigned to the selected students. 2. The Grd Lvl field displays the grade level associated with the instructor. ●

A list of students in the grade level is displayed.

●

You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order.

●

If more students are retrieved than can be displayed on one page, you can page through the list.

3. Select the students whose control number you want to change.

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Click Update to select a student.

●

To select consecutive students, click Update for the first student, press SHIFT, and then click Update for the last student in the range.

●

To unselect a student, click Update for the student again.

4. Click Execute to change the control numbers for the selected students to the instructor’s control number. The new control number is displayed in the Cntrl # field for the selected students.

5. To clear the fields and any retrieved data (i.e., if you retrieved the wrong data), click Reset before saving, and reenter the information. 6. Click Save to save the changes.

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CNTRL BY STUDENT The utility allows you to assign control numbers by student. Utilities > Assign Control Numbers > Cntrl by Student

1. In the Instr ID field, select the instructor’s control number. This is the control number that will be assigned to the selected students. ●

The Grd Lvl field displays the grade level associated with the instructor.

●

A blank row is displayed in the grid.

2. In the Stu ID field, type the student ID of the student whose control number you want to change. Leading zeros are not required. If you do not know the student ID, click Directory to select a student from the directory. 3. Click Retrieve. The student’s grade level and name are displayed. 4. Click +Add to add another student. A blank row is displayed in the grid. 5. To delete a student from the list, click deleted when the record is saved.

. The row is shaded red to indicate that it will be

●

You can select multiple students to be deleted at the same time.

●

Click Save. The selected student records are deleted.

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6. Click Execute to change the student control numbers to the instructor’s control number. The new control number is displayed in the Cntrl # field.

7. To clear the fields and any retrieved data (i.e., if you retrieved the wrong data), click Reset before saving, and reenter the information. 8. Click Save to save the changes.

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CNTRL BY PERIOD The utility allows you to assign control numbers by period. Utilities > Assign Control Numbers > Cntrl by Period

1. In the Sem field, select the semester. 2. In the Grd Lvl field, select the students’ grade level. To retrieve all grade levels, select AL or leave the field blank. 3. In the Period field, select the period in which the students meet. 4. Click Select only Students with Blank Cntrl #s to change only blank control numbers. 5. Click Retrieve. A list of students who meet the criteria is displayed. ●

You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order.

●

If more students are retrieved than can be displayed on one page, you can page through the list.

6. To delete a student from the list, click deleted when the record is saved.

. The row is shaded red to indicate that it will be

●

You can select multiple students to be deleted at the same time.

●

Click Save. The selected student records are deleted.

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7. Click Execute to change the student control numbers to the control number of the instructor associated with the period. The new control number is displayed in the Cntrl # field.

8. To clear the fields and any retrieved data (i.e., if you retrieved the wrong data), click Reset before saving, and reenter the information. 9. Click Save to save the changes.

AUTO ASSIGN GRADES AND CITIZENSHIP The utility assigns course grades or citizenship grades for all active students enrolled in courses with no withdrawal dates. Note: In txGradebook, auto grades are automatically displayed, even if you do not run the utility. Utilities > Auto Assign Grades and Citizenship

1. Under Post, select Grades or Citizenship. ●

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If you select Grades, the program uses the Auto Grd field in the district course record. The process updates records of students enrolled in courses with an auto grade value. It assigns the value to students who have a blank grade for the selected semester and cycle. If Blank out Semester/Final on Grade Change or Remove Credit on Grade Change is selected on the Maintenance > Tables > Campus Control Options > Computation tab, the process clears semester grades, final grades, and/or credits for the records that are updated.

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If you select Citizenship, the program uses the values on the Maintenance > Tables > Campus Control Options > Posting tab. If Auto Citizenship is selected and there is a valid citizenship grade, the process updates all blank citizenship grades for the selected semester and cycle for all students.

2. Under Semester, select the semester for which you want to run the utility. The Cycle fields are displayed. 3. Under Cycle, select the cycle for which you want to run the utility. 4. Click Execute. A message is displayed when the process is complete. 5. The Print Report button is enabled after you have executed the process. Click Print Report to view the report.

ELEM SCHEDULING DELETE/REBUILD MASTER SCHEDULE The utility deletes and rebuilds the master schedule. It uses the elementary courses table to determine the period and days that a section meets for each course. In elementary grade reporting, the master schedule is deleted/rebuilt during the current year, but before elementary course sections and student schedules are built. The master schedule can be deleted/rebuilt as many times as necessary, but the program does not execute if students have been assigned to course sections. Before running the program, the following must be completed: ■

All elementary courses must be defined in the district schedule. The Credit Lvl field must be set to E.

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■

The elementary courses must be included in the campus courses.

■

Grade level and section information must exist in the instructor records.

■

The elementary grade table must be completed.

■

The elementary courses table must be completed.

Utilities > Elem Scheduling > Delete/Rebuild Master Schedule

1. Select the process you want to perform: ●

Select Delete/Rebuild Existing Elem Sections to delete existing sections and automatically create new sections. This option is used at the beginning of the school year to build the new course sections for elementary instructors.

●

Select Rebuild/Update Elementary Sections to retain existing sections and automatically add new sections. This option can be used if a new instructor is added after the course sections are already built for the campus.

2. In the Default Value to Use for Max Seats field, type the maximum number of seats needed for all new sections. The field can be up to three digits. 3. Click Execute. ●

If you are deleting existing sections, a list of courses and sections is displayed. □

Click Delete to confirm that you want to delete the sections and continue processing. New sections are displayed.

□

Click Save to save the changes.

●

If you are rebuilding sections, and all possible sections exist, a message is displayed indicating that sections already exist and no new records were created.

●

If you are rebuilding sections, and sections do not exist, new sections are displayed. Click Save to save the changes.

DELETE/REBUILD STUDENT SCHEDULES FROM TABLE The utility deletes and rebuilds elementary student schedules. The following processes can be performed in elementary grade reporting: ■

Automatically build student schedules based on student control numbers and information in the elementary courses table and instructor record.

■

Delete all existing student schedules.

■

Transfer students from one section to another.

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Notes: ■

If a course is not a two-semester course, it will be bypassed. If you have a one-semester course, you must manually add the sections.

■

For elementary campuses on or after the last Friday in October (i.e., the PEIMS snapshot date) for the current school year, district staff should use the Maintenance > Student > Individual Maintenance > Crs/Sec Change tab for any schedule changes.

Utilities > Elem Scheduling > Delete/Rebuild Student Schedules From Table

1. Indicate if you want to delete and rebuild schedules by grade level or student: ●

●

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Under Grade Level Selection, to delete/rebuild by grade level, select one or more grade levels. This option is used at the beginning of the school year to build schedules for all students by grade level. □

To select multiple consecutive rows, press and hold the SHIFT key while selecting the first row and then the last row. All the rows (between the first and last rows) are selected.

□

To select multiple nonconsecutive rows, press and hold the CTRL key while selecting the first row and then the subsequent rows.

Select Select Individual Students For Processing to delete/rebuild by student. A grid is displayed with a blank row. This option is used if new students are added after schedules have been built for all students.

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□

Under Stu Id, type the student ID of the student whose schedule you want to delete/rebuild.

□

Click Find. The student’s name and grade level are displayed.

□

Click +Add to add another student. A blank row is displayed in the grid.

□

To delete a student from the list, click

.

○

The row is shaded red to indicate that it will be deleted when the record is saved.

○

You can select multiple rows to be deleted at the same time.

2. Indicate if you want to delete existing schedules. ●

Select Delete Existing Schedules to delete existing schedules. If the old courses have cycle grades in TxEIS, assignment grades in txGradebook, or absences in TxEIS, records are created in an audit table. Transfer records are created for the new sections in txGradebook.

●

Clear Delete Existing Schedules if you do not want to delete existing schedules. The Student Selection field is displayed.

In the Student Selection field, select the schedules to build. □

Select Only If No Courses to build schedules only for students with no courses.

□

Select All to build schedules for all students. The Sec/Instr Change Option field is displayed.

○

Select Sec/Instr Change Option to update existing course sections to match section numbers assigned to student control numbers. If Sec/Instr Change Option is selected, the instructor records are accessed, and the section numbers are changed in the student schedules. If the old courses have cycle grades in TxEIS, assignment grades in txGradebook, or absences in TxEIS, records are created in an audit table. Transfer records are created for the new sections in txGradebook.

○

Clear Sec/Instr Change Option not to update existing course sections for the selected students.

3. Click Execute.

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A message is displayed prompting you to confirm that you want to permanently delete the old course sections and add the new course sections. Click OK to continue. Otherwise, click Cancel to cancel the action.

●

The Students Processed page is displayed.

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A message is displayed indicating the course assignment completed and prompting you to save the results. Click OK to close the message box.

Warning: If you close the Students Processed page without saving, existing schedules are deleted; however, schedules are not rebuilt. 4. Click Save to save the changes and rebuild the schedules.

GRADE POSTING FROM TXEIS TXGRADEBOOK The utility posts the working cycle average from txGradebook, as well as the exam and semester grades when appropriate, to the student grade/course record in TxEIS. The utility excludes students who were not enrolled in the course or campus on the grade reporting cycle end date. The utility performs the following: ■

Converts numeric cycle and exam grades that are higher than the highest grade allowed to the highest grade allowed.

■

Converts numeric cycle and exam grades that are lower than the lowest grade allowed to the lowest grade allowed. Blank grades are bypassed (i.e., not converted nor posted).

■

Does not convert numeric semester grades based on the highest or lowest grade allowed.

■

Converts grades for secondary courses (i.e., credit level is not E) based on the campus options.

■

Converts grades for elementary courses based on the core course code and the elementary conversion tables.

■

Converts grades from txGradebook based on the Rpt Card Grd Typ field on the Maintenance > Master Schedule > Campus Schedule > Course tab.

■

●

For secondary courses, the utility does not convert a P or F posted to a course with a numeric report card grade type. A warning message is displayed on the error report.

●

For elementary courses, the utility converts a P or F posted to a course with a numeric report card grade type. If unable to convert, an error message is displayed on the error report, and the grade is not posted.

Posts the exam, semester, and cycle grades if the cycle selected is the highest cycle offered for the semester (e.g., cycle 2 for a two-semester nine-week campus), and the exam/semester pattern indicates an exam/semester grade is given this semester. If the cycle grade is blank, the utility only posts the exam grade (if applicable) and the semester grade if an override semester grade exists.

■

For secondary courses, the utility: ●

Does not post the exam grade or the semester average if Include Exam in Semester Average or Expect Exam Grade is selected on the Maintenance > Tables > Campus Control Options > Computation and Posting tabs; and the exam grade is blank from tx Gradebook.

●

Does not post the exam grade or the semester average if the exam grade is E, and the campus does not allow exempt exam grades.

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Posts the override semester grade if the How will Avg be Computed field is set to School on the Maintenance > Tables > Campus Control Options > Computation tab, and there is an override semester grade in txGradebook.

●

Posts the semester average if the How will Avg be Computed field is set to Computer on the Maintenance > Tables > Campus Control Options > Computation tab. If Allow Semester Override is selected on the Maintenance > Gradebook Options > Campus > Options tab, and the override semester grade is not blank, the override semester grade is used.

●

Posts an E (exempt) for exam grades for auto-graded courses that require an exam grade, if the campus allows exempt exams, has posted a semester grade, and has not entered an exam grade other than E.

For elementary courses, the utility: ●

Posts the exam grade and semester average if Incl Exam and Comp Sem Avg are selected on the Maintenance > Tables > Elementary > Elem Grade tab. □

The utility does not post an exam grade if Incl Exam is not selected.

□

The utility does not post a semester average if Comp Sem Avg is not selected.

●

Posts the override semester grade only if Allow Semester Override is selected on the Maintenance > Gradebook Options > Campus > Options tab, and the override semester grade is not blank.

●

Posts the semester grade if the exam grade is left blank for auto-graded courses that require an exam grade.

■

Posts the citizenship grade from the campus options if the citizenship grade is blank for the course/cycle posted from txGradebook, and Auto Citizenship is selected on the Maintenance > Tables > Campus Control Options > Posting tab.

■

Posts the grade from the Auto Grd field on the District schedule page if the cycle grade is blank for the course/cycle posted from txGradebook and an auto grade exists. Only cycle grades are posted with the auto grade; semester grades are not posted with the auto grade. The course must still be marked as “Ready to Post” in txGradebook, even if all students will receive the auto grade.

■

Posts the correct semester average if the campus allows semester grades, and the working semester average or the override semester average is an I (incomplete), even though the exam grade is blank, and the campus expects an exam grade.

Utilities > Grade Posting From TxEIS txGradebook

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1. The Campus field displays the campus to which you are logged on. 2. Under Grade Posting for, the Current Semester and Current Cycle fields display the current semester and cycle. Warning: Ensure that this is the semester and cycle to which grades should be posted from tx Gradebook. 3. Select Post Senior (12th grade) students only if you want to run the utility for seniors only. 4. Select Post Elementary Exam/Sem when grd lvl not in Elem Grd Tbl if you want to post the elementary exam and semester average for a grade level that is not in the elementary grade table. If the course credit level is E, the program determines if the student’s grade level is in the elementary grade table. ●

If the grade level is in the elementary grade table, the data will post as elementary and use the Comp Sem Avg and Incl Exam fields on the Maintenance > Tables > Elementary > Elem Grade to determine if the elementary exam and semester average should be posted.

●

If the grade level is not in the elementary grade table, the program will post as secondary, which means it will use the Allow Semester Grade and Expect Exam Grade fields on the Maintenance > Tables > Campus Control Options > Posting page to determine if the elementary exam and semester average should be posted.

5. Click Execute. A message is displayed indicating that the posting is successfully completed. The grades are posted to the student grade/course record, and the Grade Ready column is reset from “Ready to Post” to “Posted.”

If no data is found to post, a warning message is displayed.

Click OK.

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If errors are encountered while posting, the View Error List button is displayed allowing you to view and print a report of the errors encountered.

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If students are encountered with blank, failing, or incomplete grades, the View Fail List button is displayed allowing you to view and print a report of those students.

