Grade Reporting for Secondary Schools Conference 2017

Transcription

1 Conference 2017 Session Description: Explanation of timelines and procedures of the grade reporting cycle; available grade reporting options, grade input, and generating report cards and other reports. Includes a brief overview of Secondary Standards Based Grading. 1. Grade Reporting in Aeries Grade Reporting Setup Grade Reporting Options Update Valid Marks Update Codes and Descriptions Update Address Options Update Multiple Mark Headings 2. Secondary Standards Based Grade Setup Security Setting up Standards Load Standards Defining Standards for a Course Secondary Standards Based Grades Options Mark Types Valid Marks 3. Grade Reporting Cycle Initialize New Grade Reporting Cycle Grade Reporting in Teacher Portal Teachers Entering Grades (using Teacher Portal) Load Grades from Gradebook Print GRD Verification or Missing Mark Listing Update Grades by Teacher/Multiple Marks Display and Update Student Grades Recompute Grade Reporting GPAs and Class Rank Update Grade Reporting Absence Totals Print Grade Report Cards Print Grade Report Mark Listing Print Exception or Ineligibility Report Print Honor Roll and Class Rank Listing Print Mark Analysis by Teacher or Course Copy Grades to Grade History and Transcripts Grades Updated in GRD and HIS Tables Re-compute cumulative GPA, Credit and Class Rank Print Student Graduation Status Reports Graduation Status Letter Text Editor Print Transcripts Session Page 1

2 Grade Reporting in Aeries The Grade Reporting forms and reports can be accessed through the Grade Reporting node in the navigation tree in Aeries. The Standards Based is a feature available only in Aeries Web Version that allows schools to define which standards are linked to a course and then identify which of those standards should display on the report card. During the grade reporting period teachers can enter grades for each standard as well as an overall grade for the course. NOTE: Standards Based Grade Reporting is integrated into the current secondary Grade Reporting system. If Secondary Standards Based Grading is going to be used, then both the current Grade Reporting system and the Secondary Standards Based Grade Reporting will need to be set up. Grade Reporting Setup An important area of Grade Reporting is verifying the options have been setup correctly in School Options. The School Options page is under School Info on the navigation tree. Terms MUST be set up for the current school year with the Starting and Ending dates being valid school days as reflected in the School Calendar. For the Grade Reporting option, schools can have multiple marks which can be up to twelve marks for each student and can print out report cards during the year with the previous grades in each subject. Session Page 2

3 Multiple Marks indicates one grade will be stored in the grade table for more than one reporting period, utilizing the M1 M12 fields. Using the Multiple Marks option is recommended. The Courses must also be verified to ensure the correct information prints on the Report Cards, such as, the Course Title, Academic Courses for GPA calculation, include T/A etc. Course titles can be translated into another language in the Correspondence Language tab. The Courses page is under the Scheduling Process on the navigation tree. The Master Schedule contains credit information utilized in the Grading and History programs. Verify that the Credit field contains the correct credit for the course displayed. The Exclude field can be utilized so that the course displayed does not show on any of the Grade Reports. Session Page 3

4 Grade Reporting Options The Grade Reporting Options page is used to select information to print on report cards. This MUST be verified every grade-reporting period prior to printing report cards. The Grade Reporting Options page is under Grade Reporting, Configurations on the navigation tree. Title on Report Cards - Describes the current grading period and prints on the report cards. School Message - A message to be printed on every report card. Reporting Period - Starting and ending dates for the grade-reporting period. The dates are initially setup when Create New Grade Reporting Table is generated and prints on the report cards. Default Citizenship Mark - If grades are scanned a default citizenship mark, such as "S", will automatically be entered if the teacher does not bubble in a citizenship mark. Print Credit Earned? - Select YES to print the credits earned on the report cards. Print Absent? - Select YES to print the number of absences. Print Tardy? - Select YES to print the number of tardies. Print Which GPA? - Select which GPA s to be printed on the report cards. Print Cumulative or Grade Report Class Rank - Select the class rank to print for each student. Print GPA s to 4 Decimals - Select this option to print 4 decimals instead of the default 2 decimals. Sort Report Cards? - Select the order that the report cards will be sorted in when printed. If teacher is selected another option becomes available to print by teacher name or teacher number. Print Zip Code Extension - Select whether or not to print the zip code extension. Session Page 4

