These steps allow you to set up a new campus in ASCENDER, including the profile, attendance calendar, master schedule, programs, code tables, and more.
Enter campus demographic information.
Registration > Maintenance > Campus Profile > Campus Information Maintenance > Demographic Info
This tab allows you to maintain campus demographic data, such as the campus name, address, and phone number.
Campus ID | The campus to which you are logged in is displayed. To view another campus or add a new campus, type the three-digit campus ID and click Retrieve.
To enter a new campus, type an unused three-digit campus ID for the new campus and click Retrieve. The fields are cleared allowing you to enter and save data for the new campus. |
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Existing demographic information for the campus is displayed.
Campus Name | Type the name of the campus, up to 34 characters. |
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Street Nbr Street Name City State Zip Code +4 | Enter the address for the campus, up to 60 characters. |
Phone Fax | Type the area code and phone numbers for the campus. |
The following fields only display if the District Type field is set to Charter on the Registration > Maintenance > District Profile > District Information > Demographic Info tab.
Participating Charter Admission Waitlist | For each charter school campus, select to indicate whether or not the campus will have a waitlist for admission. |
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Charter Enrollment Capacity | Type the maximum approved student enrollment number (up to four digits) for which the campus is able to provide instruction without exceeding staffing and facility limitations. |
Begin Date | |
End Date |
❏ Click Save.
Enter campus control settings (including OCR).
Registration > Maintenance > Campus Profile > Campus Information Maintenance > Control Info
This tab allows you to set up control options for the campus related to Registration and OCR.
NOTE: Changes made in Discipline will affect these totals.
Campus ID | The campus to which you are logged in is displayed. To view another campus or add a new campus, type the three-digit campus ID and click Retrieve. |
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Existing control information for the campus is displayed.
❏ Update as needed.
Low/High Grade Level | Select the lowest and highest grade levels taught at the campus. |
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Accreditation | Select the code for the organization(s) that accredit the campus. |
College Board Campus Code Number | Type the six-character ID used by the educational testing service to identify the campus. This applies only to high schools. |
Default Track |
Select the attendance track you want to use as the default when enrolling students. For a new student campus with no attendance options, use 00. |
Exclude from District Reporting |
Select to exclude the campus from district reports in all ASCENDER Student applications.
This option can be used for students who are tracked in their home district for TEA reporting purposes but also need to be tracked at the district that serves them, such as through a special education program, DAEP, or JJAEP. The district that serves the students can track attendance, grades, and other data, and provide the information to the home district for TEA reporting. If this option is selected, the campus is excluded from district reports, the UID export, and PEIMS TSDS.
Excluded campuses are excluded in the following reports, unless the report is generated specifically for that campus:
Attendance: SAT0900, SAT0950, SAT1100, SAT1700, SAT2100, SAT2300, SAT2400, SAT2500, SAT5000, Create Attendance Report
Discipline: SDS0100, SDS0200, SDS0300, SDS0500, SDS0700, SDS0800, SDS0900, SDS1000, SDS1100, SDS1200, SDS1300, Create Discipline Report
Grade Reporting: SGR0110, SGR0120, SGR0130, SGR0140, SGR0200, SGR2046, SGR2060, SRG2081, SGR2091, SGR2500, SRG2550, Create Grade Reporting Report
Health: SHS0110, SHS0295, SHS0296, SHS0297, SHS0298, Create Demo
Registration: SDS0300, SGR1950, SRG0200, SRG0300, SRG0600, SRG1001, SRG1100, SRG1400, SRG1500, SRG1600, SRG1700, SRG1800, SRG1900, SRG2300, Create Registration Report Special Education: SDS0200, SEM0200, SEM0400, SEM0620, SEM0640, SEM0720, SEM0750, SEM0800, SEM0850, SEM0900, SEM0950, SEM1000, SEM1100, SEM1200, Create Special Ed CY, Create Special Ed NY |
School Type |
Select the code for the type of school, which is required for the TSDS Student Extractor. The drop-down list contains codes from the TSDS table DC111. |
Capped To Campus |
This field is only enabled if Enable Attendance Zones is selected on Registration > Maintenance > District Profile > District Information > District Maintenance > Attendance Zone Options, and is used to prevent over enrolling students at a particular campus. |
Capped Date | If Capped To Campus is used, enter the date after which students can be enrolled at the capped campus. The date must be a valid school or working date. |
Full Day PK Waiver |
Select if the campus has received an exemption from offering a full-day PK program. |
Additional Days Program |
Select if the campus offers an Additional Days Program to students in PK - 5.
