SECTION 6 COURSES, GRADES, AND HISTORICAL · courses at the previous campus, transfer these courses...

S6 - 1

Reference Guide 2017-2018

SECTION 6 – COURSES, GRADES, AND HISTORICAL 6.01 Assigning Courses to Students

Adding Courses to Campus Master Schedule

Grade Maintenance

Creating the Course/Section for Non-Traditional Courses

Course Scheduling for A+ Students

Course Scheduling for Credit By Exam (CBE) Courses

Course Scheduling for Correspondence Courses

Course Scheduling for Students Enrolled in Night School

Adding Historical Data for Students

Grade Averaging

Print Transcript

Miscellaneous Historical Screens

6.01 ASSIGNING COURSES TO STUDENTS

ALL students (PK-12th) must be assigned to courses in the iTCCS database. If a student transfers to

your campus from another MISD campus during the current semester, you must transfer those current

semester courses to your campus. Do NOT add new course assignments; follow the steps below to

enroll a student in their courses:

1. Go to the Course Assignment Curr Yr screen (WST0550).

2. Enter the student’s ID number, then click FIND. The field, Select Display Option, allows the user

to view either ALL classes the student is currently enrolled in (including withdrawn courses) or

only active classes (withdrawals are not displayed.)

3. Once the student’s record is displayed, if the course is already present in course assignments,

then tab to the right of the course number and key in the new section number to transfer the

course to the new campus. This will also transfer any grades if there are any. You won’t see

the grades on this screen. Check WST0541 Grade inquiry to make sure the grades were

transferred. Do NOT add your campus course/sections in addition to the previous campus

course numbers. Your campus course/sections should REPLACE the previous campus

course/sections. The fields, Date of Schedule Change, will be used to enter the entry and/or

withdrawal dates for course assignment records. This date must be the day the student started

the new schedule and NOT the date it was entered into the system. NOTE: For courses that

aren’t offered at your campus (i.e. FLES), leave alone.

4. The “hover” feature assists users in determining current course entry and withdrawal dates.

These dates will inform the user of the ‘date of schedule’ change for any of the course

assignment transactions. To use this feature, ‘hover’ the mouse pointer over the course

S6 - 2


‘section’ on the screen for any given course/semester. The current course ‘entry’ date, as well

as the withdrawal date (if applicable) will be displayed.

5. The button, Classroom Link Enrollments, displays tracking records for course assignment add,

change, transfer, delete, and withdrawal transactions. Click this button to view/modify the

Classroom Link Enrollment tracking records (screen WST0557) for the selected student. Click

the return button to return to screen WST0550. NOTE: Classroom Link Enrollment tracking

records are only created for current semester course assignments. Course assignments for

“future” semesters will NOT create Classroom Link Enrollment tracking records.

6. All of the following functions will display an error message if the user attempts to add a course

assignment with an entry date that “overlaps” any previous entry/withdrawal for the same

course-section. Processing will be halted until a correction is made to either the date of

schedule change or to the conflicting enrollment tracking record. Corrections to tracking data

may be made on WST0557 (Classroom Link Enrollment) or WST0537 (Course Maintenance).

a. Add a course assignment for selected semester: The appropriate semester’s ‘Date of

Schedule Change’ is used as the entry date for the new course assignment record. This is

true whether a single semester or multiple semesters are added.

b. Change/Transfer a course assignment for a selected semester (type over a course or

section number): The appropriate semester “Date of Schedule Change” is used as the

entry date for the ‘new’ course assignment record and a Classroom Link Enrollment

record will be created for the previous course/section. The Classroom Link enrollment

record will use the original course entry date and the appropriate semester “Date of

Schedule Change” as the enrollment tracking withdrawal date

c. Delete a course assignment for an active course: The course will be deleted from the

student’s course assignments. (Courses with Semester grades cannot be deleted). A

Classroom Link Enrollment record will be created using the course assignment data and

the appropriate semester “Date of Schedule Change” as the withdrawal date. If the

course has Cycle grades, a popup message will prompt the user to approve or cancel the

delete. If the course has no grades, but the student has been active in the course, a

popup message will be displayed asking the user whether the student was ‘active’ in the

course. If the student was “active” an enrollment tracking record will be created.