5 Update Valid Marks The Valid Marks page is used to update or display all marks considered valid. Every possible mark, including those with a plus and minus must be set up for grade reporting, (e.g., "A", "A-" and "A+"). The Valid Marks page is under Grade Reporting, Configurations on the navigation tree. A mark can also be selected to be included in the GPA computation. If a student receives this mark the credit for the course is counted as completed and/or attempted. Some schools give a higher weighted GPA for honors courses. The point value is maintained in this table. For example, more weight can be given to an A+ than for an A. Update Codes and Descriptions The Grade Reporting Codes and Descriptions page allows codes and descriptions to be added in the COD table used in Grade Reporting. The Grade Reporting Codes and Descriptions page is under Grade Reporting, Configurations on the navigation tree. There is a specific tab for each section of codes that can be printed which includes the Academic Marks, Citizenship/Work Habit Marks, Comment Codes and Message Codes. The following are the codes or descriptions that will print on report cards: Academic Mark - descriptions print below the grade area on report cards (plus or minus marks do not get entered. Marks only!!) Citizenship/Work Habit Marks - descriptions will print below the grade area on report cards Comment Codes - descriptions print on report cards if selected. Message Codes - will print specific comments on a student's report card. Codes are entered and stored from the Student Data form. Session Page 5

6 To add a code and description click the mouse on the Add New Record icon. Enter a code and press Tab. Type the code description. Click the mouse on the Save icon when completed. All marks and codes can have up to six Correspondence Language codes and descriptions entered that will print on a report card according to the student s Correspondence Language (STU.CL) code. To display the Correspondence Language fields, click the mouse in the Show Correspondence Language option on the lower left of the page. The following form will display. To add a Correspondence Language, click the mouse on the Edit icon to the left of the Code. The page will now display in edit mode. Select the CL code from the drop down. Type the translation in the Description field for the Academic Mark selected. Enter all translated descriptions for each code. Click the mouse on the Save icon when completed. When the report card prints all Academic Marks will display in the correspondence language entered. For example, a student with a correspondence language (STU.CL) of 01 will print Excepcional for Mark A in the mark description area on the report card. Codes and Descriptions can be entered for all Academic Marks, Citizenship/Work Habit Marks, Comment Codes and Message Codes. Session Page 6

7 The following is an example of a report card that has the Comments printed in the students Correspondence Language (STU.CL) for Spanish. NOTE: The translations must be set up in Update Grade Reporting Codes and Descriptions, otherwise the default description will print If the Correspondence Language codes for Spanish (01) or Vietnamese (02) are selected, then the headings on the report card will also be translated. Update Address Options Select the address to be used on the return address, whether or not a mailing permit will be printed or if an endorsement message will be printed. The Grade Reporting Address Options page is under Grade Reporting, Configurations on the navigation tree. Update Multiple Mark Headings The Multiple Mark Headings is used to update headings that print above each mark on the multiple mark report cards. The update Multiple Mark Headings and Descriptions page is under Grade Reporting, Configurations on the navigation tree. To Add a Mark Heading, click the mouse on the Change button and enter the heading title. Enter the Description of Mark. When complete, click the mouse on the Update button. To Add a School Message, click the mouse on the Change button and enter the School Message. When complete, click the mouse on the Update button. Session Page 7

8 Secondary Standards Based Grade Setup Security Secondary Standards Based Grades uses the following tables in Aeries: GRD Grade Reporting GRO Grade Reporting Options GRS Secondary Standards Based Grades SBR Standards Based Courses SBV Standards Based Marks STN Standards Users that are setting up both the Standards Based Grades for Secondary Schools and the secondary report card will need permissions to the following areas: To set up Standards Based Grades for Secondary Schools they will need full (Read, Insert, Update and Delete) to: Course Data, Grade Reporting Options, and Standards Based Valid Marks To set up Secondary Report Cards/ initialize report cards for each grading term they will need full (Read, Insert, Update and Delete) to: Grades, Grade History, Grade Reporting Options, Grade Reporting Address Options and Mark Headings and Descriptions. Session Page 8