EXPORT TO EXTERNAL GRADEBOOK The utility exports grade information to be used by third-party grade book software. The three grade book types supported are GradeSpeed, Misty City, and Excelsior. Each file created has .DAT as the file extension. The Excelsior files have an .R20 file extension in TxEIS. The file names of the different grade books are as follows: Grade Book

File Name

GradeSpeed

GRDSPEED.DAT

Misty City

MISTYEXT.DAT

Excelsior

STUDEMOG.TXT (student demographic) STCYGCRS.DAT (student course grade) STCYMSEC.DAT (section record) STCYMCRS.TXT (course record) STCYINRD.DAT (instructor record)

Note: The GradeSpeed export file record layout is available in the online Help for this page.

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Utilities > Export to External Gradebook

1. Under Grade Book Type, select the type of grade book software for which you are exporting grade information. 2. In the Track field, select the track for which you want to export grade information. The field is only for the GradeSpeed export. All tracks for the selected campus are listed; the default value is A for all tracks. 3. Under Semester, select the semester of the data you are exporting. The Cycle fields are enabled. 4. Under Cycle, select the cycle of the data you are exporting. The Include fields are enabled. 5. Under Include, make the following selections: ●

Select WithDrawn Students to include withdrawn students in the export.

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Select WithDrawn Courses to include withdrawn courses in the export.

6. Click Execute. ●

A progress bar displays the progress of the export.

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The File Name field displays the name of the export file.

IMPORT FROM EXTERNAL GRADEBOOK The utility imports and updates records created by third-party grade book software. Before running the utility, the following should be completed: ■

Create the import file from the external grade book software.

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Update the Maintenance > Tables > Campus Control Options > Ranges & Conversions and Posting tabs. Be sure to select Allow Credit on the Posting tab in order to post grade book files.

The utility implements the following edits: ■

Uses posting information from the Maintenance > Tables > Campus Control Options page to determine which fields to update.

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Uses the edits for the High Grade Allowed and Low Grade Allowed fields. If grades are not in this range, they are not posted.

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Does not post comments that do not exist in the campus comments table.

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Does not overwrite an existing grade with a blank grade.

Note: The grade book grades import file record layout is available in the online Help for this page. Utilities > Import From External Gradebook

1. Click Browse to select the file to import. The Choose File to Upload dialog box opens allowing you to locate the file. ●

Select the file and click Open. The file name contains the county-district number, campus ID, and date.

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The path of the file is displayed in the field.

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Click Submit. □

The file name is displayed in the File Name field.

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The Semester fields are displayed.

2. Under Semester, select the semester of the data you are importing. The Cycle fields are displayed. 3. Under Cycle, select the cycle of the data you are importing. ●

Under Include in Error List, the Conduct Grade field is displayed.

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Select Conduct Grade to include the conduct grade in the error list.

4. Click Import. ●

When the process is finished, a message is displayed indicating the number of errors.

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The data is posted to the student grade/course file.

5. If errors are encountered, the Preview Errors button is displayed. Click Preview Errors to view the error report. 6. Click Preview Report to view the report.

CLEAR GRADES, COMMENTS, CREDITS, OR CITIZENSHIP The utility allows you to clear grades, comments, credits, or citizenship grades from student records. Self-paced and transfer courses are bypassed when the utility is run. Warning: Use extreme caution when using the utility. It is recommended that you set menulevel security for this menu item in TxEIS Security Administration.

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Utilities > Clear Grades, Comments, Credits, or Citizenship

1. Under Clear by, select one of the following groups by which you want to clear the fields: ●

Campus

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Grade Level

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Student

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Course

2. Make the following selections according to the group by which you are clearing data: If clearing by campus, the Semester and Cycle fields are displayed. Select the semester and cycle you want to clear.

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If clearing by grade level, the Grd Level, Semester, and Cycle fields are displayed. Select the grade level, semester, and cycle you want to clear.

If clearing by student, the Semester, Cycle, and Student ID fields are displayed.

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Select the semester and cycle you want to clear.

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In the Student ID field, type the student ID, and then click Retrieve. If you do not know the student ID, click Directory to select a student from the directory. The student’s name is displayed.

If clearing by course, the Course, Section, Sem, Cyc, and Title fields are displayed.

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In the Course field, press F2 or click is displayed.

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You can search for the course by course number or course title. Enter data in one or both of the following fields:

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to select the course. The Course ID dialog box

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In the Code field, type all or part of the course number. For example, you can type 10 to find all course numbers that begin with 10. You can type up to 10 characters.

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In the Description field, type all or part of the course title. For example, you can type bio to find all course titles that begin with bio. You can type up to 20 characters.

Click Search. □

The courses that meet the criteria are displayed.

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If more courses are retrieved than can be displayed on one page, you can page through the list.

When you locate the course you want to retrieve, click the course number. □

The course number is displayed in the Course field.

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The course title is displayed in the Title field.

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The Section field is enabled. Select the section. The Sem and Cyc fields are enabled.

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Select the semester and cycle of the course you want to clear.

3. Under Clear, select the data you want to clear from the following:

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Cycle Grades

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Sem Grades

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Exam Grades

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Final Grades

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Comments TxEIS

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Credits

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Notes: ●

If you select Cycle Grades, Sem Grades, Exam Grades, or Final Grades to be cleared by campus, grade level, or course, the Reset Teacher Gradebook ‘Ready to Post’ Flag field is displayed. Select Reset Teacher Gradebook ‘Ready to Post’ Flag to reset the Ready to Post flag in txGradebook to 0 (not posted) for the selected cycle.

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If you select Sem Grades, Exam Grades, or Final Grades, the txGradebook Ready to Post flag is reset for the final cycle of the selected semester.

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If clearing by grade level, the txGradebook Ready to Post flag is reset for any course that has students enrolled in the selected grade level for the selected semester or cycle.

4. Click Execute. A message is displayed indicating that the process is complete.

Click OK. 5. Click Save to update the student records. You must click Save before clearing more data. Note: If you selected Reset Teacher Gradebook ‘Ready to Post’ Flag, a list of the instructors and courses with the txGradebook Ready to Post flag reset to 0 from either P (posted) or 1 (ready to post) is displayed. The list is sorted by instructor name and start period. Only courses that were reset (flag was P or 1 prior to running the utility) are displayed on the list. If no courses were reset, a message is displayed. ●

Click View Reset Flag to view the list. Click Close Reset Flag to close the list.

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Click Print Reset Flag to print the list. The report opens in a new window.

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CLEAR PASS/FAIL INDICATORS The utility allows you to clear the Pass/Fail field on the Maintenance > Student > Individual Maint > Grd/Crs Maint tab by campus, grade level, student, or course. Utilities > Clear Pass/Fail Indicators

1. Under Clear PF Indicators by, select one of the following groups by which you want to clear the fields: ●

Campus

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Grade Level

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Student

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Course

2. Under Clear PF for Self Paced Crs, select Yes to clear pass/fail indicators for self-paced courses. Otherwise, select No. 3. Make the following selections according to the group by which you are clearing data: ●

If clearing by campus, the Semester fields are displayed. Select the semester you want to clear.

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If clearing by grade level, the Semester and Grd Lvl fields are displayed. Select the semester and grade level you want to clear.

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If clearing by student, the Semester and Student ID fields are displayed.

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Select the semester you want to clear.

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In the Student ID field, type the student ID. ○

If you do not know the student ID, click Directory to select a student from the directory.

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The student’s name is displayed.

If clearing by course, the Course, Section, Sem, and Title fields are displayed. □

Select the course, section, and semester you want to clear.

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The course title is displayed in the Title field.

Note: If Clear PF for Self Paced Crs is set to No, and a self-paced course is selected from the Course drop down, a message is displayed indicating that you must choose Yes to clear the pass/fail indicator. 4. Click Execute.

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A message is displayed indicating that the process is complete.

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A dialog box is displayed asking if you want to save changes. Click Yes to save the changes.

CLEAR GRD AVG AND CLASS RANKING The utility allows you to clear grade averaging and class ranking information from student records. The utility is not campus-specific; it deletes the grade averaging records from the current school year for the grade level and credit level selected. Therefore, if two campuses exist with the same grade level (e.g., two middle schools), the utility deletes all current year grade averaging records for both grade levels at both campuses. The utility can be used by a middle school that runs grade averaging for credit level H courses only, if its policy does not include courses taken at middle school. You can use the utility to delete the middle school students’ grade average row for credit level H. When using the utility, use extreme caution. It is recommended that you set menu-level security for this menu item in TxEIS Security Administration. The student’s grade averaging and class ranking row is cleared for the current school year only. Utilities > Clear Grade Averaging and Class Ranking

1. Under Grade Level Selection, select the grade levels for which you want to clear data. ●

Click All Grade Levels to select all listed grade levels.

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To select consecutive grade levels, press and hold the SHIFT key while selecting a row to start at and then a row to end the selection. All the rows in the sequence are selected.

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To select nonconsecutive grade levels, press and hold the CTRL key while selecting random rows until all rows have been selected.

2. Under Credit Level Selection, select the credit level for which you want to clear data. 3. Click Execute. A message is displayed indicating that the process is complete.

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ASSIGN OR CLEAR YEAR-END-STATUS CODES The utility assigns or clears the year-end-status codes for the campus or a specific grade level. It also clears the retained reason codes. Year-end-status and retained reason codes are on the Maintenance > Student Enrollment > Demo3 tab in Registration. Note: Before clearing the codes to start the new school year, ensure that the end-of-year processing and PEIMS submissions have been completed. Utilities > Assign or Clear Year-End-Status Codes

1. Under Assign Year-end-status by, select the group by which you want to assign or clear data. If you select Grade Level, the Grd Lvl field is displayed. Select the grade level. 2. Under Assign/Clear, select Assign or Clear. ●

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If you select Assign, only blank year-end-status codes are updated, and retained reason codes are cleared. Blank year-end-status codes are updated as follows: □

Grade levels KG and 1-8 are updated to 01 (Promoted Next Grade).

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Grade levels 9-11 are updated to 11 (Advanced Next Grade).

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Grade level 12 is updated to 12 (Graduated).

If you select Clear, the year-end-status and retained reason codes are cleared. Note: This should only be done at the beginning of the school year.

3. Click Execute. A message is displayed indicating that the process is complete.

ASSIGN PASS FAIL INDICATORS The utility populates the Pass/Fail field on the Maintenance > Student > Individual Maint > Grd/Crs Maint tab. Pass/Fail Indicator Codes: ■

00 - Not applicable

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01 - The student passed the course and received credit.

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02 - The student failed the course and received no credit (first occurrence this school year).

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03 - The student failed the course and received no credit (second occurrence this school year).

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04 - The student passed the course but received no credit due to excessive absences (first occurrence this school year).

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05 - The student passed the course but received no credit due to excessive absences (second occurrence this school year).

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06 - The student passed the course but received no credit because other parts of the course were missing.

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07 - The student passed the course but received no credit because other parts of the course were taken but not passed.

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08 - The student failed the course but received credit because other parts of the course were passed.

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09 - The student’s coursework is incomplete, and the student received no credit.

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10 - The student passed the course but received no credit because the course was being repeated.

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11 - The student failed the course and received no credit (third occurrence this school year).

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12 - The student passed the course but received no credit due to excessive absences (third occurrence this school year).

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13 - The student passed the non-high school course.

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14 - The student failed the non-high school course.

Notes: ■

It is recommended that you run the Grade Computation and Credit Assignment utility first.

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The utility uses the following information from the Maintenance > Tables > Campus Control Options page: ●

The Grading Concept and Don’t Allow Credit if Failed Last Sem fields on the Computation tab

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The Highest Non-Passing Grade field on the Ranges & Conversions tab

These settings are displayed under Campus Control Information. ■

The utility uses the Allow Partial Credit and Credit Sequence fields on the Master Schedule, District Schedule page. These settings are displayed under Other Information Considered in this Process.

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For grade levels 6-8 for courses that have high school-level credit and assign credit, use PF indicators 01-12 (same as high school).

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For grade levels 1-8 for regular middle and elementary school courses, the courses with blank or local service IDs and nongraded courses are not processed. The indicator uses the semester average; it is set to 13 if the student passed the semester, 14 if the student failed the semester, and 00 if the student did not complete the semester.

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This utility accommodates self-paced courses. The self-paced course must be one semester long and marked as self-paced. ●

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A self-paced course is included in this program under the following conditions: □

The course has a semester grade and a withdrawal date.

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The course has a semester grade and no withdrawal date.

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A self-paced course is not included in this program under the following conditions: □

The course has no semester grade.

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The course has no semester grade, but there is a withdrawal date.

Utilities > Assign Pass Fail Indicators

Click Execute. When the process is finished, an error report is displayed if errors occurred. Note: You can also run the Pass/Fail Verification List report (SGR1920) to view the updated records.

GRADE COMPUTATION AND CREDIT ASSIGNMENT The utility allows you to calculate and assign semester grades, final grades, and course credits for secondary grade levels. The process calculates numeric grades and pass/fail grades (i.e., report card grade type P). Students in elementary grade levels are excluded. The utility uses information from the Ranges & Conversions, Computation, and Posting tabs on the Maintenance > Tables > Campus Control Options page. These settings are displayed under Campus Control Information. The Allow Partial Credit and Credit Sequence fields on the Maintenance > Master Schedule > District Schedule page are also considered in grade computation and credit assignment. Semester grade calculations: If including the exam grade, the following is used to calculate the semester average: ( ( (Cycle 1 + Cycle 2 + Cycle 3) / 3 x (Total Weight - Exam Weight) ) + (Exam Grade x Exam Weight) ) / Total Weight

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Utilities > Grade Computation and Credit Assignment

1. Select Include Withdrawn Students to include withdrawn students in the process. Note: When a student has been withdrawn from one campus where he has at least one grade in one course and transfers to another campus, that student will be included in the utility when run by the first campus if they choose to include withdrawn students until he receives a grade in at least one class on the new campus. 2. Select Include Withdrawn Courses to include withdrawn courses in the process. 3. Select Compute Semester Average to calculate semester grades. 4. Select Compute Final Grades to calculate final grades. If selected, the fields under Exclude Final Grade Computations are enabled. 5. Select Award Credits to award credits. 6. Select Award Credits Self Paced if you want to award credits to self-paced courses. If the field is selected, credits are assigned if the course has a semester grade. 7. In the Track field, select a track number. Select A to calculate grades and assign credits for all tracks. The field is required. 8. Select Reset Non-Graded Courses to reset nongraded courses. If the field is selected, and a course with grades assigned is changed to a nongraded course, the grades are deleted in TxEIS only, not in txGradebook. 9. Under Semesters, select the semesters to be updated. It is important to select all semesters that should be updated, since semesters are considered when awarding grades or credits. You must select at least one semester. 10. The Exclude Final Grade Computations options are enabled only if Compute Final Grades is selected. ●

The options only apply to courses that were not taken for all semesters of the course.