Entering matching Entry/Withdrawal dates will also keep a course from having an

enrollment tracking record.

d. Withdrawal Removal of a Course assignment (clear the “W” code): The original

withdrawn assignment will be moved to the tracking table. The new course assignment

record will be created using the appropriate semester “Date of Schedule Change” as the

“new” course entry date.

S6 - 3


e. Delete Withdrawn course assignment: The withdrawn course assignment will be deleted

and a Classroom link enrollment transaction will be created recording the course

assignment’s entry and withdrawal date.

7. For EE-PK students, follow the examples below when assigning course #s.

COURSE ASSIGNMENT CURR YR (WST0550) EE GRADE STUDENT SAMPLE

COURSE ASSIGNMENT CURR YR (WST0550) PK GRADE STUDENT SAMPLE

8. For KG-12th grade, follow the example below when assigning course #’s to students.

COURSE ASSIGNMENT CURR YR (WST0550) KG-12TH GRADE STUDENT SAMPLE

S6 - 4


9. For students who have transferred to your campus from another MISD campus and have

courses at the previous campus, transfer these courses to your campus by keying the

appropriate section # in the “SEC” field. Do this for all courses that are to be transferred. Click

SAVE to transfer the courses (grades, if any, will transfer as well). You won’t see the grades on

this screen. Check WST0541 Grade inquiry to make sure the grades were transferred. NOTE:

For courses that aren’t offered at your campus (i.e. FLES), leave alone.

SCHEDULE CHANGES: Schedule changes are performed on screen WST0550 Course Assignment. Type

over the existing course section number with the new course section number and enter the correct

date in the Date of Schedule Change field. Make any necessary grade changes.

NOTE: ALL schedule change documentation must be kept for auditing purposes.

Elementary District Course List

DISTRICT COURSE LIST

-ELEMENTARY-

COURSE # COURSE TITLE COURSE DESCRIPTION

SPECIAL COURSES 0105 ADA EE-PK SPED SE GENER

PK COURSES 0003 ADA LEAP SPED SE GENER

0004 ADA LEAP REG PRE-KIND

0005 ADA PERIOD PK PRE-KIND

0006 ADA PERIOD HS PRE-KIND

0009 PE PK PRE-KIND

0018 FINE ARTS PK PRE-KIND

KG COURSES 0007 SLA KG (Bilingual Only) SPLATS, K

0008 ESL KG (Bilingual Only) ESL, KINDER

0010 ELA KG ELA, K

0017 ADA PERIOD KG ADA PER

0019 READING KG READING, K

0020 SOC STUD KG SOCST, K

0030 MATH KG MATH, K

0040 SCIENCE KG SCI, K

0050 FINE ARTS KG ART, K

0060 PE/HEALTH KG PE, PK-K

0070 FLES LNG-SPAN K (Pease Elem Only) LOE, K-S

1ST GRADE COURSES

0011 ADA PERIOD 1 ADA PER

S6 - 5



0100 READING 1 READ, G-1

0102 ELA 1 ELA, GR-1

0107 SLA 1 (Bilingual Only) SPLATS, G1

0112 ESL 1 (Bilingual Only) ESL, GR-1

0120 SOC STUD 1 SOCST, G-1

0130 MATH 1 MATH, G-1

0140 SCIENCE 1 SCI, GR-1

0150 FINE ARTS 1 ART, GR-1

0160 PE/HEALTH 1 PE, 1-6

0170 FLES LNG-SPAN 1 (Pease Elem Only) LOE, GR1-S

2ND GRADE COURSES 0012 ADA PERIOD 2 ADA PER








0250 FINE ARTS 2 ART, GR2



3RD GRADE COURSES 0013 ADA PERIOD 3 ADA PER









0355 STRINGS 3 MUS, GR3



4TH GRADE COURSES










S6 - 6






5TH GRADE COURSES





0512 ESL 5 (Bilingual Only) ESL 5








6TH GRADE COURSES 0016 ADA PERIOD 6 ADA PER

0602 ELAR 6 ELA DE6TH

0612 ESL 6 (Bilingual Only) ESL, GR6

0620 SOC STUD 6 SST DE6TH

0630 MATH 6 MAT DE6TH

0640 SCI/HEALTH 6 SCI DE6TH

0650 FINE ARTS 6 ART DE6TH

0655 STRINGS 6 MUS/OR DE6

0660 PE 6 PE DE6TH


Secondary district list of courses is available on Report Manager in the MASTER SCHEDULE COURSE

LISTS folder.