9 Setting up Standards The Standards screen is found in Grade Reporting, Configurations. Standards can be displayed in a list of all standards, or in a tree format which shows the hierarchy of the standards. A Search box is available to limit the standards displayed, as well as filters for type of standard and grade level. Click the mouse on the Add New Record button to enter a new standard into the table. In the screenshot below a 12 th grade Writing standard is being added to the Standards table. Enter the Standard ID, Title, Type of Standard, and if it is a substandard, then select the higher level standard that it is under in the Category field. If the standard will be receiving a grade on the report card, then Mark Type1 must be set to Progress Toward Standard. Select the terms when this standard is assessed and the grade level(s) that it applies to. Up to six translations can be entered for each standard. Select the Correspondence Language code and enter the translation into the field next to it. Click on the Save button when complete. To edit a standard select the standard in the Display List. The standard definition will display on the right. Select the Change button. Once all changes have been made, select Save. NOTE: Standards should not be modified once the Grade Reporting Cycle has been initialized. Session Page 9

10 Load Standards The California State Standards, Common Core Standards and Next Generation Science Standards can be imported into Aeries. The Load CA State Standards form is available in Admin CS in View all Forms. Defining Standards for a Course The Standards tab in the Courses screen is used to define which standards apply to each course and if they display on the report card. Standards assigned to courses at one school or at the District level will apply for all schools. Users will need full permissions to Course Data to associate a standard to a course. To view or update the standards for the courses click on the Scheduling Process node expand it and then click on Courses. The Courses screen will appear in the center of the screen. Click on the Standards tab to view any standards associated with a course, or add, edit or delete that association. To define a standard for a course enter enter the Course Name or Course ID into the Search box and click on Go. Select the course to view it. Click on the Standards tab. Click on Add Standard(s). Session Page 10

11 The following screen will display. To search for a standard enter a key word or the first few letters to filter for in the Search box. Select the Type of Standard to choose. The options are Local, Common Core or CA State Standards. These standards must already be defined in the Standards table in order to choose them. Enter the Grade level of the standard to limit the number of standards that appear in the list. Click on Go. A list of all of the standards that meet the selection criteria will come up. Click on the standard that will be associated with the course to select it. If the standard has sub-standards and you wish to also associate those standards to the course leave the Include Related Standards option selected. Click on OK to complete this process. NOTE: To add only the higher level standard to a course without its substandards, deselect the Include Related Standards option before clicking on OK to add the standard. To prevent a standard from displaying on the report card or to delete the association of a standard to a course click on Edit Standards. The RptCard? option can be used to de-select any standards that should not be printed on the report card. To delete an association to a standard click on the Red X and click on OK to the prompt confirming that you wish to delete the standard from the course. The standard will be lined out. Once the screen is refreshed the standard will no longer display on the screen. Session Page 11

12 Secondary Standards Based Grades Options The Grade Reporting Options form is used to select the Grade Reporting Options and the Secondary Standards Based Grade Reporting Options. In order to use secondary standards based grades, the Secondary SBG Options screen needs to have the grade range entered that will be using the secondary standards. Leaving this value blank will disable secondary standards based grades for this school. To enter a grade range click on the Change button. Enter the grade range that will be using secondary standards based grades and click on Update to save the changes or Cancel to leave the screen without saving. NOTE: Each school can define their own grade range that will use secondary standards based grades. Mark Types The Mark Types codes are automatically setup with default descriptions. Mark Type 1 (default is Achievement) is used to define a student s level of accomplishment for the subject being graded. Mark Type 2 (default is Effort) is used to define a student s effort towards the grade level standards. Mark Type 3 (default is Progress Towards Standards) is used to define a student s progress towards each standard that is set up. Mark Type 4 Check Mark is a check mark and cannot be changed. Any value entered will display and print as a checkmark. Mark Type 5 Other Comment Graded 1-5 cannot be changed. Session Page 12

13 To change the Description, click on the Edit icon next to the Mark Type Code. Enter the new description. Click on the Save icon to save the changes or the Undo icon to leave the screen without changing. Translations into another language can be done by selecting the Correspondence Languages option, clicking on the Edit icon next to the code, and entering the Correspondence Language Code and the Correspondence Language Description (translation). Click on the Save icon to save the changes or the Undo icon to leave edit mode without saving changes. Up to six language translations can be entered. NOTE: Changes made to the Mark Types screen in one school will affect all secondary schools. These values are district-wide. Valid Marks The Valid Marks screen is used to identify the marks that will be used for the secondary standards grade reporting. Marks can be defined for three Mark Types. The Add New Record icon towards the bottom of the list is used to add the new mark. The Achievement and Effort mark types can have a maximum of six defined marks and the Progress Toward Standard mark type can have a maximum of 5 defined marks. NOTE: The Valid Marks apply to all Grade Ranges in the Secondary Standards Based Report Grades. To edit the Mark record click on the Edit icon next to the Mark value. The Mark Title and Sort Order can be changed. Session Page 13