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If any options (exclusions) are selected, a list of the students and courses excluded from final grade computation is produced.

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If no courses qualify for exclusion, a message is displayed indicating that no courses were found to exclude from final grade computation.

11. Click Execute. A progress bar displays the progress of the student IDs being processed. ●

If the following conditions exist, the process is stopped, and a message is displayed: □

Compute Semester Average is selected.

□

Allow Recomputation on the Maintenance > Tables > Campus Control Options > Computation tab is selected (recalculate all grades).

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The campus is using txGradebook.

You must clear either Compute Semester Average or Allow Recomputation. ●

If the following conditions exist, the process is interrupted, and a message is displayed: □

Compute Semester Average is selected.

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Allow Recomputation on the Maintenance > Tables > Campus Control Options > Computation tab is selected (recalculate all grades).

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The campus is not using txGradebook.

The message asks if you want to continue the process. Click Yes to recalculate all grades, or click No to stop the process. ●

If errors are encountered, errors and warnings are displayed in the error listing at the bottom of the page.

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If students and courses were excluded from final grade computation, the Print Excl List button is displayed. Click Print Excl List to print the exclusion report.

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If courses were not taken for all semesters of the course, but were included in final grade computation, the Print Partl List button is displayed. Click Print Partl List to print a list of students who only took part of the course. Note: The report is independent of the Exclude Final Grade Computations options.

GRADE COMPUTATION ELEMENTARY The utility allows you to calculate and assign semester grades and final (year-to-date cumulative) grades for elementary grade levels. All elementary grade levels set up on the Maintenance > Tables > Elementary page are included. The process calculates alphabetic and numeric grades. Under Campus Control Information, the following information from the Maintenance > Tables > Campus Control page is displayed: ■

The Typ Avg School Or Computer field indicates who (i.e., computer or school) calculates the semester averages. This is set on the Computation tab.

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The Allow Recomputation field indicates if records are updated when you run the utility. This is set on the Computation tab.

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The Allow Exempt Exam fields indicates if E is a valid grade for the semester exam for exempt students. Options tab are also considered in elementary grade computation. This is set on the Posting tab.

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Under Elementary Grade Level Table Information, the specific grade calculation information by grade level is displayed, which is established on the Maintenance > Tables > Elementary > Elem Grade tab. If semester 2 and cycle 3 are selected, and the grade level is set to compute cumulative averages (i.e., the Comp Cum Avg is selected for the grade level on the Maintenance > Tables > Elementary > Elem Grade tab), the final grade is calculated as the average of the two semester grades. If Comp Cum Avg is not selected for the grade level, the final grade is calculated as the average of the six cycle grades. Utilities > Grade Computation Elementary

1. Select Include WD Students to include withdrawn students in the process. 2. Select Include WD Courses to include withdrawn courses in the process. 3. In the Track field, select a track number, or select AL to calculate grades for all tracks. 4. In the Grade Lvl field, select the grade level, or select AL to process all grade levels. 5. Select Reset Non-Grd Courses to clear any grades that have been entered or posted for a student in a nongraded course. 6. Under Semesters, select the semesters to be updated. If you select semester 2, both semesters 1 and 2 are updated. 7. Under Cycle, select the cycle to be updated. ●

If you select cycle 3, semester grades are automatically calculated for all grade levels.

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For two-semester/nine-week schools, the cycle 3 option is disabled. If you select cycle 2, semester grades are automatically calculated for all grade levels.

8. Click Execute. A progress bar displays the progress of the student IDs being processed. ●

If the campus is using txGradebook, the Allow Recomputation field on the Maintenance > Tables > Campus Control Options > Computation tab cannot be selected. If the field is selected, a message is displayed when you click Execute indicating that you must clear the Allow Recomputation field. Click OK. You must clear the Allow Recomputation field to continue.

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If the campus is not using txGradebook, the Allow Recomputation field on the Maintenance > Tables > Campus Control Options > Computation tab can be selected; however, a message is displayed when you click Execute prompting you to confirm that you want to continue. Click Yes to recalculate all grades, or click No to stop the process.

9. If errors are encountered, the Preview Errors button is displayed. Click Preview Errors to view the report. Click Hide Errors to hide the error report.

ONLINE STAAR/TAKS EOC EXTRACT The utility extracts student data to create a precoding file for the online STAAR™, TAKS, or end-of-course (EOC) tests. The file is submitted to National Computer Systems (NCS). The utility extracts data for grade levels 5-12. Utilities > Online STAAR/TAKS EOC Extract

1. In the Type of Test field, select the test type. Note: The FIELD TEST option retrieves students who entered 9th grade prior to 7/01/2011, as well as students in 10th, 11th, and 12th grade who enrolled in one of the selected courses. 2. In the Administration Date field, if the Type of Test field is set to TAKS, select the time of year in which the TAKS test was given. The date applies to the current year only.

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3. In the Semester Selection field, select the semester for which you want to create the extract. 4. In the Campus Id field, select the campus for which the extract is being created. Leave the field blank to extract data from all campuses. 5. Under Course(s) To Extract, select All to extract all listed courses, or select specific courses. ●

For TAKS, courses include Algebra I, Biology, English I, English II, and U.S. History. Indicate if the test format is paper or online.

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For EOC, courses include Algebra I, Biology, English I, English II, and U.S. History,. Indicate if the test format is paper or online.

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In the Test Format fields for Algebra I, Biology, English I, English II, and U.S. History. Indicate if the test format is paper or online. Note: The test format is automatically set to O (online) in the precode file when a Limited English Proficiency (LEP) version of a STAAR™ EOC test is administered, even if paper is selected. As of Spring 2013, the STAAR™ L test version will only be administered online. □

Select All (below Test Format) if the tests for all courses will be administered online. Or, select the field for the specific courses for which the test will be administered online.

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Leave the fields blank if the test will be administered on paper.

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Reading and Writing are no longer separated within English I and II as of 2014; they will now appear as English I and English II on both alternate and regular EOC precode.

6. Click Run Extract. When the process is complete, a message is displayed indicating the file name and number of entries extracted.

Click OK. A message is displayed asking if you want to print the report.

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Click Yes to print the report. The report opens in a new window.

STAAR/TAKS PRECODING EXTRACT The utility extracts student data to create a precoding file for answer documents for different STAAR™/TAKS test administrations. The file is submitted to National Computer Systems (NCS). Only data for grade levels 3 and higher are extracted for TAKS per NCS requirements. Utilities > STAAR/TAKS Precoding Extract

1. Select one of the following test administrations: ●

Spring TELPAS

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Exit Level TAKS The student must meet the following criteria to be included in this extract: □

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The student’s TAKS Exit Level Indicator is selected on the Registration > Maintenance > Student Enrollment > Demo3 tab.

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The student's STAAR/TAKS Ind field is set to TAKS on the Registration > Maintenance > Student Enrollment > Demo3 tab.

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The student is in one of the grade levels (10-12) for which the extract is run.

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STAAR Alt

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TAKS/TAKS-M

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STAAR/STAAR Modified

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STAAR/STAAR M Early □

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Early April is for grade levels 4, 5, 7, and 8 only. ○

Grade levels 4 and 7 are Writing.

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Grade levels 5 and 8 are Math and Reading.

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Grade levels 3 and 6 can be sent with an above grade indicator of 5 and 8, but only if testing above grade level for this administration.

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Because the above grade indicators allowed are 5 and 8, the precode will only include students in grade levels 3 or 6 for early April if the student’s above grade Reading or above grade Math indicator is set to 5 or 8. (Note that Reading is set in Registration on the Maintenance > Student Enrollment > Demo 3 tab under Eng Lang.)

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For students in grade levels 4, 5, 7, and 8, the above grade indicator will only be included on the precode if it is set to 5 or 8.

To extract all grade levels (3-8), select the STAAR/STAAR Modified option. Any above grade level indicator of 3-8 is valid if it is not the early April precode for STAAR/STAAR Modified.

2. Select the information you want to include for each student: ●

Student Sex

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Special Education Code

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Bilingual Indicator

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English as a Second Language

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Vocational Code

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Student Ethnicity

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Migrant

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Gifted & Talented Indicator

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Limited English Proficiency

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Title I

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At-risk student

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Economic Disadvantage Code

3. Select TELPAS Code to indicate that the TELPAS code should be extracted to position 164 of student data precode file.

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One of the following values will appear in position 164 of the precode file: ●

H - Holistic ratings only

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O - Online reading test only

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A - All applicable

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N - No registration record will be created. Use this option only for updating student data, such as Years in US Schools.

4. In the Administration Date field, type the date the test was administered in the MMYYYY format. 5. The Date student enter district field is used for the fall exit-level test only. The date should be the first day of school or later, but before the date on which the extract file is due. Type the date in the MMDDYYYY format. The program extracts information for students with the following conditions: ●

Enrolled in the school district on or after this date

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Having records that match the grade levels selected to extract

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Having a date in the District Entry Date field on the Maintenance > Student Enrollment > Demo2 tab in Registration

6. Select Extract District if you want to extract data from all campuses in the district. Leave blank to extract data only for campuses to which you are logged on. 7. The Grade Level fields display only grade levels for the campus to which you are logged on. If you selected Extract District, all grade levels are available. Select the grade level for which you want to extract data. Notes: ●

If you selected Spring TELPAS, grade levels KG-12 are extracted.

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If you selected STAAR Alt, only grade levels 3-11 are extracted. Grade level 12 can be left blank.

8. If you selected Spring TELPAS, the Groupings by Grade Level fields are displayed. For Control Nbr, Class Period, or Nbr Students, select the appropriate grade levels. This creates the class group for the student.

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If grade levels for Control Nbr are selected, the class group will consist of the campus ID, student’s control number, and first 14 characters of the instructor name.

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If grade levels for Class Period are selected, the class group will consist of the campus ID, period, course number, section number, and first nine characters of the instructor name. □

In the Per field, type the period in which the class is taught. The field must be two digits.

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In the Sem field, type the semester in which the class is taught. The field is one digit.

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If grade levels for Nbr Students are selected, the class group will consist of the campus ID, “grd” + grade number, and “group” + group number zero-filled to three digits (e.g., 101grd03group001). In the Nbr field, type the number of students per group. The students will be grouped alphabetically by grade level and campus.

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Only one grouping type can be selected per grade level.

9. If you select Exit Level TAKS, the four Test Format fields are displayed. If the subject was taken online, select the field; if it was taken on paper, leave the field unselected. 10. Click Execute. When the process is complete, a message is displayed asking if you want to print the report.

Click Yes to print the report. The report opens in a new window in landscape orientation.

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Review the report using the following buttons: □

Click

to go to the first page of the report.

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Click

to go back one page.

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Click

to go forward one page.

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Click

to go to the last page of the report.

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Click

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Click to save and print the report in CSV format. This option is not available for all reports.

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to save and print the report in PDF format.

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Click

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to close the report window.

EXPORT DISTRICT COURSE RECORDS The utility creates a text file of district courses that can be imported at campuses that have no district-wide network. Utilities > Export District Course Records

Click Execute. When the process is complete, a message is displayed indicating the file name and number of records written to the file.

IMPORT DISTRICT COURSE RECORDS The utility imports district courses from an exported district course file. Use caution when granting a user rights to this menu item in TxEIS Security Administration. The utility has the following validations: ■

If the new course already exists in the district course file, but is not used by any campuses, the existing record is overwritten.

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If the new course already exists in the district course file, and it is used by any campus, the new record is not written. No changes are made to the existing course.

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If the new course does not already exist in the file, the record is added if it passes validation.

Validation either rejects a record or changes an invalid field to a common entry (e.g., the Role ID field). Records are rejected if they have the following: ■

An invalid course number

■

An invalid TEA service ID

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An invalid Number of Semesters field

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Incompatible Number of Semesters and Exam/Sem Pattern fields

If the record has minor problems, the field is corrected and listed on an error report. Rejected records are also displayed on the error report. Utilities > Import District Course Records

1. Click Browse to locate the file. A dialog box is displayed.

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Click Browse to locate the file. The Choose File to Upload dialog box is displayed.

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Select the file and click Open. The file name contains the county-district number, campus ID, and date.

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The path of the file is displayed in the field.

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Click Submit. The file name is displayed in the File Name field.

2. Click Execute. When the process is complete, a message is displayed indicating that the process is completed. Click OK. If errors are found, an error listing is displayed.

GRADE AVERAGING AND CLASS RANKING The utility calculates grade average and class rank for the current year. The process also updates the student grade averaging record, which is maintained on the Maintenance > Student > Individual Maint > Grade Avg tab. The utility prints the following four reports: ■

A report of the options selected on the page and on the Maintenance > Tables > Campus Control Options page

■

A listing by grade level and class rank

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A listing by the sort order selected

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An error report if errors were encountered

Notes on grade averaging and class ranking: ■

For high school: When high schools run grade averaging and class ranking, credit level H is written to students’ current year grade average rows.

■

For all courses taken at the middle school: When middle schools run grade averaging and class ranking, select No for the H.S. Credit Lvl Courses for Middle School field to include all courses taken at the middle school with credit levels M and H that are eligible for grade averaging. If the grade averaging and class ranking includes all courses taken at the middle school, credit level M is written to the student’s grade average row.

■

For only high school credit level courses taken at the middle school: ●

If the district’s grade averaging policy does not include courses taken at the middle school for high school credit in the high school’s cumulative grade averaging, do not run this option.

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If the H.S. Credit Lvl Courses for Middle School field is set to Yes, the Grade Averaging and Class Ranking utility includes only courses taken for high school credit at the middle school. The credit level H courses taken at middle school are the only courses included in the student’s grade average row.

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Ensure that a common grade average table code is selected for the high school and middle school before running grade averaging for credit level H courses taken at the middle school. Note: If you are running this process at a middle school and the students' next year campuses have not been assigned, when you click Execute an error message will display indicating that the next year campus was not found for some students. Click OK and a report will be generated listing the students who do not have their next year campuses assigned. Next year campus is set in Registration > Utilities > Set NY Campus.

