QUARTER MIDDLE SCHOOL: SY2018-19 END-OF-YEAR REPORT …

QUARTER MIDDLE SCHOOL: SY2018-19 END-OF-YEAR REPORT CARD & TRANSCRIPT STEPS

Complete Administrator's Guide: Synergy Help - CCSD-MS > Admin Report Card Processing > Admin Guide

REPORT CARD ADMINISTRATORS PROCESSES: Before teachers post report cards The district window for teachers to post report cards opens Wednesday, May 8, 2019.

1. School Setup screen: set the Grading Period to Quarter 4. 2. School Setup screen: Run the Update Homeroom Data from Menu > Processes. 3. Update Grade screen: Update Grading Record for Quarter 4.

Wait to run the Update Absences process until all attendance is complete and entered into Synergy. This will ensure all attendance and tardies, for the entire quarter, are included on report cards.

Refer to the Report Card Processing Admin Guide for a complete list and description of all reports 4. Review the OnTrack Reports Grade Assignment Type Weighting & Verification, Assignments w/o Points, etc. Review OnTrack Reports Grade Pre-Processing Grade Reports run prior to processing report cards

Teachers should correct any errors in weighting or EOC usage as soon as possible.

TEACHERS: STEPS FOR POSTING GRADES Complete User Guide: Synergy Help - CCSD-MS >TVUE Attendance & Gradebook Guides >Gradebook & Report Card Guides

Follow timelines and deadlines determined by your local school.

***IMPORTANT NOTE*** DO NOT display dropped students when posting report cards. If a grading record exists, on the SIS side for the student, a grade WILL post to the report card. In the unlikely event that a posted grade for a dropped student is required, pay close attention to ensure that only the correct student is checked for posting on the Report Card > Student screen.

1. For all classes in the gradebook, ensure assignments are complete and all grades entered, including EOC scores, when applicable.

2. Go to Grade Book > Assignments and select the Grading Periods Tab to confirm that all assignments are included in the correct Grading Periods.

3. If the class requires an EOC, there should only be ONE assignment, per required class, checked for the EOC grading period. That one assignment, created in Quarter 4 (with a MANUAL check added for the EOC grading period) is used to enter the test scores for the EOC. a. Any S2 or YR classes requiring an EOC should display the assignment checked for the EOC and Quarter 4 Grading Period.

EOC-REQUIRED CLASS

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b. Quarter 4 Grade Book > Assignments screen example for a NON-EOC class. **If a class does not require an EOC, assignments should never be checked for the EOC Grading Period.

c. For an EOC-Required Class: Another way to confirm that only ONE EOC assignment, per required class, has been checked correctly is to select the EOC grading period in the class drop down. There should only be one assignment, the EOC assignment, displaying on the screen. i. Confirm that the EOC and Quarter 4 grading periods are selected for S2 and YR classes.

4. Review weights for all classes: Quarter 4, S2, and YR to confirm correct weights were applied. 5. Classes Requiring EOC ? Confirm the EOC Assignment Type Weighting is 20% as required by the State Board of

Education. a. Navigate to Grade Book > Gradebook Setup > Assignment Weighting Tab

**Notify your gradebook administrator if an error in assignment type weighting is found.

**Changing weights will affect the students' grade calculations. Therefore, only change if errors exist.

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6. On the Report Card > Students screen, during the Quarter 4 grading period, teachers will see the Quarter 4 Grading Period AND EOC columns. a. The example below shows the Report Card > Students screen for a class requiring an EOC. The students' grades on the EOC assignment display in the EOC column. (If the grades do not display, but have been entered on the assignment for an EOC-required class, return to the EOC assignment and check the EOC on the Grading Periods Tab. This can also be done on the Gradebook > Assignment screen as described above beginning with step 2. Other reasons grades will not display are due to assignment type weighting errors or an incorrect assignment type selected.)

b. The example below shows the Report Card > Students screen for a class without an EOC. In a non-EOC required class, the students will not and should not have a grade in the EOC column.

7. Click the Edit Final Grade and Comments link for Quarter 4 to enter conduct and comments. a. Enter Conduct and Comments. (Hint: Select an option for the first student; use the green fill-down arrow to complete the list. SAVE - Then, go back and change individual students as needed.) b. Use the drop down to overwrite all calculated grades over 100. Grades over 100 will not post to report cards. Use the drop down under Final Grade to select 100. c. Click SAVE CHANGES. d. Click the Post button at the top, right side of the screen. e. If a Windows message displays that reads, "The current grading period contains more than one mark. Are you sure you want to post all marks for the grading period?" Click the OK button to continue. i. If the class has EOC grades, and the assignment is correctly associated with the EOC grading period, they will post along with the Quarter 4 grades. ii. Wait for a message to display that the grades successfully posted. f. You can stay on the same screen and change to a different class, and follow the same steps. Alternatively, you can click the link to return to the report card screen and select a different class. Click the Edit Final Grade and Comments link for Quarter 4 Grading Period and follow steps 7a ? 7f above.