6.03 GRADE MAINTENANCE

If a student enrolls at your campus right before the end of a cycle and you have not received grades

from the previous district, based on your principal’s discretion, you must input either all 70s or NG for

no-grade. Once you receive grades from the previous district, you must replace the 70s or NG with

these transfer grades.

To input a student’s grade go to the Grade Maintenance screen (WST0520).

http://adm305itccssql/Reports/Pages/Folder.aspx?ItemPath=%2fMASTER+SCHEDULE+COURSE+LISTS&ViewMode=List

http://adm305itccssql/Reports/Pages/Folder.aspx?ItemPath=%2fMASTER+SCHEDULE+COURSE+LISTS&ViewMode=List

S6 - 7


Input the COURSE AND SECTION numbers and then click FIND.

Input the numeric grade in the CYCLE 1, CYCLE 2, and CYCLE 3 GRD fields for the appropriate

semester, as necessary.

Input the numeric grade in the EXAM and SEM fields, as necessary.

Input the credit in the CREDIT field. Do NOT include a decimal; input 05 NOT 0.5.

If a student loses credit due to attendance, etc. then enter 0 in the credit field and Y in the

credit override field.

NOTE: This grade will be printed on the student’s Report Card, since the grade was input on the

current-year posting screen.

NOTE: Elementary and Junior High campuses: if you never receive grades from the previous district

and you leave N/G as a grade, the student will not receive a Semester or Final Average.

If a student withdraws mid-cycle or towards the end of a cycle and his/her teachers have already input

grades in txGradebook, the secretary/data clerk or teachers must printout the student’s grades from

txGradebook. The secretary/data clerk will then manually write the grades on the student’s withdrawal

form.

6.04 CREATING THE COURSE/SECTION FOR NON-TRADITIONAL COURSES

Use caution when assigning course numbers for non-traditional courses. Many non-traditional courses

have specific course numbers to reflect their non-campus based instruction. For example, Spanish 1 JH

CBE uses course number 4408 and awards 1 credit for 1 semester, and Spanish 1 HS CBE uses course

number 4409 and awards 1 credit for 1 semester.

To post a grade(s) for students enrolled in A+, correspondence or CBE courses, follow the steps below:

S6 - 8


1. If the course is not on your school’s course list, you or your counselor will need to add it by

using the M/S Course Main – Current Year screen (WST0387). See the above section 5.02

ADDING COURSES TO CAMPUS MASTER SCHEDULE.

2. Once the course has been added, you or your counselor will need to add the section to your

school’s Master Schedule by using the M/S Section Maintenance by Course – Current Year

screen (WST0444).

Input a SEC NBR

Input ‘050’ in the MAX STU field.

Input appropriate semester in the SEM MT field.

Input ‘ALL’ in the DAYS MET field.

Input the room number in the ROOM NUMB field.

Input the corresponding period in the FR and TO PER fields to reflect the period the

student took the course.

o If the student takes the course in night school, enter 11 in these fields. If period 11

is already in use, then select the next available period. If this is not possible, please

contact IMS for guidance.

Note: Follow the steps in section 5.08 COURSE SCHEDULING FOR NIGHT SCHOOL

STUDENTS to ensure that data is entered correctly for students taking Night

School ONLY.

o If the student takes the course outside of school hours but not in night school, enter

00 in these fields.

Input the TCH NBR following the secondary teacher control number assignment

guidelines provided by the IMS department.

NOTE: If the teacher number does not exist on the Teacher Maintenance screen, you

or your counselor will need to add it by using the M/S Teacher Maint (Multi) – Current

Year screen (WST0455).

Input the Non-Campus Based Instruction code in the IC field as follows:

Program IC

A+ Lab 02

CBE 08

Correspondence 02

Off Campus PE (9-12) 10

Off Campus PE (7-8) 99

S6 - 9


Input the SP CN code as follows:

Program SP CN Code

A+ Lab Y

CBE – Student scores 80 or above

with NO prior instruction E

CBE – Student scores 70 or above

with prior instruction T

Correspondence C

Night School/Summer School R

Input the course begin date in the BEGIN DATE field. This date will be the first day of

the respective semester.

