1. TxEIS GRADE REPORTING Cycle & semester processing checklist TxEIS Gradebook Presented by Denise McCoy Michael Naber Heather Klotz Fall, 2016

2. ______ 1. Maintenance > Tables > Grade Reporting Tables Update your Report Card Messages in Table Maintenance. Select the appropriate Report Card Message table according to the report card selected. K12 campuses will need to do both elementary and secondary. Rpt Card Msg 8.5x11 Form SGR1300 (Secondary) Rpt Card Msg Elementary SGR1400 (Elementary) Messages on Secondary 8.5 x 11 Report Cards (SGR1300) 2 There are 20 message lines + 1 Failing Message that can be used (up to 80 characters/message) WARNING! Do NOT Copy/Paste message. Doing so will result in a screen ”freeze” at which time the programmers will need to become involved!

3. If you want a Failing Message, scroll to the bottom of the drop down list, select Failing, and enter the failing message to be printed on the report card. 3 You will also need to go to Grade Reporting>Maintenance>Tables>Campus Control Options>Print Options and put a checkmark on Print Failing Msg

4. Report Card Msg Elementary SGR1400 If you want a Failing Message, scroll to the bottom of the drop down list, select Failing and enter the failing message to be printed on the report card. Click to save. You will also need to go to Campus Control Options – Print Options and put a checkmark on Print Failing Msg.(see slide 3) 4 17 elementary message lines + 1 Failing Message. The # determines the order in which the messages are printed on the report card.

5. Finally, check your Report Card Comments tab: 5 These are the comments that Teachers can use on Report Cards. 29 characters/row Secondary codes = A-N only! Elementary codes = A-Z & 1-9

6. _____2. Check the Campus Control Options on the Posting tab. Access Grade Reporting>Maintenance >Tables >Campus Control Options – Posting Note: The screen shot below is the way it is normally set up for campuses that use 6 weeks grade reporting periods(cycles 1 and 2) or for campuses using 9 week grade reporting periods(cycle 1). 6

7. ____ 3. Grade Reporting>Utilities>Clear Grade Comments, Credits, Or Citizenship Please read thoroughly - If TxEIS was used to create and print Report Cards as IPRs (Interim Progress Reports), the grades and comments from the IPRs must be cleared. Basically what this means is if you post grades to TxEIS (e.g. the teachers marked the grades ‘Ready To Post’ and the operator posted the grades from the txGradebook) every 3 weeks and you run report cards for progress reports then grades and comments need to be cleared before posting the End of Cycle grades. If IPRs were not generated, in this manner, then skip this step. From the Grade Reporting Application select Utilities>Clear Grades, Comments, Credits, or Citizenship 7 SGR1150 - Interim Progress Report (Plain Paper) The report lists courses and grades for all students or only students with posted grades. SGR1160 - Interim Progress Report from Grade Book The report lists courses and working cycle averages from tx Gradebook for all students, only students with posted grades, or students with blank or failing grades. SGR1155 - Current Cycle Averages From Grade Book The report prints working cycle averages from tx Gradebook. Reset Teacher gradebook does not appear unless the appropriate box is checked above.

8. For the end of the Semesters, the Posting tab will most likely be set up as follows, assuming you are using txGradebook. 8 For those using 6 week grading periods, this screen shot reflects the 3 rd cycle of each semester. For those using 9 week grading periods, the screen shot reflects the 2 nd cycle of each semester. Not necessary to mark these, but won’t hurt anything either

9. Previous screen shot, page 8 For semester 1-cycle 3 and semester 2-cycle 3, (the fields probably checked, if TxEIS will be used to calculate semester and final grades), will be: Allow Cycle Grade, Allow Semester Grade, Expect Exam Grade (if a semester or final test was given), Allow Exempt Exam (if exam exemptions are granted), and Allow Numeric Exam (maybe auto citizenship if used). Note: Before going on to step 4, be aware that if grades were posted earlier in the six weeks, then the campus should run the Utility to clear grades and comments for the current cycle before running the Post grades utility again. This is because if you run the Post grades utility a second time, it only updates grades that are blank in TxEIS. Also, be sure to go to the Grade Reporting >Maintenance>Tables > Campus Control Options>Parameters tab in the campus control information and set the semester to 1 and cycle to 3 if you are ending the first semester. 9

10. Note: If your campus is not using txGradebook, you will skip steps 4-7 10

11. Change the Open for Grade Posting from Close to Open. The timing on this is at the discretion of the district. You would probably want to do this at some time in the middle of the last week in the grading cycle. 11

12. It is recommended that Gradebook remain CLOSED until the office is ready for Teachers to be able to “Mark Grades as Ready to Post”. Changing to “OPEN” allows the teacher to post their grades. When they login to gradebook the cycle grades page, they will now have the message, Mark grades as Ready to Post. (Of course, they must save with their PIN.) 12