■

For grade point or numeric grade averaging for high school courses taken at the middle school: Before running the utility, it is very important for the middle school to know what type of grade averaging the high school runs. The high school and the middle school may run different types of grade averaging; however, when the middle school runs grade averaging for high school courses only, the middle school must select the type of grade averaging used by the high school to rank its students. When running grade averaging for only high school courses taken at the middle school, the utility uses the grade averaging tables from the student’s next year high school campus for calculations. The high school should inform the middle school of the grade averaging tables it is using. For example, if the high school uses the Grade Averaging tables for ranking, the middle school should select Grade Point Grade Averaging. If the high school uses the Num Grd Avg Operator/Value table for ranking, the middle school should select Numeric Grade Averaging.

■

■

For withdrawn students: ●

If a student is withdrawn and has a withdrawal code that matches the (graduated) withdrawal code entered on the page, this condition overrides the Incl Wdrawn Stu in Avg and Incl Wdrawn Stu in Rank fields on the Maintenance > Tables > Campus Control Options > H Roll & Gr Avg tab, and the qualifying students are included.

●

If a withdrawn student is included in grade averaging and class ranking, the Incl Wd Crs in Rank field on the Maintenance > Tables > Campus Control Options > H Roll & Gr Avg tab is considered. □

If A (Include) is selected, all courses are considered, regardless of withdrawal date.

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If G (If there is a grade) is selected, only withdrawn courses with grades are included.

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If N (Don’t Include) is selected, withdrawn courses are not included.

For four-point average: Four-point average is calculated based on the College 4pt Scale field on the Maintenance > Tables > Campus Control Options page. The four-point average is calculated without weighting. Points are assigned according to the values for the Grade Conversion Information A, B, C, D, and F fields on the Maintenance > Tables > Campus Control Options > Ranges & Conversions tab.

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A = 4 points

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B = 3 points

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C = 2 points

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D = 1 point (if using Ds)

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F = 0 points

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Low grade for average: If a student’s grade is lower than the Low Grade for Average value on the Maintenance > Tables > Campus Control Options > H Roll & Gr Avg tab, the Low Grade for Average value is used in place of the student’s grade.

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Grades used for grade average = final grades: A partial record is used if the following conditions occur: ●

The student is enrolled in part of a course, and no other section exists that would make the course complete.

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The course allows partial credit.

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A final grade exists.

If a student is enrolled in part of a course, and there is another section that would make the course complete, the final from the other section is used. If a student is enrolled in the complete course, but in two sections, both records are used. Utilities > Grade Averaging and Class Ranking

1. Under H.S. Credit Lvl Courses for Middle School, indicate if you want to consider only credit level H courses in the grade averaging and class ranking process. ●

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Select Yes to consider only credit level H courses. An H credit level row is created on the Maintenance > Student > Individual Maint > Grade Avg tab.

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Select No to consider all eligible courses.

2. Under Process, select the type of grade averaging. ●

Select Grade Point Grade Averaging to use the grade averaging tables.

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Select Numeric Grade Averaging to use the numeric grade averaging operator/value tables.

3. From the Sem #/Cyc #, Sem #, and Early Computation Sem #/Cyc # fields, select the semester and cycle you want to process. The fields are enabled according to the Grade Used for Grade Average field on the Maintenance > Tables > Campus Control Options > H Roll & Gr Avg tab. The fields are disabled if the value is F (final grades). ●

Early computation can be used if the Grades Used for Grade Average field is set to S (semester). The grade averaging and class ranking process will use the cycle grade selected in place of the last semester grade.

●

For a four-semester campus with early computation on sem3/cyc1, a course with an exam/semester pattern of 2 uses the cycle 1 grade if the course semester code is 9 (i.e., semesters 1 and 4), and the cycle 2 grade if the semester code is A (i.e., semesters 2 and 4).

4. Under Grade Levels, select one or more grade levels to process. ●

To select consecutive grade levels, press and hold the SHIFT key while selecting a row to start at and then a row to end the selection. All the rows in the sequence are selected.

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To select nonconsecutive grade levels, press and hold the CTRL key while selecting random rows until all rows have been selected.

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Click All Grade Levels to select all listed grade levels.

5. In the Track field, select the track to process, or select A for all tracks. Only valid tracks for the selected campus are displayed in the drop down. 6. In the Report Sort Order field, select the order in which to print the reports. 7. Select Print Credit to print total credits. If selected, only credits for credit level H courses that students took at the middle school for the current school year are printed. 8. Select Verify Course Entry Dates to evaluate the entry date on each grade/course record. If the date on the student record is after the end of the cycle or semester selected, the grade is not included in the average and ranking. 9. If you select Exclude students from ranking if taking a crs that excludes him from HR, the following occurs:

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If the student is taking any courses in which the HRoll Cd field is set to N=Excl Stu on the Maintenance > Master Schedule > District Schedule page, the student is completely excluded from the grade averaging and class ranking process.

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If the student is not taking any courses in which the HRoll Cd is set to N=Excl Stu, but he is taking one or more courses in which the HRoll Cd field is set to E=Excl Crs, the courses are excluded, but the student is still eligible for grade averaging and class ranking.

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10. In the Normal Max field, type the number that is used to flag students with excessive courses. If the course factor is greater than this number, an asterisk (*) prints next to the student’s course factor. The number must be two digits. 11. In the If Graduated WD Students are to be included, enter the WD Cd field, select the withdrawal code if graduated withdrawn students will be included in grade averaging and class ranking. The field overrides the Incl Wdrawn Stu in Avg/Rank field on the Maintenance > Tables > Campus Control Options page. 12. Click Execute. A message is displayed confirming the school year for the grade calculations. ●

Click OK.

●

Click Print to print the report.

Notes: ●

When grade averaging and class ranking includes only courses taken for high school credit at the middle school, credit level H is written to the middle school student’s current grade average row. □

If the middle school student’s next year campus has not been assigned, an error is displayed, and grade averaging and class ranking do not process. A list of students who do not have their next year campus assigned is displayed.

□

If the middle school campus transfers students to two different next year high schools, you cannot specify the type of grade averaging you want to run for each next year campus. If you select Numeric Grade Averaging, the utility will run numeric for both next year campuses, regardless of the student’s next year campus.

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Print the Student Course Information report (SGR1925) to manually balance students’ grade averaging and class ranking for credit level H courses taken at the middle school.

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Print the Grd Avg Info By Student (Info only) report (SGR2070) to see how grade averaging and class ranking calculated credit level H courses taken at the middle school.

CUMULATIVE GRD AVG AND CLASS RANKING The utility uses grade averaging data for multiple years to determine class ranking. It prints the following reports: ■

A report of the options selected on the page and on the Maintenance > Tables > Campus Control Options page

■

A listing by the sort order selected

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Utilities > Cumulative Grd Avg and Class Ranking

1. The School Year field displays the selected school year. 2. The Campus field displays the selected campus. 3. Under Campus Control Information, the following fields are populated with data from the Maintenance > Tables > Campus Control Options > H Roll & Gr Avg tab: ●

The Nbr of Decimal Points field displays the number of places to the right of the decimal point to which grade averages are computed.

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The Grade Avg 4pt Scale field indicates if four-point grade averaging information will print on the report.

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Incl WD Stu in Avg is selected if grade averages are computed for students who withdrew after the first cycle.

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Incl WD Stu in Rank is selected if withdrawn students are included in the class rank.

4. Under Credit Level, select from the following credit levels to be processed: ●

E ( Elementary)

●

M (Middle)

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H (High)

The credit level is established on the Maintenance > Student > Individual Maint > Grade Avg tab. 5. Under Process, select the type of grade averaging. ●

Select Grade Point Grade Averaging to use the grade averaging tables.

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Select Numeric Grade Averaging to use the numeric grade averaging operator/value tables.

6. Under Grades, select one or more grade levels to process.

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To select consecutive grade levels, press and hold the SHIFT key while selecting a row to start at and then a row to end the selection. All the rows in the sequence are selected.

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To select nonconsecutive grade levels, press and hold the CTRL key while selecting random rows until all rows have been selected.

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Click All Grade Levels to select all listed grade levels.

7. Under Other Options, make the following selections: ●

In the Report Sort Order field, select the order in which to print the Grade Averaging Cumulative report.

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Select Print Credit to print total credits.

●

Select Print Detail to print the details for each year selected. Leave blank to print totals only.

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In the If Graduated WD Std are to be included, Enter the WD Code field, select the withdrawal code if graduated withdrawn students will be included in grade averaging and class ranking. The field overrides the Incl Wdrawn Stu in Avg/Rank fields on the Maintenance > Tables > Campus Control Options > H Roll & Gr Avg tab.

8. Click Execute. When the process is finished, the report is displayed. The Cum GPA, Cum Rank, Nbr of Students Ranked, Date Ranking, and Quartile fields are updated on the Maintenance > Student > Individual Maint > Grade Avg tab.

EXPORT CLASS ROSTER The utility exports class roster information to be used by third-party test data analysis tools. The three test data analysis tools supported are ADM (ASE’s Data Management system), AEIS IT (Academic Excellence Indicator System), and TDAS (TAAS Data Disaggregation Program). The file names for the different data analysis tools are as follows: Tool

File Name

ADM

TEACHERS_###.CSV, where ### is the campus to which you are logged on Note: The ADM export file record layout is available in the online Help for this page.

AEIS IT

AEIS_IT_###.TXT, where ### is the campus to which you are logged on Note: The AEIS IT file record layout is available in the online Help for this page.

TDAS

TEACHER_###.TXT, where ### is the campus to which you are logged on Note: The TDAS file record layout is available in the online Help for this page.

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Utilities > Export Class Roster

1. The School Year field displays the ending year of the current school year. This data is from the district control table. 2. The Campus field displays the campus ID and name of the campus to which you are logged on. 3. Under Roster, select the type of test data analysis tool for which you are exporting class roster information. ●

If you select ADM, you can select Exclude withdrawn student to exclude withdrawn students from the export file.

●

If you select a tool other than ADM, the Exclude withdrawn student field is not displayed. Withdrawn students are exported for these tools.

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If you select AEIS IT, the Teacher ID fields are displayed. Select one of the following options to use for the instructor ID: □

Select SSN (default) to use the instructor’s social security number.

□

Select Campus/Instr ID to use the instructor’s campus and ID from Grade Reporting.

□

Select Employee ID to use the employee number from Human Resources.

4. Select All Grade Levels to export data for all grade levels for the campus displayed. Leave blank to export data for specific grade levels. 5. In the Grade Level fields, if All Grade Levels is not selected, select the grade levels for which you want to export data. Only grade levels for the campus to which you are logged on are displayed. 6. Click Create Export.

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When the process is completed, a message is displayed indicating that the export process completed successfully. Click OK.

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If errors are found, a message is displayed asking if you want to print the report. Click Yes to print the report. The report is displayed.

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RESET VALUES The utility allows you to reset instructor or course data. It performs mass update jobs. Note: You should export your database files before running the utility. A message displays a reminder that changes made on the page are permanent. Click OK to continue. Utilities > Reset Values

1. Under Parameters For Reset, select the parameter(s) to reset: ●

If you select Campus, the Campus ID field is displayed allowing you to select the campus to reset. Only campuses to which you have access are listed. If you leave Campus blank, campus 001 is reset.

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If you leave Instructor ID blank, all instructors are reset.

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If you select Instructor ID, the Instr ID field is displayed. Press F2 or click the instructor to reset. The Instructor dialog box is displayed.

□

□

□ ●

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to select

You can search for an instructor by ID and name. ○

In the Code field, type all or part of the instructor ID. For example, you can type 2 to find all instructors whose instructor ID begins with 2. You can type up to three digits.

○

In the name field, type all or part of the instructor’s last name. For example, you can type ma to find all instructors whose last name begins with Ma. You can type up to 50 characters.

Click Search. ○

The instructors who meet the criteria are displayed.

○

If more instructors are retrieved than can be displayed on one page, you can page through the list.

When you locate the instructor you want to retrieve, click the instructor ID. The instructor’s information is displayed in the Instr ID field.

If you leave Course Nbr blank, all courses are reset. If you select Course Nbr, the Course and Sec fields are displayed.

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□

In the Course field, press F2 or click dialog box is displayed.

□

You can search for the course by course number or course title. Enter data in one or both of the following fields:

□

to select the course to reset. The Course

○

In the Code field, type all or part of the course number. For example, you can type 10 to find all course numbers that begin with 10. You can type up to 10 characters.

○

In the description field, type all or part of the course title. For example, you can type bio to find all course titles that begin with bio. You can type up to 20 characters.

Click Search. ○

The courses that meet the criteria are displayed.

○

If more courses are retrieved than can be displayed on one page, you can page through the list.

□

When you locate the course you want to retrieve, click the course number. The course number is displayed in the Course field.

□

In the Sec field, select the section to reset.

2. Under Item to Reset, select Instructor or Course, and then select the item to reset. Notes: ●

If you select Course and Rpt Card Grd Type, the Core Code and Credit Level fields are displayed under Rpt Card Grd Type Course Selection. Select these options for the type of course to reset.

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If Special Consid 2 is reset to a value, and a Special Consid 1 code does not exist, the Special Consid 2 code is displayed as the first special consideration code in the campus master schedule.

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3. Under Values to Reset, select one of the following under From: ●

If you select Specific, a drop down is displayed listing all values for the field you selected to reset. Select the value to reset.

●

If you select All, all values (including blanks) in the field you selected are reset.

●

If you select Blank, only blanks in the field you selected are reset.

4. Under Values to Reset, select one of the following under To: ●

If you select Specific, a drop down is displayed listing all values for the field you selected to reset. Select the new value.

●

If you select Blank, the item you selected to reset is changed to a blank.

5. Ensure that the data entered in the Item To Reset and Values To Reset fields is the data you want to change for the selected campus, instructor, and/or course. 6. Click Reset Values. The Reset Values By Instructor/Course dialog box is displayed. 7. To clear your selections on the page, click Clear. Reset Values By Instructor/Course The dialog box displays the criteria selected for the Reset Values utility. Instructors or courses that meet the criteria are displayed in the Instructors or Courses That Meet Criteria listing.