Once all fields have been entered click SAVE.

6.05 COURSE SCHEDULING FOR A+ STUDENTS

All courses that students attempt in A+ must be entered into iTCCS on their schedule following the

instructions below. This includes courses that are attempted but not completed by the student by

the last day of school.

COMPLETED COURSES: Entry Date is the first day the student enrolled in the A+ course or the first day

the student had the opportunity to work on the course in A+. Withdrawal Date is the date that the A+

course was completed.

ATTEMPTED COURSES: Entry Date is the first day the student enrolled in the A+ course or the first day

the student had the opportunity to work on the course in A+. Withdrawal Date is the date that the

student withdrew from the course/school, stopped working on the course, or the last day of the

semester.

S6 - 10


Please note that their enrollment must reflect one school day of enrollment, meaning entry date and

withdrawal date CANNOT be the same date.

IMPORTANT: All courses (regardless of whether it is the 1st half or 2nd half of a two semester course)

must be keyed to the semester and the period that the student took the course.

Please see the appropriate scenario for directions for scheduling students in A+ classes:

A. Student starts AND completes 1st half (A) of a two semester course or 2nd half (B) of a two

semester course in Semester 1:

1. Go to the Course Assignment Curr Yr screen (WST0550) and input the course and section in

semester 1 with a date of schedule change reflecting the A+ course entry date as defined

directly above under COMPLETED COURSES then click SAVE.

2. Go to the Classroom Link Enrollments screen (WST0557) and input the withdrawal date for the

course as defined directly above under COMPLETED COURSES then click SAVE. If the student

completes the course on the last day of the semester, then do not put a withdrawal date.

3. Key grade in the SEM field only and credit (05 = .5) in the CREDIT field on the Grade

Maintenance screen (WST0520) for the course.

4. Verify that grades, credit (05 = .5), course entry date, and course withdrawal date are accurate.

For example, a student takes the first half of English 2 in semester 1 in A+. You would enter course

number 1201 – Eng 2 A in the student’s semester 1 schedule. Or, a student takes the second half of

English 2 in semester 1 in A+. You would enter course number 1202 – Eng 2 B in the student’s

semester 1 schedule. Note the “A” and “B” in the course titles. If the course does not exist on the

district master schedule, please contact our office.

NOTE: This grade will be printed on the student’s Report Card since the grade was input on the current-

year posting screen.

B. Student attempts but DOES NOT complete 1st half (A) of a two semester course or 2nd half (B) of a

two semester course in Semester 1:



directly above under ATTEMPTED COURSES then click SAVE.

2. On screen WST0550, click in the DEL box to the left of the A+ course that was just added and

input a date of schedule change reflecting the A+ course withdrawal date as defined directly

above under ATTEMPTED COURSES then click SAVE. If the student is working on the course

through the end of the semester but does not complete it, use the last day of the semester as

the date of schedule change/withdrawal date.

3. A pop up box will appear as shown below:

S6 - 11


4. Click YES. This will delete the record from WST0550 and create the enrollment tracking record

on WST0557 – Classroom Link Enrollments.

C. Student starts AND completes 2nd half (B) of a two semester course or 1st half (A) of a two

semester course in Semester 2:



directly above under COMPLETED COURSES then click SAVE.

2. Go to the Classroom Link Enrollments screen (WST0557) and input the withdrawal date for the

course as defined directly above under COMPLETED COURSES then click SAVE. If the student

completes the course on the last day of the semester, then do not put a withdrawal date.

3. Key grade in the SEM field only and credit (05 = .5) in the CREDIT field on the Grade

Maintenance screen (WST0520) for the course.

4. Verify that grades, credit (05 = .5), course entry date, and course withdrawal date are accurate.



D. Student attempts but DOES NOT complete 2nd half (B) of a two semester course or 1st half (A) of a

two semester course in Semester 2:



directly above under ATTEMPTED COURSES then click SAVE.

2. On screen WST0550, click in the DEL box to the left of the A+ course that was just added and

input a date of schedule change reflecting the A+ course withdrawal date as defined directly

above under ATTEMPTED COURSES then click SAVE. If the student is working on the course

through the end of the semester but does not complete it, use the last day of the semester as

the date of schedule change/withdrawal date.

