Maplewood Year End Check List

Outline Finalizing student marks Transcript updates Print report cards Data backups Preparing for new school year – Modify Files Archive Attendance and Achievements Transfer to Current

Student Marks Secondary schools using the provincial report card must verify all student marks (Grades 9-12). Prepare student marks for transcripts (Define Map to Conventional Marks). Automatic Transcript updates. Print Report cards (PDF’s of all reports saved in secure location).

Create backup of student marks using department data transfers.

Define Map to Conventional Marks Once topic-based marks have been verified, the define map to topic-based marks process can be completed. This process will transfer marks from the secondary ‘Grade’ topic to column 6 of the student’s conventional marks. Complete this step using Marks > Topic-Based Marks > Define Map to Conventional Marks.

This process should be completed at the end of each semester.

Select the required semester/term and topic options Select the required semester/term and topic options. Note: The Manitoba Provincial Report Card mark for secondary students is mapped to the ‘Grade’ Topic.

Select the required classes using Filter button. Select Course Grade option and enter Grades 9 to 12. Once the Course grades have been selected, click OK.

Ensure that the Map Marks to Column 6 check box is selected and click Map. Once this step has been completed, you may continue to the Automatic Transcript Update procedure.

Automatic Transcript Update Complete this step after the end of each semester, once the Map to Conventional marks procedure has been completed. This step will add the completed courses to the student transcripts. Navigate to Marks > Automatic Transcript Update > Add Current Courses to Transcripts.

Enter the correct transcript date in the space provided. Limit course grades to 9 through 12.

Select the Grade option under Select Order and click OK.

Credit Requirements Achieved Once the update has completed, proceed to the Credit Requirements achieved process using Marks > Automatic Transcript Update > Credit Requirements Achieved.

Review the selections made below.

Check Limit Courses by Grade and select grades 9-12. Include Current classes is selected with Semesters and Terms set to All. Select Assume a passing mark with Mark in Column 6 Selected. Select order is set to Grade.

Once selections have been made, click OK. Select the Grades 9-12 in space provided and click OK.

This process updates the graduation requirements in the student record. A report will be generated listing any students that do not meet graduation requirements.

Print Report Cards Once Marks have been mapped to conventional marks, IW’s can proceed to print school report cards. Have teachers and administration review reports and update as necessary before printing. Copies of report cards should be saved to PDF and saved in a secure location along with EIS Marks file.

See the Year End Checklist support document for directions on printing and exporting report cards to PDFs.

Creating a Marks Backup Once your student marks have been finalized, mapped to conventional, and transcripts have been updated, a mark file can be created for export to Provincial EIS. This file should be saved in a secure location for use at a later date if required (Restoring school backups from archived data is time consuming for both IW’s and our System Administrators).

To create a mark file for export, navigate to Reports > Department Data Transfers > Create EIS Data Collection Files.

Initialize Scheduling Prior to setting up next year’s scheduling and homerooms, Initialize Scheduling should be completed. To complete this process use Scheduling > Transfer to New Year > Initialize Scheduling.

Important things to remember when using initialize scheduling: This process prepares information for Next Year Only. You must verify the Progression of Grades. Current homerooms can be copied to next year. You must select the highest grade in this school. You must enter retirement date and destination.

Modify Files Changes to Next Year’s Homerooms, Courses, and Classes can be made through the Modify Files section of Maplewood. To make changes, navigate to Scheduling > Modify Files > then selecting the option you would like to modify.

All current homeroom information was copied over to next year when the Initialize Scheduling process was completed. Any changes to homerooms can be made here (Teacher information, Room designations, etc.) Once homerooms have been updated for next year, proceed to updating next years courses and classes.

Editing Next Years Grade Level Update students grade level and home room for next year by navigating to student’s individual homerooms. Make changes to next years grade level by clicking Edit on the Biographics tab. Once the Edit Biographics window opens, update the students grade level and homeroom for Next Year Only.

Edit the highlighted information only. Once Transfer to Current has been completed, this information will be updated to This Year.

Create Archives The final step to complete prior to Transfer to Current is the Create Attendance/Achievement Archives. To complete this step navigate to Scheduling > Transfer to New Year > Archive This Year’s Attendance and Achievement.

Once the process is started, a progress meter will be displayed (Process make take a long time).

Documents can be downloaded from: If you have any questions, please refer to the support document available on the Data Management website or contact MFNERC Service Desk at 1 (866) 941-6359. Documents can be downloaded from: http://www.mfnerc.com/datamanagement/?page_id=4

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