End of the Year Procedures in Jpams

1 End of the Year Procedures in JPAMs

Elementary – Middle Schools

I. Run Missing Grades and Incomplete Grades Audits for the first through third nine weeks. II. Set a deadline for teachers to have all grades ready. a. JGradebook teachers would have electronic gradebook up to date for fourth marking period and any missing marking periods. i. JGradebook: Teacher simply needs to have up to date grades for fourth nine weeks marking period and any missing marking period. III. Run Missing Grade Audit and Incomplete Grade Audit again, but run for the fourth nine weeks to check for new grades entered. IV. Mass Calculate Grades to determine Final Grades for all courses except S,N,U courses. a. Go to “Post Grades Master”. Click on “ADMIN” menu at the top and choose “Calculate Sem/Final Grades”. This recalculates all the grades and determines finals. b. If a grade is changed in JGradebook after the Mass Recalculate has run, you do not have to do the Mass Selecting Recalculation again. Open up “Report POST GRADES MASTER in Card “Report Card Mode” to the Mode” section where the grade was makes a changed. A Final Grade will calculation recalculate automatically. of the Please make teachers aware Final of the fact that when you run Grade. the Mass Recalculate and if they make a change, you must NEVER Select this option!! be notified immediately. c. NOTE: Final grades have several appearances in the printed grade sheets. i. “4a” means that a final average of “A” worth 4 quality points has been automatically calculated. A lowercase letter grade means automatically calculated. ii. “0f#” means that the final average of “F” worth 0 quality points was automatically determined to override an average because of Pupil Progression settings. An example would be a student having more than 4 quality points, but less than 2 of them were earned in the second half of the year. iii. “4A” means that the final grade of “F” worth 4 quality points was manually entered. A capital letter on a gradesheet indicates a “human” edit of a final. iv. The above rules apply to the gradesheets only. Report cards show all grades in capital letters. 2 V. Print Verification Sheets: a. In the Grades Command Center go to “GRADES” > “PRINT GRADE SHEETS”. Require the teachers to check their grades for each grading period and the Final grade given. b. Give the teachers a deadline to return the Verification Sheets with their initials on them. If the teachers had errors, they should make the changes in JGradebook. File the signed verification sheets in your office in case a future discrepancy comes up. c. Mass Calculate Grades. Run this again to catch any changes or edits made from the verification sheets. (Go to Post Grades Master. Click on “ADMIN” menu at the top and choose “SEMI/FINAL MASS CALCULATE”. This recalculates all of the course finals. This should give you a good set of grades with finals going into our last set of steps.

VI. Run UPDATE CURRENT YEAR GPA a. “GRADES COMMAND CENTER” > “GRADES” > “UPDATE CURRENT YEAR GPA”. b. The correct settings are shown. c. NOTE: Run once more right before you print report cards.

Check this option

When done, always check “Report” for errors. 3

VII. (Optional) Run the POSSIBLE FAILURE report a. “GRADES COMMAND CENTER” > “GRADES” > “POSSIBLE FAILURES” b. Use to locate a listing of students that appear to be failing.

Settings for Possible Failures Report

Be sure to set to “F1” for “Final”

VIII. Assign SBLC Codes (Failure Codes): Failures need to have a SBLC code on the student demographics page. Codes can be assigned two main ways: a. Student Master: Locate the student using the F1 button. Find the “SBLC” field. Click in it to bring up the SBLC Codes. Click on the proper code, then close, and then SAVE. b. SBLC Codes Updated using a fast “Loader”. In STUDENT MASTER, go to LOADERS, then UPDATE SBLC Code List. c. Use SBLC codes in red boxes at right: 4 d. Print a List of Retainees for the Administration to Review i. “STUDENT MASTER” > “COUNTS” > “RETAINED/PROMOTED LIST” ii. Change grade levels as needed. iii. Set the “AS OF DATE” to end of school date (5/30/07) iv. Keep a copy for your records. Give to Principal/Administrators to review.

5/31/2006

IX. Print Final Report Cards. a. Run Mass Calculate Grades. i. “GRADES COMMAND CENTER” > “GRADES” > “POST GRADES MASTER” > “ADMIN” > “MASS CALCULATE GRADES” b. Print Final Report Cards. i. In the setup box, choose “FINAL REPORT CARD” from the drop down list. ii. Remember to check the date span for attendance and discipline (8/16/06 - 5/30/07) iii. Type in the Principal’s Message. iv. Run three or four examples of different grade levels to check the report cards. v. Check for failures due to Pupil Progression Policy, final grades, etc... 5 Example Report Card Settings

Notes: 1. Choose “Final Report Card” here. 2. Set to Final Day of School - 5/30/07. 3. Check “Display Current Year Cumulative GPA” if your school shows this data on report cards. 4. Run “Update Current Year GPA” if your school shows GPA on report cards.