3. A pop up box will appear as shown below:

S6 - 12


4. Click YES. This will delete the record from WST0550 and create the enrollment tracking record

on WST0557 – Classroom Link Enrollments.

E. Student starts a course in Semester 1 BUT completes it in Semester 2:

1. Course should be keyed to both semesters.

2. Enter the course for semester 1 by following the steps directly above under “B. Student

attempts but DOES NOT complete 1st half (A) of a two semester course or 2nd half (B) of a two

semester course in Semester 1” ensuring that a tracking record is created for the course on

WST0557 – Classroom Link Enrollments.

3. Enter the course for Semester 2 on WST0550 with entry date of the first day of semester 2.

4. Enter the correct withdrawal date for the course for Semester 2 as defined directly above on

WST0557. If the student completes the course on the last day of the semester, then do not put

a withdrawal date.

5. Key grade in the SEM field for Semester 2 and credit (05 = .5) in the CREDIT field for Semester 2

on the Grade Maintenance screen (WST0520) for the course.



F. Student starts a course in Semester 1 and DOES NOT complete by the last day of school:

1. Course should be keyed to both semesters.

2. Enter the course for semester 1 by following the steps directly above under “B. Student

attempts but DOES NOT complete 1st half (A) of a two semester course or 2nd half (B) of a two



3. Enter the course for semester 2 by following the steps directly above under “D. Student

attempts but DOES NOT complete 2nd half (B) of a two semester course or 1st half (A) of a two

S6 - 13




For any other scenarios not listed, please contact the IMS Department if you are unable to determine

how to enter the information.

6.06 COURSE SCHEDULING FOR CREDIT BY EXAM (CBE) COURSES

Entry Date for the CBE course is the day the test results are received for the course. Withdrawal Date

for the CBE course is the next school day. Please note that their enrollment must reflect one school

day of enrollment, meaning entry date and withdrawal date CANNOT be the same date.

For example: Student currently enrolled in Spanish 1 takes the Spanish 1 CBE test and the campus

receives the results on September 12.

1. Add the Spanish 1 CBE course to the student’s schedule on WST0550 with the course entry date

as September 12 and the course withdrawal date as September 13 (if September 12 is a Friday

then you would use Monday, September 15 as the withdrawal date).

2. Withdraw the student from the original Spanish 1 course and enroll the student into the new

course (i.e. Spanish 2) with the entry date reflecting the date the student changed classes.

6.07 COURSE SCHEDULING FOR CORRESPONDENCE COURSES

All courses that students attempt through correspondence must be entered into iTCCS on their

schedule following the instructions below. This includes courses that are attempted but not

completed by the student by the last day of school. Find the appropriate scenario in the A+ Course

section above and follow those steps for keying correspondence courses.

Campuses need to ensure that students taking correspondence courses complete the appropriate

paper work so that all courses attempted/completed by the student can be documented for reporting

purposes.

1. Go to the Course Assignment Curr Yr screen (WST0550) and input the course and section in the

appropriate semester.

2. The Entry Date for the correspondence course is the day the student completes the paper work

with the campus indicating enrollment in a correspondence course.

3. The Withdrawal Date for the correspondence course is the day the institution indicates the

student has completed (passed) the course.

4. Key the grade in the SEM field only and credit (05 = .5) in the CREDIT field on the Grade

Maintenance screen (WST0520) for the semester in which the student completes the course.

S6 - 14


Note: If the student did not complete the course, find the appropriate scenario in the A+ Course

section above and follow those steps to ensure that the non-completed correspondence course

is moved to the tracking screen WST0557 - Classroom Link Enrollments.

IMPORTANT: All courses (regardless of whether it is the 1st half or 2nd half of a two semester course)

must be keyed to the semester(s) that the student took the course.

Correspondence courses completed and passed during the summer must be entered into the

historical file (WAR3025) and the Grade Averaging Screen (WST0530) and NOT the current file

(WST0520). Refer to Section 5.08 for detailed information on how to key to the historical file and

grade averaging screen.

6.08 COURSE SCHEDULING FOR STUDENTS ENROLLED IN NIGHT SCHOOL

All courses that students attempt through Night School must be entered into iTCCS on their

schedule. This includes courses that are attempted but not completed by the student by the last day

of school. Find the appropriate scenario in the A+ Course section above and follow those steps for

keying night school courses.