13. PLEASE NOTE: Many of the screen shots in this document may not reflect the semester or the cycle that you are working on. We are trying to make this a generic document that can be used during any cycle of the school year. When working through the steps, simply make sure that you are using the correct semester and cycle that your campus is working on. 13

14. The teachers must be finished with grades for this section before they push this link. 14

15. _____ 5.Check the Teacher Posting Status. Access Grade Reporting > Maintenance > Teacher Posting Status Teachers on the “Not Ready to Post” list means they have not pushed the Mark grades as Ready to Post link. Teachers on the “Ready to Post” shows the teachers who have pushed the Mark grades as Ready to Post link. Teachers on the “Posted” list shows the courses after the TxEIS student person has actually run the utility to post grades. 15

16. _____ 6.Run the Grade Posting from TxEIS Gradebook utility. Note: Gradebook MUST remain “OPEN” in order to run this Utility. Access Grade Reporting > Utilities > Grade Posting from TxEIS Gradebook Push Execute. A Pop-up message will appear “Posting Successful” 16

17. _____ 7.Close the Gradebook for posting. Access Grade Reporting > Maintenance > Grade Book Options >Campus Change the Open for Grade Posting from Open back to Close. The timing on this is at the discretion of the district. You would probably want to do this as soon as you run the utility to pull those grades to TxEIS! 17

18. _____ 8.Middle School, High School, and K-12 Campuses ONLY need to; Compute attendance in the student’s grade course records so the student’s attendance will print on the teacher’s class rolls and on the students’ report cards. Elementary campuses (KG-6) skip this step. 18 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 SGR1000 - Blank, Failing and Incomplete Grades.

19. On the parameter screen for this report, it will ask for your campus number, the semester, a question about checking course entry W/D dates, and which period you are running it for. Most campuses will answer N to the question about checking course entry W/D dates and A for which period (meaning it will compute for all periods). 1.Running this report actually puts the attendance in the grade course records for middle school and high school students so it will print on their report cards. 2.Elementary attendance automatically pulls to their report cards. 19

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21. _____ 9. If your campus is at the end of a semester, you must now run Grade Computation and Credit Assignment (for secondary campuses) or Elementary Grade Computation for elementary campuses. Grade Reporting>Utilities>Grade Computation and Credit Assignment for Secondary campus, or Grade Reporting>Utilities>Grade Computation Elementary for an elementary campus The screen for secondary campuses should like this: You will want to select to compute final grades after the first semester, in order to compute the final grades for those one-semester classes that are taught in semester 1. Be sure to check any error report that comes out. You may need to make some corrections and run this utility again. 21

22. For elementary campuses, the screen for the Grade Computation Elementary utility will look like this: Again, if there are errors after running Elementary Grade Computation, you should review the errors, make any necessary corrections, and run the utility again. 22

23. _____ 10. Optional Print Class Rolls and distribute to the teachers to verify posted grades. Access Grade Reporting >Reports >Grade Reporting Reports >Class Rolls (SGR0900) Distribute the Class Rolls to the teachers as proof sheets for grade and/or attendance verification. The teachers should make any corrections on the Class Rolls, sign and date each page, and return to the office so the Class Rolls may be filed as the official grade sheet. (Note: After the grade reporting clerk has run the utility that posts the grades from the gradebook, step 6, then any changes that a teacher wants to make must be done in TxEIS.) 23

24. _____ 11. Post grade corrections submitted on the Class Rolls. The grade corrections can be posted by group maintenance or individual student maintenance. Access Grade Reporting>Maintenance>Student>Group Maintenance Select the Instructor from the drop down list. Select the Course – Section from the drop down list for that teacher and select the current Semester and Cycle. Click Retrieve. Enter cycle grade corrections from the teacher’s Class Rolls. Click Save. (Note: For campuses that are manually posting grades, this method is the probable way to actually enter the grades. For campuses that use a third party gradebook, grades can be imported by using the Utility called “Import From External Gradebook.” Your gradebook vendor software must have been used to create a file that will be used in this import.) 24

25. In order to make manual corrections to an individual student, you might do the following: Access Grade Reporting>Maintenance>Student>Individual Maintenance Make grade corrections for individual students on the Grade Update screen. Click the current Sem 1 or 2 button to display the grades. Click Save 25

26. _____ 12. Verify that the Campus Control Print Options are selected before printing report cards. Access Grade Reporting>Maintenance>Tables>Campus Control Options> Print Options Complete the Report Card Options section and click Save. Determine the order for the courses to be printed on the report card using Crs Seq. If you created a Failing Message, put a checkmark on this screen for it to print on the report cards of students who had a grade below 70. Determine the sequence to print the report cards – either grade, control number, or alpha. Include Non-graded courses by putting a check mark in that field. Remember we don’t usually print report cards for withdrawn students until the end of the year. 26 This would be for individual students taking Self Paced Courses, or CBE.