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Click Print to print a list of the instructors or courses. You can now select the instructors or courses whose records will be reset.

1. Instructors or courses that meet the criteria specified on the Reset Values page are displayed in the left grid under Instructors/Courses That Meet Criteria. To print a list of instructors or courses that meet the criteria, click the Print button displayed on the left. 2. Select the instructors or courses to be reset: ●

Select Select to choose individual instructors or courses.

●

You can click Select All to select all instructors or courses. Or, click Unselect All to unselect all selected instructors or courses.

●

Click >>Select>> to select all instructors or courses to reset.

The selected courses or instructors are displayed in the right grid under Instructors/Courses To Be Reset, and the Print button is enabled. To print a list of courses or instructors for which records will be reset, click the Print button displayed on the right. 3. To remove instructors or courses from Instructors/Courses To Be Reset, select the instructors or courses. ●

Select Select to choose individual instructors or courses.

●

You can click Select All to select all instructors or courses. Or, click Unselect All to unselect all selected instructors or courses.

●

Click Course tab), the record will not be copied.

□

If there are no courses being taught at the To Campus, the table will not be copied.

Master Schedule Campus If you select Master Schedule Campus, the Courses, Sections - Active Meeting Times (Teacher of Record), and Instructors (Needed for Section) fields are selected by default. □

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Select Courses to copy courses from the From Campus to the To Campus. ○

A course must exist at the district level to be copied.

○

If the number of semesters a course is taught exceeds the number of semesters at the To Campus (i.e., the Nbr of Reporting Semesters field on the Maintenance > Tables > Campus Control Options > Parameters tab), the course will not be copied.

○

If the Nbr of Reporting Semesters field is selected on the Maintenance > Tables > Campus Control Options > Parameters tab for the To Campus, and Parameters is selected to copy, the number of semesters at the From Campus will be used.

○

If the system cannot determine the number of semesters offered at the To Campus, the courses will not be copied.

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○ □

If the courses table already exists at the To Campus, the table will not be overwritten.

Select Section to copy sections from the From Campus to the To Campus. ○

Select either Active Meeting Times (Teacher of Record) or Include Withdrawn Meeting Times (Teacher of Record), but not both. If you select Active Meeting Times (Teacher of Record), only the meeting times for the teacher of record without a withdraw date will be copied. If you select Active Meeting Times (Teacher of Record), and all the meeting times for the section are withdrawn, the sections will not be copied. If you select Include Withdrawn Meeting Times (Teacher of Record), all meeting times for the teacher of record will be copied.

○

If the course semester code indicates a semester that is not taught at the To Campus, the section will not be copied. The room, time begin, time end, and lockout code information will be cleared from the To Campus.

○

If the course is not being taught at the To Campus, the section will not be copied.

○

If the system cannot determine the number of semesters offered at the To Campus, the section will not be copied.

○

If the sections table already exists at the To Campus, the table will not be overwritten.

○

The instructor’s entry date for the section meeting time will be validated against the To Campus attendance calendar. If the instructor’s entry date on the meeting time row is before the earliest semester start date in the To Campus attendance calendar(s), the meeting time entry date will be changed to the earliest semester start date on the To Campus calendar(s). If the Instructors option is not selected, the Instructor ID on the meeting time row will not be copied to the To Campus.

□

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The Room, Time Begin, Time End, and Lockout Code data on the section meeting time row are not included when copied to the To Campus.

○

An error report is generated if at least one section entry date changed in a semester.

○

If Include Withdrawn Meeting Times (Teacher of Record) is selected, the program will verify that none of the withdrawal dates are on or before the meeting time entry date. If the withdrawal date is on or before the entry date, the withdrawal date will be changed to the first membership day after the entry date.

Select Instructors (Needed for Section) to copy the instructor table. ○

Do not copy the instructors for the section records unless the instructors at the From Campus are also teaching at the To Campus.

○

If you copy sections and do not copy instructors, the instructor in the meeting time row will be blank.

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○

If the instructor table already exists at the To Campus, the table will not be overwritten.

○

The home room is not copied to the To Campus.

4. Click Copy. A message is displayed indicating that the utility finished copying data.

If errors are encountered, the Print Errors button is displayed. Click Print Errors to view the error report.

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Reports GRADE REPORTING REPORTS Reports > Grade Reporting Reports The Grade Reporting Reports page allows you to view and print reports using Grade Reporting data.

1. Select the report to see the parameter options. 2. Click Run Preview to generate the selected report.

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Note: Parameters in bold type on the parameters page are required. ●

●

●

Review the report using the following buttons: □

Click

to go to the first page of the report.

□

Click

to go back one page.

□

Click

to go forward one page.

□

Click

to go to the last page of the report.

The report can be saved in the following file formats: □

Click

□

Click to save and print the report in CSV format. This option is not available for all reports. When a report is exported to the CSV format, the report headers aren’t included.

to save and print the report in PDF format.

Click Exit to close the report window.

3. Click Clear Options to clear data from the parameter fields. 4. Click Return to Reports to return to the list of available reports. Report ID

Report Name

Report Description

SGR0000

Student Course Enrollment Listing

The report lists students enrolled in the selected courses and their grades in the courses.

SGR0050

District Master List (Grd Rpting)

The report lists every course the district is offering for the school year. The list is sorted by course number. Only district information is displayed. The report can be printed for courses of a specific credit level.

SGR0010

Students Without a Schedule

This report lists students who do not have a schedule for the current year.

SGR0100

Master Schedule (Grd Rpting)

The report prints the master schedule for one campus. The report lists information about courses, course sections, and instructors. The report also indicates if a course is self-paced. The report can be printed for courses of a specific credit level.

SGR0110

Master Schedule PEIMS (Grd Rpting)

The report provides campus-level PEIMS information for previous and current school years. The report can be printed for courses of a specific credit level.

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Report ID

Report Name

Report Description

SGR0120

Master Schedule Sched Info (Grd Rpting)

The report provides campus-level scheduling information for the current school year. The report can be printed for courses of a specific credit level.

SGR0130

Master Sched Section and Grd Rpting Info

The report provides campus-level course section and grade reporting information for the current school year. The report can be printed for courses of a specific credit level and for self-paced courses.

SGR0140

Instructor List (Grd Rpting)

The report lists the grade levels and course sections assigned to instructors for the current school year.

SGR0150

Grade Reporting Tables

The report lists all information in the grade reporting tables.

SGR0151

Grade Reporting Tables (Elementary)

The report lists all information in the elementary grade reporting tables, such as elementary courses and grade conversions.

SGR0200

Course Verification Listing (Grd Rpting)

The report provides information on the options set for each course. The report is for the current year only.

SGR0280

Grade Distribution Report

The report provides counts and percentages of grades, including no grade (N/G), incomplete, and other (blanks). The report can be printed for one campus by instructor, course/section, or grade level. The report excludes nongraded and transfer courses.

SGR0300

Student Counts by Section

The report lists the number of students in each section of a course for each semester. Self-paced courses are indicated. The report is for the current year only.

SGR0350

Student Counts by Teacher

The report provides student counts by instructor and course section. Self-paced courses are indicated. The report is for the current year only.

SGR0400

Class List (Student Demo Info)

The report provides student demographic information for the selected course and semester. Self-paced courses are indicated.

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Report ID

Report Name

Report Description

SGR0450

Attendance Percentage by Course

The report is used to determine if a student meets the 90% attendance rule for awarding or denying credit. For each period, the report displays course, instructor, and attendance information, including the course number and section, total absences, percentage the student was present for the course based on the course entry date, and percentage the student was present for the entire course based on days the course was taught.

SGR0900

Class Rolls (Student Grade Information)

The report lists students by instructor with grades and absences. You can also include self-paced courses, and you can select a specific noncampus-based code. Note: You must run the Compute Attendance in Course Records report (SGR1800) before absences will print on the Class Roles report (SGR0900).

SGR1000

Blank, Failing and Incomplete Grades

The report lists students with blank grades, failing grades, grade I (incomplete), or grade N/G (no grade). You can include selfpaced courses.

SGR1100

Students At Risk for Promotion

The report lists students who are at risk of not being promoted to the next grade level. Early identification of these students allows campus staff to schedule students for an extended year or other special programs.

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■

The report summary provides the student’s demographic information and reason(s) for being listed on the report.

■

The detailed report provides specific information about the reason the student is at risk.

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Grade Reporting

Report ID

Report Name

Report Description

SGR1150

Interim Progress Report (Plain Paper)

The report lists courses and grades for all students or only students with posted grades. You can include self-paced courses. The report is for the current year only. It prints on plain paper. Up to 12 messages from the report card message table for 8½ x 11 forms are displayed after the signature line. The first five comments for each course are also displayed. From the report, you can click View Fail List to view a report of students with one or more failing grades.

SGR1155

Current Cycle Averages From Grade Book

The report prints working cycle averages from txGradebook. The report is for the current year only.

SGR1160

Interim Progress Report from Grade Book

The report lists courses and working cycle averages from txGradebook for all students, only students with posted grades, or students with blank or failing grades. The report is for the current year only. It prints on plain paper with page breaks between each student and has been optimized to display the address in the window of a number 10 envelope. The five comments for each course are displayed. An explanation of the comment codes is displayed after the course information (up to 14). The IPRs can be produced in English and Spanish, as specified for the parent/guardian on the Contact tab in Registration. From the report, you can click View Fail List to view a report of students with one or more failing grades.

SGR1175

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Report Card Proof List

The report provides student grade and attendance information for a selected semester or all semesters.

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Report ID

Report Name

Report Description

SGR1300

Secondary Report Cards (2 Semesters)

The report prints two-semester secondary report cards and includes messages from the Tables > Grade Reporting Tables > Rpt Card Messages tab. You can include selfpaced courses. Two-semester report cards are printed on the laser printer. The report cards can be produced in English and Spanish, as specified for the parent/guardian on the Contact tab in Registration. It has been optimized to display the address in the window of a number 10 envelope.

SGR1350

Secondary Report Cards (4 Semesters)

The report prints four-semester secondary report cards and includes messages from the Rpt Card Messages tab in the grade reporting tables. You can include self-paced courses. Four-semester report cards are printed on the laser printer. The report cards can be produced in English and Spanish, as specified for the parent/guardian on the Contact tab in Registration. Note: For mailing purposes, use a standard number 10 envelope.

SGR1400

Elementary Report Cards

The report produces elementary campus report cards for campuses using elementary grade reporting. The report cards print on a laser printer. They can be printed for one semester/cycle or the entire school year (if you select the last cycle in semester 2). The report cards can be printed for the entire campus, for individual students, or starting with a specific student ID. You can include self-paced courses. Elementary skills-based courses are excluded. The report cards can be produced in English and Spanish, as specified for the parent/guardian on the Contact tab in Registration. An error list is generated if errors are encountered. The list displays warnings about potential conflicts for a student (e.g., no control number; no instructor found for control number; or no grade course records found student ID = ######).

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Report ID

Report Name

Report Description

SGR1401

Elementary Principal’s Proof List

The report displays report card information by grade level or control number. It provides grades and attendance information. The report prints on the laser printer.

SGR1600

Career and Technology Code Verification

The report lists the students enrolled in Career and Technical Education (CTE) courses, equivalent TEA course numbers, and entry and withdrawal dates. It prints an asterisk in the CTE Crd Amt column for students who are ineligible for CTE contact hours. You can run the report for either a semester or an as-of date.

SGR1650

Career and Technology Audit

The report lists all students enrolled in a Career and Technical Education (CTE) course and displays CTE eligibility flags from Registration. The student’s enrollment, special education, and PRS/PEP information is taken from the student record that has the most recent enrollment date for the campus and semester specified.

SGR1800

Compute Attendance in Course Records

The report computes attendance from the Attendance application for grade course records. The report should be run before printing report cards, interim progress reports, and the Blank, Failing and Incomplete Grades report (SGR1000).

SGR1910

Extra Curricular Report

The report lists all students enrolled in a specified extracurricular course. It also displays student schedules, including grades. The report is for the current year only.

SGR1920

Pass/Fail Verification List

The report lists all courses by semester and includes a pass/fail indicator. The report does not display a pass/fail indicator for local courses (i.e., service IDs beginning with 8 or 9).

SGR1925

Student Course Information

The report provides detailed information for each course, including override fields, master schedule information, and whether the course is self-paced.

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Report ID

Report Name

Report Description

SGR1930

Student Schedules (Plain Paper)

The report prints schedules for all students at a campus, one student per page. The report also indicates if a course is selfpaced. Self-paced courses are displayed even if Include Withdrawn Courses = N. The Include Withdrawn Courses parameter has no effect on self-paced courses. The report is for the current year only.

SGR1940

Student Course List

The report lists student courses by period. If a student has more than one course scheduled in a period, multiple courses are displayed. The report also indicates if a course is self-paced. The report is for the current year only.

SGR2001

A/B Honor Roll

The report consists of four reports that list honor roll students by grade level: ■

Students who have all As, As and Bs, or all Bs

■

Students who have all As, or As and Bs

■

Students who have all As only

■

Students who have all Bs only

A cumulative honor roll also can be printed. It lists only students who qualified for honor roll from the beginning of the school year to the specified semester/cycle. SGR2010

220

Numeric Honor Roll

The report lists student grade averages for a specified semester and cycle. The averages are not adjusted according to the honor roll table. Up to four honor rolls can be produced; they are based on the Honor Roll Cutoff Levels fields on the Tables > Campus Control Options > H Roll & Gr Avg tab.

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Report ID

Report Name

Report Description

SGR2020

Grade Point Honor Roll

The report calculates student grade averages for a specific semester or cycle. The honor roll adjusts the student’s course grades according to the honor roll table code associated with the course record or the override code in the student’s grade course record. The adjustments are made according to the values set up in the Maintenance > Tables > Grade Reporting Tables > Honor Roll Table tab. The honor roll can be based on cycle, semester, or final grades. The report is for the current year only. Up to four honor rolls can be produced; they are based on the Honor Roll Cutoff Levels fields on the Maintenance > Tables > Campus Control Options > H Roll & Gr Avg tab.