Additionally, students who are enrolled in night school ONLY (i.e. not enrolled in classes during the

day) need to be scheduled into course 9223 – A Plus Lab.

1. Go to the Course Assignment Curr Yr screen (WST0550) and input the A Plus Lab course (9223)

and section in the appropriate semester.

2. The Entry Date for the course is the day the student enrolled in night school.

3. Pass (P)/Fail (F) grades may be entered on the Grade Maintenance screen (WST0520) in the

GRD field for the appropriate cycle. The student does not receive credit for course 9223.

6.09 ADDING HISTORICAL DATA FOR STUDENTS

I. Data entry to the Courses/Grades – Secondary historical file Screen WAR3025 becomes

necessary in the following situations (See Steps for Adding Historical Demographics and Steps

for Adding Historical Grades below):

a. A student in grade 7th-8th has completed high school credit courses outside of MISD for

prior years AND Semester 1 of current year. These will be courses with “JH” in the

course title such as “ALG 1 PREAP JH”, “GEOM G-PREAP JH,” “SPANISH 1JH YR,”ART 1

JH,” PRIN HUM SERV JH”, “TOUCH SYS JH,” etc. Check for an “H” in the HS_CR column

on the District Course lists, “MASTER SCHEDULE COURSE LISTS” folder on Report

Manager if unsure about high school credit for a JH course. http://adm305itccssql/Reports/Pages/Folder.aspx?ItemPath=%2fMASTER+SCHEDULE+COURSE+LISTS

Prior years include the previous school year if the merge to historical has already been

completed.

S6 - 15


b. A student in grade 9th-12th has completed high school credit courses outside of MISD

for prior years and Semester 1 of current year.

c. A student in grades 9th-12th has completed and passed correspondence courses in the

previous summer.

II. Data entry to the Courses/Grades – Elementary/Middle School historical file Screen WAR3045 is

necessary in the following situations. (See Steps for Adding Historical Demographics and Steps

for Adding Historical Grades below).

a. A student in grade 7th-9th has completed NON-credit courses outside of MISD for prior

years only – NOT Semester 1 of current year. These non-credit courses need to be

added before academic awards are automatically calculated since the criteria for an

award includes the previous over-all semester average.

PLEASE NOTE: Current Year Semester 1 non-credit courses must be entered on the WST0520 current

Grade Maintenance screen in order for a student to receive a final average of both semester grades.

These will be courses such as “ENG 7,” “MATH 8,” “SS 8,” “SCI 7,” etc.

STEPS FOR ADDING HISTORICAL DEMOGRAPHICS

1. If the student is NEW to the district and does NOT have a historical record, go to the

DEMOGRAPHIC INFORMATION screen (WAR3010).

2. Enter the student’s ID# and click FIND. The following message will appear:

STUDENT INFO FOUND - PLEASE ENTER CHANGES AND CLICK SAVE TO ADD

STEPS FOR ADDING HISTORICAL GRADES:

1. Go to the COURSES / GRADES – SECONDARY screen (WAR3025) to enter the student’s high

school credit courses completed outside MISD.

a. Enter the student’s ID# and click FIND.

b. Enter END OF SCHOOL YEAR – Input the year the student completed the course. For

example, if the student completed the course in December 2015 (2015-2016 school

year) the END OF SCHOOL YEAR would be 2016. Likewise, if the student completed the

S6 - 16


course in December 2014 (2014-2015 school year) the END OF SCHOOL YEAR would be

2015.

c. ***VERY IMPORTANT*** Enter “Y” in the TRANSFER FROM OUTSIDE DISTRICT field and

then click FIND.

d. Enter course information based on the Counselor Worksheet that must be completed by

the counselor with the following information:

i. TEA # OR TEA Abbrev

ii. Sem Grade

iii. Sem Crd – Do NOT input decimals. If the student received 0.5 credits, enter 05. If

the student failed the course input 00.

iv. Sp Cn – If applicable

v. Grd Avg W – If applicable. Courses with a Grade Weight of 0 are not included in

the Nbr of Crs count OR the Pts Accum on the Grade Averaging screen. Courses

with a Grade Weight of 2 are counted twice.