27. _____ 13. If you selected to print report cards by control number for a specific period of the day, you need to assign control numbers to the students. Access Grade Reporting>Utilities>Assign Control Numbers Select the way in which you want to assign control numbers. Cntrl by Period is displayed. Select the current Semester, Grade Level (can use Al for All), and Period. Click Retrieve, and click Execute. Click Save. Using this procedure will allow you to print report cards by control number (alphabetically within control number) so that the report cards can be handed out in a certain period of the day. If your campus mails report cards, you would most likely not want to print the report cards by control number. 27

28. _____ 14. Recommended Grade Reporting End of Cycle Reports to print. Access Grade Reporting>Reports>Grade Reporting Reports End of Cycle Reports Instructors Report Group: SGR0280 Grade Distribution Report Report Cards Report Group: SGR1000 Blank, Failing, and Incomplete Grades – Critical to Review SGR1175 Report Card Proof List – High School and Middle School SGR1401 Elementary Principal’s Proof List Grades Report Group: SGR2001(A/B HR) or SGR2010(Numeric HR) or SGR 2020(Grade Point HR ) 28

29. _____ 15. Print Report Cards. Select which report card to print from the following list: Access Grade Reporting>Reports>Grade Reporting Reports Report Cards SGR1300 – Secondary 81/2 by 11 Secondary Report Cards (2 Semester) Complete the Report Parameters screen and click Run Preview 29

30. OR if Elementary SGR1400 – Elementary 81/2 by 11 Report Cards On the “Print Lang Arts and Core Avg Line”, select either Y or N, depending on whether you want to print a Language Arts Average and an Overall Core Average on your report cards. You may want to experiment with this option and print a few report cards each way, to see how your campus administration wants to print these report cards. Complete the Report Parameters screen and click Run Preview 30

31. ____ 16. After your campus has completed the report cards, you should change the Campus Control Options to show the next (current) semester and cycle. Access Grade Reporting>Maintenance>Tables>Campus Control Options Current Semester and Cycle should be updated as soon as you finish report cards. The teachers can manually change it on their Assignment Grades screen, but once you change it on the parameters in TxEIS it will automatically be the correct semester and cycle. 31

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33. Some hints for honor rolls: The following fields are related to honor rolls in TxEIS. In nearly every case, if you have a problem with an honor roll, you will find the problem by reviewing the following fields. 1.In the District Master Schedule Course file, these three fields can affect the honor rolls: a.Hroll Wgt: This field tells the system how many times to count the grade in this course toward the honor roll. The default is 1. If you want a certain course to NOT be included in honor roll calculations, set this field to 0. b.HRoll Table: This field is basically used for the Grade Point Honor Roll. It allows you to code a course with a user-defined code, then set up a table to “convert” grades in this course to some kind of grade point for use in the Grade Point Honor Roll. The default is R. The Grade Point Honor Roll is an “averaged” honor roll; i.e., all the grades are converted according to the tables and then averaged to see which honor roll the student qualifies for (see Honor Roll Cutoff Levels below). c.HRoll Cd: This field can be used to exclude the grades in this course from honor roll computations (code E) or to exclude students who take this course from the honor roll (code N). Use of this field can be tricky; care should be taken before you enter either of these codes on a course! 33

34. 2. In Campus Control Options, H Roll and Gr Avg tab, there are four fields that have affect on the honor roll: a.Exclude Citizenship Grade: Using something in this field serves to disqualify students from the honor roll based on a citizenship grade. Any citizenship grade entered here means that a student who has this citizenship grade or lower, on any course, will exclude him/her from the honor roll. So, if you use a code of N in this field, any student with a citizenship grade of N or U will automatically be excluded from the honor roll. b.Honor Roll Class Load: This field tells the minimum number of graded classes a student must be taking in order to be eligible for the honor roll. Many times a campus has this number set at some number, like 6, and then they wonder why a student who made all A’s is not on the honor roll. When they look at that students classes, he/she only has 5 courses that count toward the honor roll. Often you can set this field to a lower number in order to see if certain students will then show up on the honor roll. 34

35. c. Honor Roll Cutoff Levels: These levels apply to the Numeric or Grade Point honor rolls, NOT the A/B honor roll. For instance, if you want to have a numeric honor roll where students who have a numeric average of 95 or above will be on honor roll one, an average of 90 to 94.9 will be on honor roll two, 85 to 89.9 will be on honor roll three, and 80 to 84.9 will be on honor roll four will set these fields as shown below: d. Grade Point H/R Exclude Message Print Option: This field is supposed to work in conjunction with the Grade Point honor roll and the HRoll Cd in the District Course record; if that code is N, then the message associated with this field either will or will not print on the honor roll. There are very few campuses who run a Grade Point Honor Roll; those who do can experiment with this field. 35

36. 3. In Campus Control Options, Ranges and Conversions tab, there are fields for Grade Conversion Information. The numeric grades associated with the A and B are used to determine the A/B Honor Roll. 36