SGR2030

Rolodex Locator Cards

The program prints 3" x 5" and 4" x 6" Rolodex cards for impact printers. You can also print 3" x 5" Rolodex cards for laser printers. Course sections are displayed only if they are between the Beginning Period and Ending Period established on the Grade Reporting > Maintenance > Tables > Campus Control Options > Parameters tab. The report is for the current year only. Be sure to select the appropriate printer as the default printer.

SGR2046

Invalid Course Sequence Codes

The report lists invalid course sequence codes. It checks the course sequence code against the number of semesters established for the course. The report is for the current year only.

SGR2047

AAR Multi-Year

This is the AAR report. The report displays demographic and grade information for the current school year and prior years. The report includes schools awarding credit and class ranking information. You can also print test scores data.

SGR2048

Summary of Student Credits by Sch Yr

The report lists state, local, and total credits for high school students as of the date on which the report is run.

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Report ID

Report Name

Report Description

SGR2055

Student Schedules

The report prints student schedules for all students at a campus or up to ten students. You can also print schedules for up to three specific control numbers. The report is for the current year only.

SGR2060

Grd Avg and Class Rnk Info ONLY no Update

The report is used to verify grade point, numerical, and four-point grade averaging data, as well as credits and class ranking for the year. The report can be run for the current year, a prior year, or all years. ■

If you type an ending school year, the report generates data for the year if enrollment records exist.

■

If you leave the ending school year blank, the report generates data for all years in which grade averaging data exists.

The report does not perform calculations or updates. Calculations and updates are performed by the Grade Averaging and Class Ranking utility. SGR2070

Grd Avg Info - By Student (Info Only)

The report displays information used in calculating grade average and class rank. The heading of the report shows the value of the Grades Used for Grade Average field on the Maintenance > Tables > Campus Control Options > H Roll & Gr Avg tab. Each grade is listed in the Grade column as it appears in the student’s record. The grade is listed again in the Weighted Value column reflecting its adjusted value after weighting is applied. GA Weight and GA Table are also displayed. The GA Weight is totaled and used as the course factor in calculating the average. This report is strictly for information only and is intended to be used as an aid in interpreting results from the Grade Averaging and Class Ranking utility. The report does not update student grade averaging records.

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Report ID

Report Name

Report Description

SGR2081

Student Grade Labels (#6195)

The report prints labels on form 6195 and displays courses, grades, and instructors. For a four-semester school, the report prints a line that separates semesters 1 and 2 courses from semesters 3 and 4 courses. Form 6195 (Avery 5264 labels) was used to develop the report; however, any compatible label can be used. The labels are 3 1/3" x 4", and there are six per page.

SGR2091

Elementary Grade Labels (#6193)

The report prints labels on form 6193 and displays courses, grades, and instructors. Form 6193 (Xerox 3R5773 labels) was used to develop the report; however, any compatible label can be used. The labels are 4" x 5", and there are four per page. You can also print grades for language arts and core averaging.

SGR2500

Schedule of Classes (Grd Rpting)

The report provides a chart of courses scheduled for the current year and the instructors who are teaching the courses. If the report is printed for all campuses, the maximum number of periods available in the district will print. You can print the report for one campus to obtain specific periods.

SGR2550

Teaching Assignments

The report provides a listing of instructor assignments with dates of assignments and area of responsibility (i.e., service ID). All past, present, and future teaching assignments are included.

SGR2600

Student Grd/Crs Override Proof List

The report displays all AAR use and special course consideration codes on the grade/course records. It also prints GPA override, service ID, and transferred override codes. Self-paced courses are indicated.

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Report ID

Report Name

Report Description

SGR3500

Transfer Course Discrepancy Report

The report is a temporary report that lists duplicate courses that have service ID type PEEQ and AAR Use Code W or P. A second report is also printed that lists duplicate courses that have different course titles, and courses with no local course number. The reports allow the district to identify and delete the duplicate courses from the Maintenance > Student > Individual Maint > Prior Yr Transfer tab.

SGR4500

tx

Gradebook Assignment Audit Report

The report displays data from txGradebook, including categories, assignments, assignment grades, cycle and semester averages, and override grades. The report only lists students who have at least one assignment grade. The report is for the current year only.

SGR4600

tx

Gradebook Disallowed Weight Type

The report provides a list of instructors who are currently using a weighting type for a course section in txGradebook that is not allowed by the campus. The report includes the instructor’s three digit ID, instructor’s full name, disallowed weighting type(s), and the instructor’s course section(s) in which the weighting type is used.

SGR5000

Count of Special Ed Students per Teacher

The report lists counts of special education students per instructor. Additionally, you can include the student's name, grade level, primary disability, and instructional setting details. Speech-only students are not included on the report.

SGR5500

Student Schedule Change Audit Report

The report lists students with a detailed audit log of their current school year schedule changes.

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CREATE GRADE REPORTING REPORT Reports > Create Grade Reporting Report The Create Grade Reporting Report page allows you to create a customized Grade Reporting report and/or a report template for students at one campus or all campuses. The information is taken from the most current student record for the selected school year.

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Grade Reporting

1. The fields are grouped by student table. Select the fields for which you want to print information. You can select an entire group of fields by selecting the group name (e.g., Enroll Tabpage). 2. In the Report Title field, type a title for the report. The title can be up to 50 characters. 3. Under Campus Options, select Campus to print information for the campus to which you are logged on, or select All Campuses to print information for all campuses in the district to which you have access. Note: If you select All Campuses, the campuses that are excluded from district reporting (as indicated in Registration by the Exclude from District Reporting field on the Maintenance > Campus Profile > Campus Information Maintenance > Control Info tab) are not included. However, if you have access to log on to the excluded campus, you can create the report for the campus to which you are logged on. 4. Click Create Report to generate the report. The report displays the selected data. The report heading includes the county-district number, campus ID(s), report title, school year, date and time, page numbers, and record count.

SORTING AND FILTERING Some reports allow you to sort and filter data to make it easier to review or find records in the reports. Sorting You can sort data to make it easier to review or find records in the reports. Reports that can be sorted have a Sort button at the top of the report. 1. Click Sort. The Sort dialog box is displayed.

2. Click Add to add new sorting criteria. A row is displayed in the grid. ●

In the Column field, select a field by which to sort the data.

●

In the Sort Order field, indicate if you want to sort the column in ascending or descending order.

3. To add another row, click Add. Continue adding rows as needed. Sorting is applied in the order in which it was added. 4. To delete a row, select the row, and then click Delete. The row is deleted.

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5. Click Close to close the Sort dialog box, and then click Retrieve to apply the sorting to the report. Filtering When you want to view only certain data, you may find it useful to filter the data in the window. You can use specific criteria to retrieve only the data that you want. Reports that can be filtered have a Filter button at the top of the report. 1. Click Filter. The Filter dialog box is displayed.

The Original Filter Criteria section displays the original filter expression. 2. Click Add to add new filter criteria. A row is displayed in the grid. ●

In the Column field, select a field by which to filter the data.

●

In the Operator field, select an operator (e.g., Equals and Greater Than).

●

In the Value field, type the value. Note: When filtering report data by date, you must use the following formats: □

If the date is displayed in the MM/DD/YYYY format, the filter value must be in the YYYYMMDD format.

□

If the date is displayed in the MM/YYYY format, the filter value must be in the YYYYMM format.

□

If the date is displayed in the MM/YY format, the filter value must be in the YYMM format.

3. In the Logical field, indicate if you want to add another criteria with an operator (i.e., And or Or). Then, click Add to add another row. 4. To add another row, click Add. Continue adding rows as needed. 5. To delete a row, select the row, and then click Delete. The row is deleted. 6. Click Close to close the Filter dialog box, and then click Retrieve to apply the filtering to the report.

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Checklists DISTRICT AND CAMPUS SETUP Step

Task

Page

Set up district-level grade reporting options. Indicate the number of semesters for the current school year.

Grade Reporting > Maintenance > Tables > District Control Table > District Parameters

For the STAAR Alternate and STAAR Modified tests, indicate the subjects that you want to exclude from the EOC 15% calculations, if applicable.

Grade Reporting > Maintenance > Tables > District Control Table > District EOC Exclusion by Subject

Create the EOC tables that will be used to determine how the EOC assessment score is converted to a grade on a 100-point scale.

Grade Reporting > Maintenance > Tables > District Control Table > EOC Conversion Table

■

Retrieve the table you want to update.

■

Enter the conversion grades that will correspond to each Raw Score field.

Set up campus-level grade reporting options. Set the campus grade reporting options for the current year.

TxEIS

■

Current semester and cycle

■

Low and high grade levels

■

Type of grading used at the campus (alpha or numeric)

■

Beginning and ending periods

■

Number of semesters and cycles

■

Cycle end dates for each track

Grade Reporting > Maintenance > Tables > Campus Control Options > Parameters

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Set the campus options for ranges and conversions. ■

Highest and lowest cycle grades allowed at the campus.

■

Highest and lowest exam grades allowed at the campus.

■

Highest non-passing grade

Grade Reporting > Maintenance > Tables > Campus Control Options > Ranges & Conversions

Numeric grade conversions for alphabetic grades Set options for how grades are computed at the campus. ■

Grading concept (whether credits are awarded based on the final grade, semester grade, or both)

■

Whether the semester exam should be weighted equally with the cycle grades when computing the semester average

Grade Reporting > Maintenance > Tables > Campus Control Options > Computation

Other options, which are covered in the online Help Set honor roll and grade averaging information for the campus. ■

Eligibility

■

Honor roll report settings

Grade Reporting > Maintenance > Tables > Campus Control Options > H Roll & Gr Avg

Grade averaging settings Set options for printing report cards and Academic Achievement Records (AARs).

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Grade Reporting > Maintenance > Tables > Campus Control Options > Print Options

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Step

Grade Reporting

Task

Page

Set options for posting grades and attendance. ■

Whether cycle and/or semester grades can be posted from an external grade book program

■

Whether exam grades are expected

■

Whether exempt semester exam grades are allowed

■

Auto citizenship grades

■

Whether attendance can be posted from an external grade book program

■

Other options, which are covered in the online Help

Set options for end-of-course (EOC) tests. ■

Weighting for each test

■

Rules for including EOC tests in grade averaging and class rank

■

Rules for calculating the 15% method

Set up the district master schedule, which contains all the courses offered within the district. Add, modify, and delete courses as needed.

Grade Reporting > Maintenance > Tables > Campus Control Options > Posting

Grade Reporting > Maintenance > Tables > Campus Control Options > End-of-Course (EOC) Percent Calc

Grade Reporting > Maintenance > Master Schedule > District Schedule

Set up the campus master schedule, which contains all the courses offered at each campus. Select the courses from the district master schedule which will be offered at the campus.

Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Course Selection

Modify the campus course records as needed.

Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Course

Add sections for each course offered at the campus.

Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Section

Add, modify, and delete instructor records for the campus as needed.

Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Instructor

Set up course types for the campus, such as Regular, Honors, AP, etc.

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Grade Reporting > Maintenance > Tables > Course Type

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Step

Task

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Set up tables that indicate how grades are adjusted for each course type (e.g., Regular, Honors, AP, etc). For each course type, indicate how adjustments will be made when numeric averages are computed to determine class rank.

Grade Reporting > Maintenance > Tables > Grade Reporting Tables > Num Grade Avg Operator/Value

For each course type, indicate how adjustments are made to grades when grade point averages are computed to determine class rank.

Grade Reporting > Maintenance > Tables > Grade Reporting Tables > Grade Averaging Table

For each course type, indicate how adjustments are made to grades when determining the honor roll.

Grade Reporting > Maintenance > Tables > Grade Reporting Tables > Honor Roll Table

Set up message and comment codes that will be printed on student report cards and interim progress reports (IPRs). Set up instructor comments for student report cards (SGR1300, SGR1350, and SGR1400) and IPRs (SGR1160).

Grade Reporting > Maintenance > Tables > Grade Reporting Tables > Rpt Card Comments

Set up administrator messages that will print on secondary report cards (SGR1300 and SGR1350) and IPRs (SGR1160).

Grade Reporting > Maintenance > Tables > Grade Reporting Tables > Rpt Card Messages

Set up administrator messages that will print on elementary report cards (SGR1400) and IPRs (SGR1160).

Grade Reporting > Maintenance > Tables > Grade Reporting Tables > Rpt Card Msg Elementary

Run the Grade Reporting Tables report which lists all information in the grade reporting tables. Verify that all information is accurate.

Grade Reporting > Reports > Grade Reporting Reports > SGR0150 - Grade Reporting Tables

Set up the district-level options for txGradebook.

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Step

Grade Reporting

Task

Page

Set the district-level settings for tx Gradebook. ■

Number of days until user passwords expire

■

Enable/disable txGradebook for all campuses

■

Web address at which student photographs are stored

■

District-wide message to be displayed on the txGradebook Announcements page

Grade Reporting > Maintenance > Gradebook Options > District > Options

Create a list of questions to be used to verify an instructor’s identity if the instructor needs to reset his password.

Grade Reporting > Maintenance > Gradebook Options > District > Hint Questions

Set up district-level administrative users who can access, change, or inquire about instructor grade book data at any campus.

Grade Reporting > Maintenance > Gradebook Options > District > Administrative Users

■

Type of user (Inquiry only or Maintenance)

■

Access to run group reports

For districts that offer the standards-based grading concept in txGradebook, set up the conversion tables, standards, and courses. Set up conversion tables to be used for standards-based grading in txGradebook.

Grade Reporting > Maintenance > Gradebook Options > District > Stds-Based Conv Tbl

Set up district-wide standard sets and standards to be used in the district.

Grade Reporting > Maintenance > Gradebook Options > District > Stds-Based Grd Standards

Assign standard-sets to courses.

Grade Reporting > Maintenance > Gradebook Options > District > Stds-Based Crs Setup

Note: Once the standards-based course setup is complete in TxEIS, the Usage Indicator field on the Admin Standards-Based Courses page in txGradebook must be set to SBG indicating that the course uses standards-based grading and has scores.

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Gradebook > Admin > Admin StandardsBased Courses

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Step

Task

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Set up the campus-level options for txGradebook. Set the campus-level settings for tx Gradebook. ■

Allow attendance posting, grades posting, or both.

■

Allow instructors to add categories, submit discipline referrals, use rubrics, and more.

■

Open/close grade posting.

■

Specify weighting types allowed at the campus.

■

Specify the special program information to display to instructors in txGradebook.

■

Set options for campuses that use standards-based grading.