14 Click on the Save icon to save the changes, the Undo icon to leave the screen without saving changes, or the Delete icon to delete the entire Mark record. Translations into another language can be done by selecting the Correspondence Languages option, clicking on the Edit icon next to the mark code, and entering the Correspondence Language Code and the Correspondence Language Title. Click on the Save icon to save the changes, the Undo icon to leave edit mode without saving changes, or the Delete icon to delete the entire record. Up to six language translations per mark can be entered. NOTE: Changes made to the Valid Marks screen in one school will affect all secondary schools. These values are district-wide. Grade Reporting Cycle Initialize New Grade Reporting Cycle To create the Grade table, under Grade Reporting, Functions on the navigation tree, click the mouse on Initialize New Grade Reporting Cycle. Verify that all marks have been set up in the Grade Reporting Options and display in the Initialize Which Mark drop down. Select the mark that you wish to initialize the Grade table for in the Select Reporting Period in the upper left corner. The starting and ending dates will display for the term selected as set up in School Options. These dates can be modified. If multiple tracks are set up they will display at the bottom of the form. Select the tracks to be included in the grade reporting cycle. This area will be blank if the school is not set up as multi-track. The Update Grade History (GRH) is an option that will copy the last grade marks into the GRH table prior to creating the new GRD table. After all options have been selected click the mouse on the Initialize GRD Table button. The date the GRD table was created will display in red at the bottom of the form. If Secondary Standards Based Grades have been defined for the report card, a message will appear in red stating that the Secondary SBG will also be initialized for the grade range defined in the Secondary SBG Options screen. REMEMBER: Never create a new GRD table in the middle of a grading cycle. Session Page 14

15 Grade Reporting in Teacher Portal If grade reporting will be entered by teachers via the Teacher Portal, the Portal Options date range must be entered. The Support Standards-Based Grade Reporting option must be selected to support this on the secondary teacher s Grades page and in their gradebook. Please see the Portal Options online help for details. For each grading window for Secondary schools, there are options for Require Comment, Require Work Habits, Require Citizenship, and Can Mark Page as Complete. These options work in conjunction with the Missing Mark Listing described later in this document. Teachers Entering Grades (Using Teacher Portal) Teachers use the Grade page in the Teacher Portal to view or update their students grade reporting grades. They can access this screen by clicking on the Grades node on the navigation tree. All students currently enrolled will display. A message will display in yellow indicating the period of time that a teacher can post to a student s grades. Click the mouse on the Period dropdown to select a different period. The yellow highlighted column is the marking period for which the teacher can enter grades. If Secondary Standards Based Grades have been created, then they can be viewed by clicking on the expand (+) sign to the left of the Student #. To add or edit Secondary Standard Based Grades click on the Edit link below the course title for the student. Session Page 15

16 The secondary standards for this student s course will open up in an Edit screen. Click in the Mark field to display a dropdown of the defined marks. The teacher can either select the correct mark from the dropdown or type it in. As the mark is entered it is saved immediately. Click on the Close button at the bottom of the Edit screen to close the screen and go back to the Grades screen. To enter the Course grade the teachers will either use the Edit All Records button to add or update a current mark for the grading period displayed or will use the Load Grade from Gradebooks option to import the grades from their Gradebook. The page will change from View only to Edit mode. A drop down listing will display to the right of the Valid Marks, Citizenship, Work Habits and Comment fields. Select the applicable values. Any data changes made on the page are effective immediately. When done editing or adding data, click the mouse on the Done Editing button to change back to the view only display. NOTE: Any data changes made on the Grades page in the Edit all Records mode will be effective immediately regardless of clicking on the Done Editing button. The Done Editing button merely changes the page back to view only display. Load Grades from Gradebook The Grades page can be utilized to Load Grades From Gradebook for Traditional Grading and for loading Standards. After the Gradebooks have been completed, the grade marks can be calculated from the Gradebook standards and transferred over to the student s grades to print in the Secondary Standards Based Grade Report Card. Please see the Standard Based Grades for Secondary Schools online help for details. Session Page 16

