Prerequisites Complete the steps listed previously that are required at the end of each cycle for secondary campuses - up to the posting grades step.

Exception:
Many high school campuses post grades from TeacherPortal for seniors before the end of the semester to identify the Valedictorian and the Salutatorian.

• Two-semester campuses usually post grades for seniors at the end of the fifth six-week cycle or at the end of the third nine-week cycle.
• Four-semester campuses usually post grades for seniors at the third semester cycle when grades are completed.
  

The Post Senior (12th grade) students only field on the Grade Posting from TeacherPortal utility page allows you to post grades for seniors only. Next, run the Grade Averaging and Class Ranking utility for seniors only. Then, run the Cumulative Grade Averaging and Class Ranking utility for seniors only.

It is recommended that the counselors calculate the GPA by hand for the top ten seniors before identifying the Valedictorian and the Salutatorian.

❏ Verify that all required audit reports have been printed from ASCENDER and stored for your records.
Attendance > Reports > Attendance Reports
Required:

• SAT0500
• SAT0600
• SAT0670 or SAT0671
• SAT0900

Optional:

• SAT1600
• SAT1800
• SAT230
• SAT3600
• SAT3650

Note: Save the reports as .pdf files and store them in a separate folder for future use.

❏ Verify that Academic Achievement Records (AARs) and grade labels have been printed for all students at all campuses.
Grade Reporting > Reports > Grade Reporting Reports

• AAR Multi-Year (SGR2047)
• Student Grade Labels (6195) (SGR2081)
• Elementary Grade Labels (6193) (SGR2091)
  
  

❏ Verify that the Grade Averaging and Class Ranking utility has been run for the current year so the GPA information is saved in the database.
Grade Reporting > Utilities > Grade Averaging and Class Ranking

Note: If the high school GPA includes high school credit classes taken at the middle school, check your district policy to see if you should run the Grade Averaging and Class Ranking utility at the middle school for grade levels with credit level H courses.

After you run the Grade Averaging and Class Ranking utility for the current year, run the Cumulative Grade Averaging and Class Ranking utility for credit level H.

❏ Verify that the year-end-status codes have been assigned for all students at each campus. The year-end-status codes are used during ASDR to determine if students will be retained or promoted. Make sure that students in grade level 12 have the Year End Status field set to 12 : Graduated.

• Individually: Registration > Maintenance > Student Enrollment > Demo3
• By group: Registration > Utilities > Reset Values

❏ The high grade level at each campus should be transferred as a group to the next year campus for all campuses in the district. If this process was completed earlier in the year, run the scheduling transfer again to add all the new students who may have entered school since the last time the scheduling transfer was performed.
Registration > Utilities > Transfer > Scheduling Transfer

❏ Verify that all campuses in the district have created a next year master schedule, including the elementary campuses. The master schedule can consist of just the campus courses. The next year master schedule must contain at least campus courses. Otherwise, the current year campus master schedule will not be created, and all campus courses will need to be selected again after is ASDR run.
Scheduling > Maintenance > Master Schedule > Campus > Courses

❏ Verify that each student has a next year schedule (i.e., assigned courses, sections, and semesters). Students who are not assigned to at least one course will not be created for the new school year during ASDR if either Drop Status = 1 New Sch Yr or Drop Unsched Stu New Sch Yr are selected on the Maintenance > District Profile > Annual Student Data Rollover > Campus ASDR Options.

To identify students that do not have schedules, run the Potential Drop List (Next Yr) report.
Scheduling > Reports > Scheduling Reports > Potential Drop List (Next Yr) (SCH0200)

❏ Verify that the Graduation Type and Graduation Date fields have been updated for all current year 12th grade students.
Registration > Maintenance > Student Enrollment > Demo3

❏ Complete the summer PEIMS submission and resubmission (Collection 3).

• PEIMS > Utilities > Create TEA Format File
• PEIMS > Utilities > Create TSDS PEIMS Interchanges (early adopters)
  

Note: Leavers are automatically written to the leaver tracking table when ASDR is run. The process is covered in the End-of-Year & Annual Student Data Rollover (ASDR) guide.

❏ Verify the setting of the Summer Sch. Bil/Esl field.
Registration > Maintenance > Student Enrollment > Demo3

Notes:

• The code for students in the bilingual/ESL summer school program should indicate that they are eligible for kindergarten or first grade.
• These fields can be entered before running ASDR for the current year. After running ASDR, the fields can also be updated for the prior year if you have been granted historical update access in Security Administration and have full access to the Demo3 tab.
• The fields are cleared in the new school year.
  
  

❏ Identify and enter codes for the Extended School Year (ESY) special education students. Select Extended School Year Services, and enter data in the Extended School Year Services Hours and Extended School Year Services Speech Hours fields.
Special Education > Maintenance > Student Sp Ed Data > Current Year > Program Information

Notes:

• These fields can be entered before running ASDR for the current year. After running ASDR, the fields can also be updated for the prior year if you have been granted historical update access in Security Administration and have full access to the Program Information tab.
• The fields are cleared in the new school year.
• You will have an option in PEIMS to extract the ESY and bilingual/ESL summer school student information before or after running ASDR.
  
  

❏ Extract the extended year PEIMS data.
PEIMS > Extracts > Extended > Extended School Year

• If you have not run ASDR, select Current School Year to extract extended year data. The Ending School Year field will display 20XX.
  

• If the extract is run after running ASDR, select Prior School Year to extract extended year data. The Ending School Year field will display 20XX.
  

Note: This extract can occur before or after ASDR.

❏ The Move Program to Next Year field allows you to indicate whether you want local programs at a district level to be moved to the next year. You should set these options before you run ASDR.
Registration > Maintenance > District Profile > Local Program Codes

• Select Yes to move the program to the next year.
• Select No to drop the program (e.g., it will not be moved to the next year).
  
  

❏ The Special Ed Next Year field allows you to indicate how you want ASDR to handle data for the next school year.
Special Education > Maintenance > Student Sp Ed Data > Next Year > Program Information

• Leave the field blank to retain the student’s current year special education data for next year after ASDR.
  

• Select Y to merge the changed next year fields with the current year data during ASDR.
  

• Select N if you do not want to create next year special education records for the student in Special Education or Registration. The Drop Special Ed Record for New School Yr (if Special Ed Next Yr = N) field must be selected to drop the Special Education students where the Next Yr Special Ed field is set to No.
  Registration > Maintenance > District Profile > Annual Student Data Rollover > Special Program Options
  
  

❏ Print the TeacherPortal Assignment Audit Report (SGR4500). The report displays the categories, assignments, and assignment grades that have been entered in TeacherPortal and includes the cycle and semester averages that were posted to ASCENDER. Since this is the end-of-year audit report for TeacherPortal, it is recommended that theSort Order parameter be set to print the report by instructor.
Grade Reporting > Reports > Grade Reporting Reports > TeacherPortal Assignment Audit Report (SGR4500)