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Working with secondary student permanent record data by term

[Applies to secondary schools only.]

If your district does not calculate cumulative GPAs and class ranks by term, skip this topic and see Working with secondary student permanent record data by year [>>].

If your district has defined reporting terms in the GPA/Class Rank Reporting Terms setup list, you can work with students' term GPAs, credits, class ranks, and attendance for each term in a historical year. For information about creating GPA/Class rank reporting terms, see Setting up GPA/Class Rank Reporting Terms [>>].

On the PR By Year & Term page, you can:

Viewing a student's cumulative GPAs by term

When you run calculations, cumulative-to-end-of-term GPAs are calculated using all formulas, regardless of which formula the cumulative GPA was based on.

The formulas are:

Note: A year GPA includes grades only for a single year but is based on a cumulative GPA formula.

You can set up grid views that enable you to view one or more of the formulas and resulting GPA. For information about custom grid views, see Working with grid views [>>].

To view a student's cumulative GPAs by term:You can do this if your role is District Administrator.[DA]You can do this if your role is School Administrator.[SA]

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Search for and open a student record. OR Search for and select multiple student records. Open the first student record. The Student Demographics page appears.

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In the control bar, click Permanent Record.

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In the control bar, under Permanent Record, click Year & Term Data. The PR By Year & Term page appears.

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View cumulative-to-end-of-term GPAs. Notes:

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On the PR By Year & Term page, the number of decimal places displayed for the GPA results is based on the decimal places setting in the cumulative GPA definition.

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GPA calculation results are for all schools the student was enrolled in during the specified term.

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If all the information on the tabs on this page is view-only, the Apply, OK, and Cancel buttons are not visible. Use the breadcrumbs to exit this page.

Entering a student's historical class rank information by term

Use grid views to choose which historical term class rank information you want to work with, and to sort this information. For information about grid views, see Working with grid views [>>].

To enter historical class rank information by term:You can do this if your role is District Administrator.[DA]You can do this if your role is School Administrator.[SA]

1

Search for and open a student record. OR Search for and select multiple student records. Open the first student record. The Student Demographics page appears.

2

In the control bar, click Permanent Record.

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In the control bar, under Permanent Record, click Year & Term Data. The PR By Year& Term page appears.

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Click the Class Ranks tab.

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Complete the information for each term: Note: The grid on this tab has a custom grid view control; therefore, the columns of data you see, and the order in which the columns appear on the tab, may vary depending on the columns defined by the district. For information about using grid views, see Working with grid views [>>].

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Year - The year displayed here is the year from the student's historical record.

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Permanent Record Term - This is the term defined in the GPA\Class Rank Reporting Term setup list.

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Class rank date - Enter the date when class rank was calculated for this historical year.

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Class rank - If the student was formally ranked against the rest of the class during this historical year, enter their rank. For example, if the student was the second best student out of a class of 200, enter "2" for Class Rank.

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Out of - Enter the number that identifies the total number of classmates the student was compared against for this historical year. For example, if the student ranked 2 out of 200, enter "200".

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Relative position - If, in this historical year, the student was assigned a relative position against the rest of the class—possibly because the student came from outside the district—enter the number.

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Percentile - Enter the student's class rank percentile for this historical year.

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Click Apply to save your changes and remain on the page. OR Click OK to save your changes and close the page.

Working with a student's historical credits and attendance by term

The Credits and Attendance tab displays potential and earned credits, along with attendance information, for each term in a historical year. You can enter historical attendance by term, but historical credits by term information is view-only.

You can use grid views to choose and sort the credits and attendance data you want to view. For information about grid views, see Working with grid views [>>].

The potential and earned credits that show on the Credits & Attendance tab are the credits calculated from the historical courses the student took during the term in the historical year.

To view a student's historical credits by term:You can do this if your role is District Administrator.[DA]You can do this if your role is School Administrator.[SA]

1

Search for and open a student record. OR Search for and select multiple student records. Open the first student record. The Student Demographics page appears.

2

In the control bar, click Permanent Record.

3

In the control bar, under Permanent Record, click Year & Term Data. The PR By Year & Term page appears.

4

Click the Credits & Attendance tab.

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If all the information on the tabs on this page is view-only, the Apply, OK, and Cancel buttons are not visible. Use the breadcrumbs to exit this page.

Entering a student's historical attendance by term

If there is attendance information for the student during a historical year at a school, the attendance totals for that year are shown in the attendance columns. If attendance totals do not exist for the year, the fields in the attendance columns are editable so that you can manually enter the information.

Note: You can view or enter State and Local credits information on the Historical Year page.

To enter historical attendance by term:You can do this if your role is District Administrator.[DA]You can do this if your role is School Administrator.[SA]

1

Search for and open a student record. OR Search for and select multiple student records. Open the first student record. The Student Demographics page appears.

2

In the control bar, click Permanent Record.

3

In the control bar, under Permanent Record, click Year & Term Data. The PR By Year page appears.

4

Click the Credits and Attendance tab. Note: The grid on this tab has a custom grid view control; therefore, the columns of data you see, and the order in which the columns appear on the tab, may vary depending on the columns defined by the district. For information about using grid views, see Working with grid views [>>].

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Year - The year displayed here is the year from the student's historical record.You can click the year link to open the associated Historical Year record.

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School - Displays the name of the school the student attended during the year. This information comes from the student's historical records.

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Permanent Record Term - This is the term defined in the GPA\Class Rank Reporting Term setup list.

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Potential Credits - Displays the credits the student could have earned for the year at the school.

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Credits Earned - Displays the credits the student earned for the year at the school.

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Days Possible - Enter or view the number of days the student could have attended the school during the year. Note:For districts using GPA/Class Rank Reporting Periods: To ensure that all days in all grading periods are included when days possible are calculated during Year-End Processing, schools must map every grading period to a GPA/Class Rank Reporting Period. For instructions, see Setting up grading periods [>>].

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Present (values) - Enter or view the student's number of present attendance codes for the year at the school.

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Present (occurrences) - Enter or view the student's number of present attendance occurrences for the year at the school.

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Unexcused Absences (Values) - Enter or view the student's calculated unexcused absences for the year at the school.

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Unexcused Absences (Occurrences) - Enter or view the student's number of unexcused absences for the year at the school.

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Excused Absences (Values) - Enter or view the student's number of calculated excused absences for the year at the school.

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Excused Absences (Occurrences) - Enter or view the student's number of excused absences by occurrence at the school for the year.

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Unexcused Tardies (Values) - Enter or view the student's number of calculated unexcused absences for the year at the school.

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Unexcused Tardies (Occurrences) - Enter or view the student's number of unexcused tardies by occurrence for the year at the school.

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Excused Tardies (Values) - Enter or view the student's number of calculated excused tardies for the year at the school.

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Excused Tardies (Occurrences) - Enter or view the student's number of excused tardies by occurrence for the year at the school.

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Click Apply to save your changes and remain on the page. OR Click OK to save your changes and close the page.

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