17 Session Page 17

18 Print GRD Verification or Missing Mark Listing The Grade Report Mark Verification Listing is used to verify the marks submitted properly. This list MUST be printed immediately after grades are submitted then given to teachers for verification. Any corrections are made on the list by the teacher. Corrections can be updated prior to printing report cards. The Missing Mark Listing is used to list any missing grade marks for a student. It MUST be printed immediately after submitting grades. This sheet is given to the teacher to alert them of missing marks. This report can be generated in order by student or by the teacher s class, with all students in the same period. The following is an example of the listing. The Missing Mark Listing will work in conjunction with the Require Comment, Work Habits, Citizenship, and Can Mark Page as Complete options set in Portal Options. When the require options are in place, a Grade record is not automatically marked as complete until the requirements are met. So running this report with the default options will not show any records that have been marked as complete. Running the Missing Mark Listing with the Ignore Records Marked as Complete option will display ALL records, even if they are marked as complete. Update Grades by Teacher/Multiple Marks School administrator can update teachers grades by clicking the mouse on Grades by Teacher under the Grade Reporting node. Select a teacher from the list on the left hand side of the page or use the Search box to enter a teacher name. Select a Period from the Period drop down. Students will display in order of each grade-marking sheet. Click the mouse on the Edit All Records button to change the page to edit mode. Session Page 18

19 Select a mark from the dropdown or enter a mark. Use the tab key to move across the page. When completed, click the mouse on the Done Editing button. The Mass Add Values button can be used to add the same Citizenship, Work Habits or a Comment to every grade record for the selected class. The Override Existing Values option will overwrite every grade record with the newly selected Citizenship, Work Habits or Comment value, if this option is not selected only the empty fields will receive the new values. Display and Update Student Grades The Grades form under the Grade Reporting node will display grades by student and allow changes. Click the mouse on the Edit icon to change the page to edit mode. Make any necessary changes and when completed click the mouse on the Save icon. Click the mouse on the Add New Record button to add a new Grade record. The cursor will display below the last grade displayed in the Per field. Enter a period, course number, teacher number, mark, credit, citizenship, work habits, absences/tardies and comment codes. When completed, click the mouse on the Save icon. To recalculate the GPA, class rank and size for the student displayed after grades are changed, click the mouse on the Recompute button. Re-compute Grade Reporting GPAs and Class Rank The Recompute Grade Reporting GPAs and Class Rank screen will recalculate all students GPA, class rank and size. The Recompute Grade Reporting GPAs and Class Rank page is under Grade Reporting, Functions on the navigation tree. This option must be run prior to printing the Report Cards to ensure GPA s are correct when printed. This option allows you to select the method for which to calculate the class rank and GPA on. A message also indicates which mark will be used to calculate GPAs if multiple marks are being stored. Click the Recompute GPA s and Class Rank button after making your selection. Session Page 19

20 Update Grade Reporting Absence Totals If attendance is printed on the report cards click the mouse on Update Grade Reporting Absence Totals button prior to printing the report cards. It will update all attendance totals for the date range. The Update Grade Reporting Absence Totals page is under Grade Reporting, Functions on the navigation tree. Print Grade Report Cards The Print Grade Report Cards will gather all data necessary to produce any of the available report cards listed below. Click the mouse on the radio button to the left of the Select Report Card to Print options. The Print Report Cards for defaults to print report cards for Active students Only option. To include inactive students click the mouse to the left of Both Active and Inactive Students. The default Address for report cards is to the Parents. Contacts can be tagged on the Contacts form to receive report cards. To print report cards for contacts click the mouse to the left of Contacts. Report cards generated for parents and contacts are two separate operations and MUST be run separately. If the Grade Reporting Codes and Descriptions have specific correspondence languages set up, report cards can be selected to print for these Correspondence Languages. Any student containing these CL codes in their student record (STU.CL) will print the report card in the translated language. The following options are available: Print All Languages if codes and descriptions are set up for specific languages they will print in these languages on the report cards for only students with the same CL in their student record and ALL other students report cards will print in English Print English Only will print all report cards in English regardless of a student s correspondence language Print Only CL of: - will print report cards for only the students that have the correspondence language selected The following is an example of a report card that has the Comments printed in the students Correspondence Language for Spanish. Session Page 20