■

Set the campus-wide message to be displayed on the txGradebook Announcements page.

Update instructor profiles as needed. ■

Security profile status

■

Type of user (access level)

■

Access to create student groups

Establish categories that instructors can use when adding assignments in tx Gradebook (e.g., Tests, Homework, and Labs). ■

Set a default percent weight.

■

Lock the default percent weight.

■

Select weighting type.

Set up campus-level administrative users who can access, change, or inquire about instructor grade book data at their campus.

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■

Type of user (inquiry, maintenance, or discipline only)

■

Status (active, inactive, or reset)

■

Access to run group reports

Grade Reporting > Maintenance > Gradebook Options > Campus > Options

Grade Reporting > Maintenance > Gradebook Options > Campus > Teacher Profiles

Grade Reporting > Maintenance > Gradebook Options > Campus > Categories

Grade Reporting > Maintenance > Gradebook Options > Campus > Administrative Users

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ELEMENTARY CAMPUSES BEGINNING OF THE YEAR SETUP The following steps should be completed before or at the beginning of the school year for twosemester/six-week and two-semester/nine-week elementary campuses. Step

Task

Page

In the district master schedule, verify the settings of the following fields for all elementary courses:

Grade Reporting > Maintenance > Master Schedule > District Schedule

■

Graded Crs

■

Credit Level (must be set to E)

■

Core Crs

■

ELA Wgt

■

Auto Grade

Set up the elementary grade reporting tables for each elementary campus. Set up grade calculation information by grade level. ■

If semester average is computed

■

If cumulative YTD average is computed

■

If exam grade is included in semester average

■

Exam weighting

Set up elementary courses by grade level.

TxEIS

■

Select elementary courses (Credit Level field = E) from the district master schedule for each grade level.

■

Set the period and meeting days for each course.

Grade Reporting > Maintenance >Tables > Elementary > Elem Grade

Grade Reporting > Maintenance >Tables > Elementary > Elem Courses

Set up numeric grade conversions for alpha grades in core course.

Grade Reporting > Maintenance > Tables > Elementary > Core Grd Cvsn

Set up numeric grade conversions for alpha grades in noncore course.

Grade Reporting > Maintenance > Tables > Elementary > Noncore Grd Cvsn

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Select the elementary campus courses (Credit level = Elementary) from the district master schedule.

Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Course Selection

Verify the setting of the Rpt Card Grd Type field for each elementary course in the campus master schedule.

Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Course

Verify the Elementary Grade and Section fields for each elementary instructor in the campus master schedule.

Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Instructor

Return to the Elem Courses tab and verify that the elementary course tables are set correctly for all grade levels.

Grade Reporting > Maintenance >Tables > Elementary > Elem Courses

Assign control numbers to elementary students. Control numbers can be assigned by grade level, by student, or by period.

Grade Reporting > Utilities > Assign Control Numbers

Build the new course sections for elementary instructors. Select the Delete/Rebuild Existing Elem Sections option.

Grade Reporting > Utilities > Elem Scheduling > Delete/Rebuild Master Schedule

Run the Teaching Assignments report to verify instructor schedules. Verify that all data is accurate.

Grade Reporting > Reports > Grade Reporting Reports > SGR2550 - Teaching Assignments

Build schedules for all elementary students by grade level.

Grade Reporting > Utilities > Elem Scheduling > Delete/Rebuild Student Schedules From Table

Run the following Grade Reporting reports to verify that student schedules and sections are balanced. Verify that all data is accurate.

Grade Reporting > Reports > Grade Reporting Reports

SGR0100 - Master Schedule (Grd Rpting) SGR0300 - Student Counts by Section SGR1930 - Student Schedules (Plain Paper)

Grade Reporting > Reports > Grade Reporting Reports

SGR1940 - Student Course List

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SGR2055 - Student Schedules

GRADING CYCLE The following steps should be completed at the beginning, midpoint, and end of each grading cycle for elementary campuses. Step

Task

Page

At the beginning of each grading cycle, verify that the message and comment codes for student report cards and interim progress reports (IPRs) are set correctly. Verify/update instructor comments for student report cards (SGR1400) and IPRs (SGR1160).

Grade Reporting > Maintenance > Tables > Grade Reporting Tables > Rpt Card Comments

Verify/update administrator messages that will print on elementary report cards (SGR1400) and IPRs (SGR1160).

Grade Reporting > Maintenance > Tables > Grade Reporting Tables > Rpt Card Msg Elementary

At the midpoint of each grading cycle, the following steps should be performed. Run the Compute Attendance in Course Records report which computes attendance data for grade course records and posts absences. This report should be run before printing IPRs to ensure that correct attendance data is printed on the IPRs.

Grade Reporting > Reports > Grade Reporting Reports > SGR1800 - Compute Attendance in Course Records

Print interim progress reports.

Grade Reporting > Reports > Grade Reporting Reports > SGR1160 - Interim Progress Report from Grade Book

At the end of each grading cycle, the following steps should be performed.

TxEIS

Verify that the Current Semester and Current Cycle fields are set properly.

Grade Reporting > Maintenance > Tables > Campus Control Options > Parameters

Set the Open for Grade Posting field to open in order to allow instructors to post grades. Notify instructors that grades should be posted.

Grade Reporting > Maintenance > Gradebook Options > Options

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Page

Run the Teacher Posting Status report to identify any instructor who have not marked their courses as ready to post.

Grade Reporting > Maintenance > Teacher Posting Status

Select the current semester and cycle, and set the Status Type field to Not Ready to Post. Notify any instructors on the report that they must mark their grades as ready to post. Once all instructors have marked their grades as ready to post for all course sections, run the Grade Posting From TxEIS txGradebook utility to post the cycle grades.

Grade Reporting > Utilities > Grade Posting From TxEIS txGradebook

Review the Error List and Fail List if generated, and address any issues. If instructors submit cycle grade changes after the Grade Posting From TxEIS txGradebook utility has been run, you can enter the changes on the Grd Update tab.

Grade Reporting > Maintenance > Student > Individual Maint > Grd Update

Run the Compute Attendance in Course Records report which computes attendance data for grade course records and posts absences. This report should be run before printing report cards to ensure that correct attendance data is printed on report cards.

Grade Reporting > Reports > Grade Reporting Reports > SGR1800 - Compute Attendance in Course Records

Print report cards.

Grade Reporting > Reports > Grade Reporting Reports > SGR1400 Elementary Report Cards

Print the end-of-cycle reports.

Grade Reporting > Reports > Grade Reporting Reports

SGR0900 - Class Rolls (Student Grade Information) SGR1000 - Blank, Failing and Incomplete Grades

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Task

Page SGR1401 - Elementary Principal’s Proof List SGR0280 - Grade Distribution Report SGR2001 - A/B Honor Roll

END-OF-SEMESTER The following steps should be completed at the end of each semester for elementary campuses. Step

Task

Page

Indicate if semester exams are included in the semester average. Set the Include Exam in Semester Average field to indicate if semester exams are included in the semester average.

Grade Reporting > Maintenance > Tables > Campus Control Options > Computation

Select Allow Cycle Grade if cycle grades will be posted from tx Gradebook or external grade book files.

Grade Reporting > Maintenance > Tables > Campus Control Options > Posting

Select Expect Exam Grade if exam grades are expected from tx Gradebook or external grade book files.

Grade Reporting > Maintenance > Tables > Campus Control Options > Posting

If semester exams are included in the semester average, verify that the following fields are set correctly: ■

Comp Sem Avg

■

Incl Exam

■

Exam Wgt

■

Tot Wgt

Grade Reporting > Maintenance > Tables > Elementary > Elem Grade

Complete all steps listed previously that are required at the end of each cycle for elementary campuses.

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END-OF-YEAR The following steps should be completed at the end of each school year for elementary campuses. Step

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Complete all end-of-cycle and end-of-semester steps listed previously for elementary campuses. Calculate and assign semester grades and final (year-to-date cumulative) grades for elementary grade levels for the last semester and cycle of the school year.

Grade Reporting > Utilities > Grade Computation Elementary

Assign pass/fail indicators to students (i.e., to populate the Pass/Fail field on the Maintenance > Student > Individual Maint > Grd/Crs Maint tab).

Grade Reporting > Utilities > Assign Pass Fail Indicators

Run the Compute Attendance in Course Records report, which computes attendance data for grade course records and posts absences. This report should be run before printing report cards to ensure that correct attendance data is printed on report cards.

Grade Reporting > Reports > Grade Reporting Reports > SGR1800 - Compute Attendance in Course Records

Print report cards.

Grade Reporting > Reports > Grade Reporting Reports > SGR1400 Elementary Report Cards

Note: Be sure to set the Print Promoted/Retained Msg parameter to Y at the end of the school year, in order to print the promoted or retained message on the report card according to the student’s year-end-status code. Run the end-of-year reports.

Grade Reporting > Reports > Grade Reporting Reports

SGR1920 - Pass/Fail Verification List SGR2091 - Elementary Grade Labels (#6193)

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SECONDARY CAMPUSES BEGINNING OF THE YEAR SETUP The following steps should be completed before or at the beginning of the school year for twosemester/six-week, two-semester/nine-week, and four-semester secondary campuses. Step

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In the district master schedule, verify the settings of the following fields for all secondary courses:

Grade Reporting > Maintenance > Master Schedule > District Schedule

■

Graded Crs

■

Self Paced

■

Under Credits: (Total Credits, Allow Part Credit, AAR Use, Spc Cons, and Credit Seq)

■

Under Elem/Misc: (Exam/Sem Pat)

■

Under PEIMS: (CTE Hrs and Course Sequence)

■

All fields under HR/GPA

Select the secondary campus courses (Credit level = Middle/High) from the district master schedule.

Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Course Selection

Verify the setting of the Rpt Card Grd Type field for each secondary course in the campus master schedule.

Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Course

Verify the following settings for each course section:

Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Section

■

The Lock and Non Campus Based fields

■

The Dual Crdt CD and Adv Tech Crdt CD fields for each secondary course section in the campus master schedule.

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GRADING CYCLE The following steps should be completed at the beginning, midpoint, and end of each grading cycle for secondary campuses. Step

Task

Page

At the beginning of each grading cycle, verify that the message and comment codes for student report cards and interim progress reports (IPRs) are set correctly. Verify/update instructor comments for student report cards (SGR1300 and SGR1350) and IPRs (SGR1160).

Grade Reporting > Maintenance > Tables > Grade Reporting Tables > Rpt Card Comments

Set up administrator messages that will print on secondary report cards (SGR1300 and SGR1350) and IPRs (SGR1160).

Grade Reporting > Maintenance > Tables > Grade Reporting Tables > Rpt Card Messages

At the midpoint of each grading cycle, the following steps should be performed. At the midpoint of each grading cycle, print interim progress reports.

Grade Reporting > Reports > Grade Reporting Reports > SGR1160 - Interim Progress Report from Grade Book

Run the Compute Attendance in Course Records report which computes attendance data for grade course records and posts absences. This report should be run before printing report cards to ensure that correct attendance data is printed on report cards.

Grade Reporting > Reports > Grade Reporting Reports > SGR1800 - Compute Attendance in Course Records

At the end of each grading cycle, the following steps should be performed.

242

Verify that the Current Semester and Current Cycle fields are set properly.

Grade Reporting > Maintenance > Tables > Campus Control Options > Parameters

Set the Open for Grade Posting field to open in order to allow instructors to post grades. Notify instructors that grades should be posted.

Grade Reporting > Maintenance > Gradebook Options > Options

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Run the Teacher Posting Status report to identify any instructors who have not marked their courses as ready to post. Select the current semester and cycle, and set the Status Type field to Not Ready to Post.

Grade Reporting > Maintenance > Teacher Posting Status

Grade Reporting > Maintenance > Teacher Posting Status

Notify any instructors on the report that they must mark their grades as ready to post. Once all instructors have marked their grades as ready to post for all course sections, run the Grade Posting From TxEIS txGradebook utility to post the cycle grades.

Grade Reporting > Utilities > Grade Posting From TxEIS txGradebook

Review the Error List and Fail List if generated, and address any issues. If instructors submit cycle grade changes after the Grade Posting From TxEIS txGradebook utility has been run, you can enter the changes on the Grd Update tab.

Grade Reporting > Maintenance > Student > Individual Maint > Grd Update

Run the Compute Attendance in Course Records report which computes attendance data for grade course records and posts absences. This report should be run before printing report cards to ensure that correct attendance data is printed on report cards.

Grade Reporting > Reports > Grade Reporting Reports > SGR1800 - Compute Attendance in Course Records

Print report cards.

For 2-semester campuses: Grade Reporting > Reports > Grade Reporting Reports > SGR1300 Secondary Report Cards (2 Semesters) For 4-semester campuses: Grade Reporting > Reports > Grade Reporting Reports > SGR1350 Secondary Report Cards (4 Semesters)

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Print the end-of-cycle reports.

Grade Reporting > Reports > Grade Reporting Reports

SGR0900 - Class Rolls (Student Grade Information) SGR1000 - Blank, Failing and Incomplete Grades

Grade Reporting > Reports > Grade Reporting Reports

SGR1155 - Current Cycle Averages From Grade Book SGR1175 - Report Card Proof List SGR0280 - Grade Distribution Report SGR2001 - A/B Honor Roll SGR2010 - Numeric Honor Roll SGR2020 - Grade Point Honor Roll

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END-OF-SEMESTER The following steps should be completed at the end of each semester for secondary campuses. Step

Task

Page

Complete the steps listed previously that are required at the end of each cycle for secondary campuses - up to the posting grades step. Before posting grades, indicate if semester exams are included in the semester average. Set the Include Exam in Semester Average field to indicate if semester exams are included in the semester average.

Grade Reporting > Maintenance > Tables > Campus Control Options > Computation

Select Allow Semester Grade if cycle grades will be posted from tx Gradebook or external grade book files.

Grade Reporting > Maintenance > Tables > Campus Control Options > Posting

Select Expect Exam Grade if exam grades are expected from tx Gradebook or external grade book files.

Grade Reporting > Maintenance > Tables > Campus Control Options > Posting

Select Allow Exempt Exam if E is a valid grade for the semester exam for exempt students.