X. Run your Final Report Cards for each homeroom. a. Ask the homeroom teachers to scan them one more time for accuracy.

XI. Honor Roll List a. “GRADES COMMAND CENTER” > “GRADES” > “HONOR ROLL” 6

XII. Global Lock Gradebooks: After all grades have been entered and report cards complete, a Global Lock should be done on the JGradebook so that no one can change grades. a. Go to “GRADES COMMAND CENTER” > “JGRADEBOOK”, “ADMIN” “GLOBAL LOCKED TERMS”. b. Password = “Super”. c. Make sure all areas are checked, then click “Save”.

XIII. Print End of Year Elementary and Middle School Transcripts

Note: This step is normally done after final grades are accurate, GPA’s are updated, SBLC codes are complete, and final report cards are complete and accurate.

a) On the main Jpams screen, click on “Transcripts”.

b) Click on “Transcripts 1-8 Dashboard.

c) Click Program #3, “Elem Transcripts By Period” 7

d) Setup box instructions 1. School = your school number 2. Year = “0607” 3. Trp Year Span = “0607” to “0607” 4. List = “Active stdnts Only” 5. Trp Order = “Year” 6. Incld Cur Yr Gd File = “Yes” 7. Leave fields beneath unchecked. 8. Click “OK”.

e) Printing Elementary Transcripts by Homeroom (Optimal Setting) 9. Load green paper in laser printer 10. At the bottom of the screen, select “Homeroom”. 11. Select the homeroom Teacher(s) from the drop down. You will find that doing a single homeroom at a time works best. 12. Select “Print”

f) Printing Elementary Transcripts by Grade (alpha order for entire grade level) 13. Load green paper in laser printer 14. Note: This will not sort by homeroom for the entire grade level. It will only do alpha for the entire grade. Maybe useful for schools with few homerooms at a single grade level. 15. Select “Grade”. 16. Select grade level. (Note: Do only one grade level at a time). 17. Select “Print”.

g) Print a single student’s Elementary Transcript 18. Load green paper in laser printer 19. Select “Single Student” 20. Use “Find”, or “Previous Record” or “Next Record” to locate a single student. 21. Select “Print” 8

Example of an Elementary PK-8 Transcript with Homeroom Teacher Signature:

When GPA’s are updated on “Final” grades, this will update too. I did not run “Update GPA” for this example, hence the “0.00” for 0607. 9

XIV. End of Year Grades Closeout: This is the final step to be done when grades are good and everything is clear. Go to “GRADES COMMAND CENTER”> “UTILITIES”> “EOY GRADES CLOSEOUT”. a. Do not check off the “REPLACE with grade record if transcript record already exist” on the first run. Do check the option when running later if grades change during the summer.

DO NOT check this box on the first run.

DO place a check if grades are changed after the first EOY closeout.

Click “Process” to do the EOY procedure.

XV. Call Jessie Joubert (783-3664 x279) to let him know your 0607 data year is complete and finished!!!

Have a great summer! 10

APPENDIX  Vocational Information in JPAMS for Middle School Students ***For Schools with Students in Grades 6-8 Only*** Louisiana Law states that students in public school grades 6-8 shall have a Career Portfolio and have participated in 6 Career Activities during the course of the year. Further, students in grade 8 shall have a 5 year plan going into high school. This information shows compliance with legislative action and impacts funding for the vocational areas of our parish. Vocational information for middle school students will be collected in JPAMS with a default of each student have an appropriate “Yes” for the information. Schools only need to identify students who do not have the necessary information for compliance. This applies to special education and regular education students.

a. To access Vocational Information on a student, Go to “STUDENT MASTER” > “VOC 1” tab of a student. You will see a screen like one shown below. Active students will have a pre determined set of areas checked off.

Note the three required areas for this 8th grader are checked off.

b. You only need to remove checks for areas that do not apply to individual students. When finished with the edit, you simply select “Save” and move on to the next student. 11  Print “Mini – Report Cards”.

a. Go to “GRADES COMMAND CENTER” > “LABELS” > “EOY GRADES LABEL OPT 1 (5264)”. b. In the setup box, be sure to choose “Av 5163 Opt2. i. Set your school number, year, and Active as of Date (5/30/07). ii. Set Grade spans to do one grade at a time. iii. You can also set to do a range of homeroom teachers. iv. Check “Post” to “Alphas” and “Incld StuMstr / At..”. Click OK to print.

0607 05/31/2007 12

 Perfect Attendance List: a. Go to “ATTENDANCE COMMAND CENTER” > “AUDITS AND LISTS” > “PERFECT ATTENDANCE AUDIT”. b. On the Setup box, the “INSTANCES” and “MINUTES ABSENT” fields reflect the max number of times / minutes that you will allow a student to miss to qualify for Perfect Attendance. Take into account the tardies and late arrivals/early departures. This policy is set by the local school and not Child Welfare. For the MAX Instances, put in 999. To help with this, there is another report on the Attendance menu, “AYTD List by Homeroom”. This report is located in the ATTENDANCE COMMAND CENTER> AUDITS AND LISTS> AYTD LIST HOMEROOM/GRADE.

Example of Perfect Attendance Setup box. “DISTRICT / SCHOOL ALLOWS” Fields are set at the discretion of the school.

Skip Codes are: “In school suspension” “School Activity or Trip”