Be sure that you post the Quarter 4 final grades for EACH SECTION, even semester and yearlong classes. Be sure that the EOC grades post on all EOC-required classes.

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 On the Report Card > Students screen (below), a message will display with the last date and time the grades for the Quarter 4 Grading Period and the EOC were posted. o The message on Non-EOC classes will show `skipped' since there is not an exam grade to post.

8. AFTER all sections are posted, Mouse over Home in the blue menu at the top of the screen and click View Grades:

9. Confirm that all grades, comments, and conduct posted correctly for EACH section. a. Carefully review each section to confirm EOC scores, when applicable, also posted. b. If a grade, score, comment, or conduct entry is incorrect or missing from the View Grades screen, return to the gradebook, if needed or the Report Card > Student screen. Click the Edit Final Grade and Comments link for Quarter 4 and add the information. Save the Changes. Then, click the Post button.

REPORT CARD ADMINISTRATOR PROCESSES: After teachers have posted report cards

Review all of the OnTrack Pre-Processing Grade Reports BEFORE processing or printing report cards.

1. EOC Error Reports: The reports display possible EOC assignment or assignment weight errors found in teachers' grade books. (See additional information on top of page 1 of this document.)

2. Synergy Report Card Conditions, SSP6034: After teachers have posted, but BEFORE processing or printing any report cards, run the report to look for missing marks (grades), missing conduct, missing comments and gradebook grades that are greater than 100 or less than 10.

a. NOTE: Be sure that all Quarter 4, Semester 2, and Year classes have been posted for year-end. Posting all classes is required so the grades display on the report card and transfer to the transcripts.

b. Be sure to run the report for the Quarter 4 AND the EOC Grading Period to confirm all of the grades were posted.

c. Incompletes: If a teacher posted an "I," (Incomplete) to a report card, it will display in the Posted Grade column of Synergy Report Card Conditions. i. If possible, before report cards are processed, the teacher should make any necessary grade changes in the gradebook and then RE-POST the report cards. ii. If that is not an option, and the Incomplete is posted to the transcript, the override will need to be CLEARED from the teacher's Report Card > Student screen (if it is the same school year), a manual update to the Synergy Student Grade screen, and a manual update to the transcript will be required as soon as possible. (The CSIS Post Transcripts process, for the specific grading period, can be repeated if desired.)

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3. Report Card Posting Activity, SSP4648: The report lists the time and date a teacher last posted grades for a section. If a student's grades were not posted, the report includes the student's name. a. Be sure to run the report for the Quarter 4 AND the EOC Grading Period to confirm complete posting for all grades.

If desired, run the GRD403 and GRD603 from Synergy to review mark verification and sections missing marks. Tip: Grade Book Managers can review the Class Grade or Student Grade screens in Synergy SIS to view posted

grades, comments, and conduct.

If teachers are directed to make corrections or edits to gradebook assignment grades &/or the report card posting screen, the teacher will need to RE-POST so the changes will be reflected on the Student Grade screen and the report card. (A reason for an edit may be adding a grade that was originally entered as Incomplete.)

AFTER REVIEWING THE ONTRACK PRE-PROCESSING REPORT, to ensure grades are completely posted, continue the steps below.

1. Run the report card, GRD201. a. If desired, refer to the directions in the admin processing guide to attach the electronic version of the report card and enable the PVUE & SVUE modules. This step can be done at the same time the school-wide PDF is generated. b. NOTE: If schools choose to add a placement message, on the final report cards, there is currently no way to display the message in the PVUE & SVUE modules. i. The message for placement is done manually, on a printed report card, and cannot be visible in PVUE or SVUE. c. Save an electronic copy of the final report card file for future reference. d. Place a printed copy of the report card in the students' perm folder.

2. Run the CSIS Post Transcripts Process (Modules > Transcripts > Post Transcripts) a. Quarter and Semester middle schools will select option Q4/S2/YL for the end-of-the year posting. b. Wait while the process runs ? a message will display when posting is complete.

3. Run the OnTrack Post-Processing Reports a. Save copies (electronic &/or printed) for future reference. Once CSIS roll-up occurs in the summer, the prior years' reports are no longer available. b. Course Grades, SSP4125 c. Grade Distribution by Teacher, SSP6030 d. Grade Distribution by Course, SSP6032 e. Honors Report, SSP4123 f. Low Grades, SSP4127 g. Failure/Incomplete, SSP4600

4. Incompletes: If there are grades of Incomplete on the transcripts, the override will need to be CLEARED from the teacher's Report Card > Student screen (if it is the same school year), a manual update to the Synergy Student Grade screen, and a manual update to the transcript will be required as soon as possible. The Report Card > Student screen cannot be changed in a previous year. Transcripts can be able to be re-posted, if needed.

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