21 NOTE: The translations must be set up in Update Grade Reporting Codes and Descriptions otherwise the default description will print If the Correspondence Language codes for Spanish (01) or Vietnamese (02) are selected, the headings on the report card will be translated. To print a report card for specific students, select a student from the list of students on the right hand side. If the school is a multi-track an option will display to specify a particular track to be printed. All letter report cards have the option to print mail information at the top of the report card instead of at the bottom. Click the mouse on Print Mail info At Top of Page to select this option. NOTE: Please see the Standard Based Grades for Secondary Schools online help for details on how to print Secondary Standards Based Report Cards. Print Grade Report Mark Listing The Grade Report Mark Listing displays all grade information printed on the report cards. The following is an example of Mark Listing By Student. Session Page 21

22 Print Exception or Ineligibility Report The Grade Report Exception Listing is similar to the mark listing, except it only prints for students meeting the exception conditions selected. After the option is selected the following form will display. All grade codes defined in the COD table will display. Enter the number of grade marks a student will have. For example, if "1" is entered in the "A" mark all students with one or more "A" marks for the marking period selected will print. If more than one selection is entered students who have either mark will print. To print only the courses in which the students have marks specified click on Print Only Exception Marks on the form. If multiple mark grade reporting is being utilized select the current mark in the list labeled Using This Mark. An option to print the report for that mark only is also available. Click the mouse on Print to generate the report. The following is an example of the Exception Report for students with 1 or more A s for the mark M2. The Ineligibility Listing is a tool used to determine the students who have not met a certain criteria and are now ineligible for certain activities, such as football, etc. One or more sets of criteria can be entered for students to display on the report. Session Page 22

23 For example, a "1" can be entered next to the "F" mark. Another criteria can be selected, such as a GPA less than a certain value, such as The report will list the students who meet BOTH conditions. After the students are tagged click on Run Report to generate the report. The following is an example of the Ineligibility Report. Print Honor Roll and Class Rank Listing Two reports are available to print the Honor Roll and Class Rank. The Honor Roll and Class Rank Listing from Grade Reporting is based on the Class Rank from the latest grade reporting cycle. The Honor Roll and Class Rank Listing from Transcripts is based on the cumulative Class Rank from the transcript. Prior to printing the report the current grade point averages and class ranks must be recomputed. The following is an example of the Honor Roll and Class Rank Listing from Grade Reporting report. Session Page 23

24 Print Mark Analysis by Teacher or Course The Grade Report Mark Analysis is an analysis of grades given by teachers during the current grade report cycle and can be run by teacher or course. It displays the number and percentage of each grade given by each teacher in each of their classes. The following is an example of the Mark Analysis by Teacher report. Copy Grades to Grade History and Transcripts After grades are complete the Copy Grades to GRH in Grade Reporting, Functions will copy grades from the GRD table to the Grade History (GRH) table and will store all grade history such as citizenship, comments, absences, tardies, etc. Click on the Select Which Mark to Move to GRH drop down and a menu will display the available Marks to Move. Click on the Copy Grades to Grade History (GRH) button and the grades will be copied to the GRH table. This information can be displayed by clicking the Grade History form under Grade Reporting or under Student Data, Grades. After semester grades are complete the Copy Grades to Transcripts in Grade Reporting, Functions will copy grades from the GRD table to the students Course History (HIS) table. The Course History (HIS) table records will print on a student s transcript. Click the mouse on the Copy Grades to Transcripts link. The following selection will display. Session Page 24

25 The correct term and year must be entered for the current marks to be stored in course history. Semester is usually denoted as 1 for fall, 2 for spring and 3 for summer. To move quarter classes as well as semester and year classes click the mouse on the button to Move all applicable classes to HIStory. To move only quarter classes to HIStory click the mouse on Move ONLY quarter classes to HIStory. This option should only be done at the end of a quarter. Quarter classes are considered to be course records having a Q in the Term or TM field. If the school is set up as a track school, enter a track number in the Enter Track field or leave this blank to indicate all tracks. To move all but one track each track must be moved separately. To move marks to history for one particular grade level select it in the Student Grade dropdown. If Multiple Marks are maintained choose which mark to be moved. Click the mouse on the Copy Grades to Transcripts (HIS) button. The message HIS table updated with current grades will display when complete. Click the mouse on the OK button. The Student Transcript form will now display the current grades. Session Page 25