vi. Crs Type (i.e. honors – H, core – C, standard – S)

vii. Sch Yr - Input the year the student completed the course. For example, if the

student completed the course in December 2015 (2015-2016 school year) the

SCH YR would be 2016.

viii. Grd Lvl - Input the grade level the student completed the course. For example, if

the student completed the course during their 10th grade year the GRD LVL

would be 10. If a 6th grade course, with a Grade Weight of 0, needs to be

included in the student’s GPA enter ‘07’ in the Grd Lvl field.

e. Once all information has been entered into WAR3025, click SAVE. The following

message will appear: STUDENT GRADE INFORMATION UDPATED

2. Go to the COURSES / GRADES – ELEMENTARY/MIDDLE SCHOOL screen (WAR3045) to enter the

student’s junior high school non-credit courses completed outside MISD.

a. Enter the student’s ID# and click FIND.

b. Enter END OF SCHOOL YEAR – Input the year the student completed the course. For

example, if the student completed the course in December 2015 (2015-2016 school

year) the END OF SCHOOL YEAR would be 2016.

c. ***VERY IMPORTANT*** Enter “Y” in the TRANSFER FROM OUTSIDE DISTRICT field and

then click FIND.

d. Enter course information based on the Counselor Junior High Worksheet that must be

completed by the counselor with the following information:

i. TEA #

ii. Local # - enter the 4 digit MISD local course number if it exists in the district

course list

iii. Sem 1 and Sem 2 Grade

iv. Core Course Code X-Science, M-Math, L-English, S-Social Studies, Z-Non-Core

v. SchYR – Beg and End Years, EX: 2015 and 2016 for 2016 School Year

S6 - 17


vi. Grd Lvl - Input the grade level the student completed the course. For example, if

the student completed the course during their 7th grade year the GRD LVL would

be 07.

vii. Once all information has been entered into WAR3025, click SAVE. The following

message will appear: STUDENT GRADE INFORMATION UDPATED

6.10 GRADE AVERAGING

Once all high school credit course(s) data has been added to the COURSES/GRADES – SECONDARY

screen (WAR3025), you will need to go to the Grade Averaging screen to input the points accumulated

and the number of credits earned given by the counselor. It is important to remember that if you enter

historical information only, no grade points are awarded. If you enter information on the GPA screen

only, no transcript is created. You must complete both tasks for the student’s record to be complete

and accurate. Please refer to EIC Local Policy for the gpa tables.

Follow the steps below:

1. Go to the GRADE AVERAGING screen (WST0530).

2. Enter the student’s ID# and click FIND. You will be automatically directed to the REGULAR tab.

3. Do a screen shot in case you make any mistakes, so you can go back to the original record.

4. Enter grade averaging information based on the Counselor Worksheet.

S6 - 18


5. Information that the counselor will provide includes:

a. Year – Must be previous year (i.e. during 2015-2016 school year, input 2016 in the year

field for previous year).

b. Type Sem – Always 2

c. Nbr of Crs – Total number of courses the counselor has calculated by adding the current

number of courses to existing number of courses, if any. For example, if a student

already has 1 course and the student completed an additional course, the counselor will

mark out the 1 on the edited WST0530 screen shot and write a 2 in the Nbr of Crs field.

Failed courses are included in this count. Each course with a Grade Weight of 2 should

be counted as 2 courses. The data clerk will enter the information into the WST0530

screen on the Regular Tab.

d. Pts Accum – Total points the counselor has calculated by adding the current points to

existing points, if any. For example, if a student already has 5.1 points and the student

completed 5.6 points, the counselor will mark out the 5.1 on the edited WST0530 screen

shot and write 10.7 in the Pts Accum field. Multiply the Pts Accum by 2 for courses with

a Grade Weight of 2. The data clerk will enter the information into the WST0530 screen,

Regular Tab, WITH the decimal.

e. Credits – Total credits the counselor has calculated by adding the current credits to

existing credits, if any. For example, if a student already has 0.5 credits and the student

completed 0.5 credits, the counselor will mark out the 0.5 on the edited WST0530

screen shot and write 1.0 in the Credits field. The data clerk will enter the information

into the WST0530 screen, Regular Tab, WITH the decimal. For example, if credit is 0.5

enter .5; if credit is 1.0 enter 1.0; if credit is 1.5 enter 1.5. If the student failed the course

input 00.