Grade Reporting > Maintenance > Tables > Campus Control Options > Posting

If semester exams are included in the semester average, verify that the following fields are set correctly: ■

Exam Weight Equal

■

Total Weight

■

Exam Weight

Once all instructors have marked their grades as ready to post for all course sections, run the Grade Posting From TxEIS txGradebook utility to post the cycle grades.

Grade Reporting > Maintenance > Tables > Campus Control Options > Computation

Grade Reporting > Utilities > Grade Posting From TxEIS txGradebook

Review the Error List and Fail List if generated, and address any issues.

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If instructors submit semester grade changes after the Grade Posting From TxEIS txGradebook utility has been run, you can enter the changes on the Grd Update tab.

Grade Reporting > Maintenance > Student > Individual Maint > Grd Update

Run the Compute Attendance in Course Records report, which computes attendance data for grade course records and posts absences. This report should be run before printing report cards and class roles to ensure that correct attendance data is printed on report cards.

Grade Reporting > Reports > Grade Reporting Reports > SGR1800 - Compute Attendance in Course Records

Run the Class Rolls (Student Grade Information) report, and distribute the report to the instructors. The instructors should review the report to verify the accuracy of the posted grades; any changes should be turned into the office.

Grade Reporting > Reports > Grade Reporting Reports > SGR0900 - Class Rolls (Student Grade Information)

Run the Attendance Percentage by Course report to determine if any students do not meet the 90% rule for awarding credit.

Grade Reporting > Reports > Grade Reporting Reports > SGR0450 Attendance Percentage by Course

Identify any students who may not Grade Reporting > Maintenance > Student receive credit due to excessive absences > Individual Maint > Grd Update (i.e., not meeting the 90% rule) by typing NC in the Crdt field for the appropriate course and semester. Run the Grade Computation and Credit Assignment utility. If the campus is not using txGradebook, select Compute Semester Average. Otherwise, the semester average is computed by tx Gradebook.

Grade Reporting > Utilities > Grade Computation and Credit Assignment

If an error report is generated, review and correct the errors, and then run the utility again. Repeat this until no errors are generated.

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Task

Page

Once you have verified that all grades and credits are as accurate as possible, print the report cards.

For 2-semester campuses: Grade Reporting > Reports > Grade Reporting Reports > SGR1300 Secondary Report Cards (2 Semesters) For 4-semester campuses: Grade Reporting > Reports > Grade Reporting Reports > SGR1350 Secondary Report Cards (4 Semesters)

If the campus performs class ranking at the end of the semester, verify the setting of all Grade Averaging Information fields before running the class ranking utility.

Grade Reporting > Maintenance > Tables > Campus Control Options > H Roll & Gr Avg

Run the Student Grd/Crs Override Proof List report, and verify that all students’ GPA Override codes are correct. Correct any inaccurate data before running the class ranking utility.

Grade Reporting > Reports > Grade Reporting Reports > SGR2600 - Student Grd/Crs Override Proof List

Verify that all semester grades have been entered. Any blank semester averages will count as zero in the grade averaging calculations. Run the Grade Averaging and Class Ranking utility for the semester completed. Verify the setting of the Process fields (i.e., select Numeric Grade Averaging or Grade Point Grade Averaging). Determine which process will be used for ranking, and run that type of grade averaging last.

TxEIS

Grade Reporting > Utilities > Grade Averaging and Class Ranking

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Middle school campuses: If the high school includes courses taken at the middle school for high school credit in the GPA, the middle school may run the utility twice: once for the H credit level GPA row, and again for the M credit level GPA row. To include the H row for middle school students, the middle school will set the H.S. Credit Lvl Courses for Middle School field to Yes. Before running the utility with the H.S. Credit Level Grade Averaging field set to Yes, the middle school must assign next year campus numbers to the grade levels taking high school-credit courses, since the utility will use the high school grade averaging tables.

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Task

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High school campuses: Depending on the end-of-course (EOC) calculation method selected in the EOC Exam 15% Method field on Maintenance > Tables > Campus Control Options > EOC Percent Calc, it may be necessary to run the utility for 11th and 12th grade students using semester grades for grade averaging.

Grade Reporting > Utilities > Grade Averaging and Class Ranking

If Final Option 1 or 2 is selected, it may be necessary to run grade averaging using final grades for the 9th and 10th grade student grade averaging in order to use the EOC grades in grade averaging. ■

Two-semester campus should run the utility for semester 1.

■

Four-semester campuses should run the utility for semesters 1 and 2, which will include onesemester courses completed in semester 1. If the campus uses exam semester pattern 1, it will also include semester 1 averages.

Run the Cumulative Grade Averaging and Class Ranking utility to determine the grade average and rank which will print on the student’s Academic Achievement Record (AAR). You must set the Process field to the same type of grade averaging used to calculate the current year grade averaging rank (i.e., Numeric Grade Averaging or Grade Point Grade Averaging).

Grade Reporting > Utilities > Cumulative Grade Averaging and Class Ranking

Note that middle school campuses that run the Grade Averaging and Class Ranking utility can also run the Cumulative Grade Averaging and Class Ranking utility. Counselors should calculate the top ten students by hand and verify that they match the GPAs calculated by the TxEIS program.

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Step

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Task

Page

Run the end-of-semester reports.

Grade Reporting > Reports > Grade Reporting Reports

SGR1175 - Report Card Proof List SGR0900 - Class Rolls (Student Grade Information) SGR1000 - Blank, Failing and Incomplete Grades SGR0280 - Grade Distribution Report SGR2001 - A/B Honor Roll SGR2010 - Numeric Honor Roll SGR2020 - Grade Point Honor Roll SGR2047 - AAR Multi-Year

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END-OF-YEAR The following steps should be completed at the end of the school year for secondary campuses. Step

Task

Page

Complete the steps listed previously that are required at the end of each semester for secondary campuses - up to the grade averaging step. Exception: Many high school campuses post grades from txGradebook for seniors before the end of the semester to identify the Valedictorian and the Salutatorian. ■

Two-semester campuses usually post grades for seniors at the end of the fifth sixweek cycle or at the end of the third nine-week cycle.

■

Four-semester campuses usually post grades for seniors at the third semester cycle when grades are completed.

The Post Senior (12th grade) students only field on the Grade Posting from txGradebook utility page allows you to post grades for seniors only. Next, run the Grade Averaging and Class Ranking utility for seniors only. Then, run the Cumulative Grade Averaging and Class Ranking utility for seniors only. It is recommended that the counselors calculate the GPA by hand for the top ten seniors before identifying the Valedictorian and the Salutatorian. Run the Student Grd/Crs Override Proof List report, and verify that all students’ GPA Override codes are correct for both semesters. Correct any inaccurate data before running the class ranking utility.

Grade Reporting > Reports > Grade Reporting Reports > SGR2600 - Student Grd/Crs Override Proof List

Verify that all semester grades have been entered. Any blank semester averages will count as zero in the grade averaging calculations. Run the Grade Averaging and Class Ranking utility for all non-seniors (if the utility has already been run for seniors).

Grade Reporting > Utilities > Grade Averaging and Class Ranking

Verify the setting of the Process fields (i.e., select Numeric Grade Averaging or Grade Point Grade Averaging). Determine which process will be used for ranking, and run that type of grade averaging last.

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High school campuses: ■

Two-semester campuses should select semester 1 and semester 2.

■

Four-semester campuses should select all four semesters to ensure that any onesemester courses taken during any of the semesters are included.

Grade Reporting > Utilities > Grade Averaging and Class Ranking

Middle school campuses: If the high school includes courses taken at the middle school for high school credit in the GPA, the middle school may run the utility twice: once for the H credit level GPA row, and again for the M credit level GPA row. To include the H row for middle school students, the middle school will set the H.S. Credit Lvl Courses for Middle School field to Yes. Before running the utility with the H.S. Credit Level Grade Averaging field set to Yes, the middle school must assign next year campus numbers to the grade levels taking high school-credit courses, since the utility will use the high school grade averaging tables.

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Step

Grade Reporting

Task

Page

Run the Cumulative Grade Averaging and Class Ranking utility to determine the grade average and rank which will print on the student’s Academic Achievement Record (AAR). You must set the Process field to the same type of grade averaging used to calculate the current year grade averaging rank (i.e., Numeric Grade Averaging or Grade Point Grade Averaging).

Grade Reporting > Utilities > Cumulative Grade Averaging and Class Ranking

Note that middle school campuses that run the Grade Averaging and Class Ranking utility can also run the Cumulative Grade Averaging and Class Ranking utility. Counselors should calculate the top ten students by hand and verify that they match the GPAs calculated by the TxEIS program. Run the end-of-year reports.

Grade Reporting > Reports > Grade Reporting Reports

SGR1175 - Report Card Proof List SGR0900 - Class Rolls (Student Grade Information) SGR1000 - Blank, Failing and Incomplete Grades SGR0280 - Grade Distribution Report SGR2001 - A/B Honor Roll SGR2010 - Numeric Honor Roll SGR2020 - Grade Point Honor Roll SGR2047 - AAR Multi-Year

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Run the txGradebook Assignment Audit report at the end of the school year by campus. This report serves as the campus’s permanent record for tx Gradebook, and it must be kept for one year. It is recommended that you generate the report and save it as a PDF file, since the report may be too large to print.

Grade Reporting > Reports > Grade Reporting Reports > SGR4500 txGradebook Assignment Audit Report

Assign pass/fail indicators to students for all semesters (i.e., to populate the Pass/Fail field on the Maintenance > Student > Individual Maint > Grd/Crs Maint tab). This utility must be run prior to running the Course Completion extract for the summer PEIMS submission.

Grade Reporting > Utilities > Assign Pass Fail Indicators

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Grade Reporting

Appendix REGISTRATION FIELDS NECESSARY FOR PRECODE EXTRACTS. The Online STAAR/TAKS EOC and STAAR/TAKS Precoding extracts require that you have completed certain fields in Registration to extract students taking particular types of exams.

ONLINE STAAR/TAKS EOC This utility does not look at code T STAAR-Alt. It only creates records for students taking courses that are coded as STAAR EOC based on the Service ID of the course. Precode records for alternate EOC tests are created using STAAR/TAKS Precoding Extract with STAAR-Alt selected.

TA K S ■

Demo1: Grade must be from 9 to 12. Note: If the student is in grade 9, then Dt Entry 9th Grd on Demo2 must be blank or less than 07/01/2011.

■

Demo3: STAAR/TAKS Ind must be set to TAKS.

STAAR ■

Demo1: Grade is from 6 to 12. Note: If the student is in grade 10 to 12, then DT Entry 9th Grd on Demo2 must be on or after 07/01/2011. It cannot be blank for these grades.

■

Demo3: STAAR/TAKS Ind must be set to STAAR. Note: Even if all the subjects under Precoding STAAR Status are selected as T: STAAR Alt, the student will be extracted for STAAR EOC if at least one of the classes he is taking is EOC.

FIELD TEST (TAKS STUDENTS TAKING THE STAAR TEST) ■

Demo1: Grade is from 9 to 12. Note: If the student is in grade 9, then Dt Entry 9th Grd on Demo2 must be blank or less than 07/01/2011.

■

Demo3: STAAR/TAKS Ind must be set to TAKS.

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LEP VERSIONS ■

Demo3: Precoding STAAR/TAKS Status: ●

For the student to receive the LEP version of Algebra 1, Math must be set to L: LEP Exempt.

●

For the student to receive the LEP version of Biology, Science must be set to L: LEP Exempt.

●

For the student to receive the LEP version of US History, Social Studies must be set to L: LEP Exempt.

●

Engl Lang and Writing are not applicable because there are no LEP versions of English I or English II.

STAAR/TAKS PRECODING EXTRACT SPRING TELPAS ■

Demo1: Grade must be from kindergarten to 12.

■

Bil/ESL: LEP Cd must be 1, and Exit Date must be blank.

STAAR ALT (STAAR 3-8 AND STAAR EOC) ■

Demo1: Grade must be from 3 to 12.

■

Demo3: ●

STAAR/TAKS Ind must be set to STAAR.

●

Precoding STAAR Status must be set to T: STAAR-Alt for at least one subject.

STAAR EOC If the student is listed as T: STAAR-ALT for a subject, the precode will only include the student for that subject if the student is taking a course in that subject with a Service ID that indicates it is a STAAR EOC Alt course. ■

If Eng Lang is set to T: STAAR-Alt, the student must be taking a course with the Service ID 03220107 or 03220207.

■

If Math is set to T: STAAR-Alt, the student must be taking a course with the Service ID 03100507.

■

If Science is set to T: STAAR-Alt, the student must be taking a course with the Service ID 0301027.

■

If Social Studies is set to T: STAAR-Alt, the student must be taking a course with the Service ID 03340107.

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STAAR/STAAR MODIFIED AND STAAR/STAAR M EARLY ■

Demo1: Grade must be from 3 to 8.

■

Demo3: ●

STAAR/TAKS Ind must be set to STAAR.

●

Precoding STAAR Status cannot be set to T: STAAR-Alt for any subject.

If a student is testing at a different grade level then the grade level on the Demo1 tab, select the appropriate grade level in the Above Grd Cd field for the subject on the Demo3 tab. If you want the student to take the LEP version of the test, the appropriate subject must be set to L: LEP Exempt under Precoding STAAR Status. ■

Math applies to grades 5 and 8 (either as shown in the Grade field on Demo1 or as set in the Above Grd Cd field on Demo3).

■

Science applies to grades 5 and 8 (either as shownin the Grade field on Demo1 or as set in the Above Grd Cd field on Demo3).

■

Social Studies applies to grade 8 (either as shown in the Grade field on Demo1 or as set in the Above Grd Cd field on Demo3).

If you want the student to take the SOA version of the test, the appropriate subject must be set to A: STAAR SOA under Precoding STAAR Status. ■

Math and Engl Lang apply to grades 4 and 7 (either as shown in the Grade field on Demo 1 or as set in the Above Grd Cd field on Demo3).

■

Science and Social Studies apply to grade 8 (either as shown in the Grade field on Demo1 or as set in the Above Grd Cd field on Demo3).

EXIT LEVEL TAKS ■

Demo1: Grade must be from 10 to 12.

■

Demo3: ●

STAAR/TAKS Ind must be set to TAKS.

●

TAKS Exit Level Indicator must be selected.

●

Precoding STAAR Status cannot be set to T: STAAR-Alt for any subject.

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