26 Grades Updated in GRD and HIS Table The Grades/History form displays the selected semester grades for each student and is utilized after grades have been copied over to the HIS table. This program is only available from Aeries Client Version at this time. It is accessed through View All Forms and used to update the changes made to student s grades in the GRD table as well as update the HIS table at the same time. Care MUST be taken when utilizing this form since you are updating two tables; GRD and HIS. When accessing the form the following message will display. Enter the HIS term to update then the GRD mark to update. Click the mouse on the Add button to add a grade to the GRD and HIS tables. The cursor will display in the PER field at the end of any grades displayed. Enter a period, course number, teacher number, mark, credit, comment codes, citizenship, work habits and absences. Press Enter to complete the Add. To change a grade in the GRD and HIS tables, click the mouse in the Mark field for the grade record you wish to edit. Press Tab to the field to be changed and enter the change. Press Enter to update the grade. To undo any change before Enter was pressed, press ESC and the original data will be displayed. Press Enter. The Delete function is used to remove grade records for the currently displayed student. Click the mouse in the gray box to the left of the grade record to be deleted. Click the mouse on the Delete button and the grade(s) will be deleted. NOTE: If Delete is used without first positioning the arrow the first grade record will be deleted. Click the mouse on Recompute to recalculate the GPA and class rank for the student displayed. The Recompute GPA button is used when a Credit or Mark is changed. The current term grade point averages at the bottom of the form are updated automatically but NOT the rank. Session Page 26

27 Re-compute Cumulative GPA, Credit and Class Rank After the HIS table has been updated with semester grades the Recompute Cumulative GPAs and Class Rank is used to re-compute the GPA, and class rank which includes the semester grades. The Recompute Cumulative GPAs and Class Rank page is under Grade Reporting, Functions on the navigation tree. Several options display for re-computing GPA s. If this option was previously generated it will default to the last option selected. Select the option and click the mouse on the Recompute GPAs and Class Rank button and every student s GPA will be recomputed. When the GPA s are recomputed a message will display. If any error messages display, correct the error and re-compute the GPA's again. Print Student Graduation Status Reports The Graduation Status Report by Student is usually printed for seniors after the grades are updated into Course History. Access the report from Grade Reporting, Reports on the navigation tree. The following form will display. The option is available to select a particular grade such as 12th grade only, or 12 th grade students lacking the credits needed to graduate, or ALL students. This report also allows you to choose one or more students from a drop-down list to print. The report will default to sort by grade and then alphabetically but can also be changed to Sort by Name. A Query Condition can also be used to Keep or Skip certain students to be printed. Session Page 27

28 In Aeries Client Version, the Graduation Status Letters to Parents can also be printed from the Graduation Status form. The Check Letter Text option will display the Letter Text and can be changed prior to printing. To print the Graduation Status Report, click the mouse on Run Report button. The following is an example of the Graduation Status Report from Aeries Web Version. Session Page 28

29 Graduation Status Letter Text Editor The Check Letter Text option allows users to edit the text that prints on the Graduation Status Letter to Parents in Aeries Client Version. In order to insert data about the student in the body of the letter field names must be entered into the letter in brackets. Only certain fields currently work on letters. These are: [FN], [LN], [PG], [SX], [GR], [BD], [MN], [CU], [HE/SHE], [HIM/HER], and [HIS/HER]. These fields will work in all letter texts printed in Aeries. Letters can also be created and designed for students whose primary language is different than English. This can be done by creating another letter using the Add button and entering the appropriate text in the language selected. The name for this new letter must start with Graduation Status with an extension, such as, Sp for Spanish. The Correspondence Language of the current letter must also be set for the language of the individuals to receive this letter. Leave the Correspondence Language field blank to indicate the default letter for students whose Correspondence Language (STU.CL) field is blank. To print the Graduation Status Letter click the mouse on the Print Letters button and the following letter will be generated. Session Page 29

30 Print Transcripts Prior to printing transcripts click on the Transcript Definition in the Grade Reporting, Configurations node and the following form will display. The Transcript Definition form must be reviewed prior to printing to ensure the correct information has been selected for printing transcripts. Additional Transcript Definitions can also be set up for specific purposes, such as Colleges requesting specific test scores. Transcripts can be printed for an individual student from the student s Transcripts page. Select the type of transcript to be printed from the dropdown. Click the mouse on the Print button on the Transcript page. Transcripts can also be generated through the Student Transcripts report for one or many students. NOTE: Prior to generating transcripts for students it is suggested that the options are selected and transcripts are printed and reviewed. Session Page 30

31 After all selections are complete click the mouse on the Print button. The following is an example of a laser printed plain paper transcript. Session Page 31