S6 - 19


6. Once all information has been entered, click SAVE. The RANK GPA field will be updated

automatically.

7. Click on the FOUR POINT tab.

8. Do a screen shot in case you make any mistakes, so you can go back to the original record.

9. Enter grade averaging information based on the Counselor Worksheet that must be provided by

the counselor. Again, these documents must be stored for later reference.

10. Information that the counselor will provide includes:

a. Year – Must be previous year (i.e. during 2015-2016 school year, input 2016 in the year

field for previous year).

b. Type Sem – Always 2

c. Nbr of Crs – Total number of courses the counselor has calculated by adding the current

number of courses to existing number of courses, if any. For example, if a student

already has 1 course and the student completed an additional course, the counselor will

mark out the 1 on the edited WST0530 screen shot and write a 2 in the Nbr of Crs field.

Failed courses are included in this count. Each course with a Grade Weight of 2 should

be counted as 2 courses. The data clerk will enter the information into the WST0530

screen, Four Point Tab.

d. Pts Accum – Total points the counselor has calculated by adding the current points to

existing points, if any. For example, if a student already has 3.0 points and the student

completed 4.0 points, the counselor will mark out the 3.0 on the edited WST0530 screen

shot and write 7.0 in the Pts Accum field. Multiply the Pts Accum by 2 for courses with a

Grade Weight of 2. The data clerk will enter the information into the WST0530 screen,

Four Point Tab WITH the decimal.

11. Once all information has been entered, click SAVE. The 4PA field will be updated automatically.

S6 - 20


12. Once information has been entered on both the Regular and Four Point Tabs, the counselor

should verify the information against the WAR3085 screen.

PLEASE BE AWARE: The campus should never enter Grade Averaging data for the current school year

before the final GPA is calculated at the end of the year. When the semester grade averaging job is

run, it deletes any grade point information existing on the current year GPA record and replaces it

with the grade points resulting from the calculation of the current year grades from semester one.

If a correction needs to be done to Current year GPA data after the end of year current year GPA has

been calculated, then you should contact the IMS Department.

S6 - 21


Current Semester 1 GPA data transferred from outside of the district must be added to a PRIOR

grade averaging year. For example, the number of courses, credits, and grade points a student took

at a previous school’s Semester 1 of 2015 would be added to the number of courses, credits, and

grade points for year 2014 on the Grade Averaging screen (WST0530).

Also, under no circumstances should the data clerk be responsible for calculating/determining a

student’s GPA. This is the counselor’s responsibility. The data clerk is only responsible for the data

entry.

6.11 PRINT TRANSCRIPT

1. Go to the PRINT AARS 8 ½ X 11 screen (WAR3040).

2. In the SELECT CY / HIST DATA field select PRINT CY (CRS W/ GRADES) AND HISTORICAL (see

example below). Note: After the Merge-to-Historical and before Move-to-Grade-Reporting,

choose HISTORICAL only or the transcript will display duplicate records.

3. Enter the student’s ID# and click PRINT.

4. Verify all information that was keyed such as:

a. School Year

b. Semester(s)

c. Course(s)

d. Academic Grade(s)

e. Credit(s)

f. Special Codes – Review footnote associated with special code

g. Print two copies of the student’s transcript and give one copy to the counselor and keep

the second copy for the data clerk’s records (optional).

EXAMPLE OF TRANSCRIPT

S6 - 22


6.12 MISCELLANEOUS HISTORICAL SCREENS

S6 - 23


Historical Demographic Information (WAR3010) is updated with a merge job twice a year so it is not

necessary to complete data entry. If changes become necessary to the graduation date or graduation

program, make the changes on the screen.

Historical Demographic Parent (WAR3015) – stores the parent information. This is also updated

automatically.

Cumulative Grade Averaging (WAR3090) – stores the rank, class size and cumulative grade averaging

for graduates. Any necessary changes can be made to this screen. This is the grade averaging

information that prints on a transcript when it is run for historical only.

S6 - 24


SECTION 6 COURSES, GRADES, AND HISTORICAL · courses at the previous campus, transfer these courses...

Documents

Transcript of SECTION 6 COURSES, GRADES, AND HISTORICAL · courses at the previous campus, transfer these courses...