TWEDS Data Element: ADDITIONAL-DAYS-PROGRAM-INDICATOR-CODE (E1671) |
Participate in ELO | Select if the student participates in an Extended Learning Opportunity (ELO) program. |
Nbr of Bullying Incidents |
NUMBER-OF-BULLYING-INCIDENTS (E1727) indicates the number of reported incidents of bullying at each campus. |
Nbr of Cyberbullying Incidents |
NUMBER-OF-CYBERBULLYING-INCIDENTS (E1728) indicates the number of reported incidents of cyberbullying at each campus. |
Office of Civil Rights (OCR) Options | Select applicable fields for the campus. If selected, these selections are extracted to OCR.
School has Students Participating in Single-Sex Interscholastic Athletics (School Part 2 > Exam, Staff, and Retention > ATHL-1) |
Campus-wide Residential Facility | Select if all students at the campus are residing in a residential facility. |
❏ Under Residential Facility Options:
❏ Click +Add to add the residential facilities attended by students within the campus boundaries.
The following fields are displayed below the grid.
This list populates the Residential Facility ID field on Registration > Maintenance > Student Enrollment > W/R Enroll for students who reside in a residential facility.
NOTE: These settings are campus specific. If the same facility exists on multiple campuses, the information must be entered for each campus.
County/Dist |
The county-district number you are logged on to is displayed and cannot be changed. |
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Res Fac ID |
Type the six-digit residential facility ID. |
Facility Name | Type the name of the residential facility, up to 60 characters. |
Inst Day Len |
The field is automatically populated with the Instructional Daily Minutes as entered for the default campus-track on Attendance > Maintenance > Campus > Campus Options. If the number of minutes in the school day at the residential facility is different, this field can be modified. |
Delete a facility.
1. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).
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Click to view modify the information. The data is displayed in fields below the grid allowing you to make changes. |
County/Dist | The county-district number you are logged on to is displayed and cannot be changed. |
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Facility Name | Type the name of the residential facility, up to 60 characters. |
Res Fac ID | Type the six-digit residential facility ID. |
Inst Day Len | Type the number of minutes a residential facility student receives instruction based on their Individualized Education Plan (IEP). |
❏ Click Save.
❏ Under Campus Enrollment Type:
❏ Click +Add to add the campus enrollment type.
The following fields are displayed below the grid.
This list populates the XXX field on Registration > Maintenance > Student Enrollment > W/R Enroll .
NOTE: These settings are campus specific. If the same facility exists on multiple campuses, the information must be entered for each campus.
❏ Click Save.
Enter principals and counselors.
Registration > Maintenance > Campus Profile > Campus Information Maintenance > Principal/Counselor
This tab allows you to add and update data for principals and counselors who work at the campus.
NOTE: If the Advisor Number or First, Middle, or Last Name is changed on this page, any corresponding Discipline records for the same school year and campus will have the Administered by or Reported by ID or name field (respectively) updated to match, as long as the original advisor number, first name, last name, school year, and campus from the principal/counselor record match existing Administered by or Reported by information (respectively) in the Discipline record.
Campus ID | The campus to which you are logged in is displayed. To view another campus or add a new campus, type the three-digit campus ID and click Retrieve. |
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Existing principals and counselors for the campus are displayed.
❏ Click +Add to add a principal/counselor record.
The fields below the grid are enabled allowing you to add data.
Advisor Number | Type the employee's three-digit advisor number, which is locally determined and assigned. The ID must be unique within the campus, but the same advisor number can be used across campuses. |
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Name | Type the employee's first, middle, and last name. Select a generation code if applicable. |
Role ID |
Select the employee's role at the campus.
Select 000 (Other) for an employee who is neither a principal nor a counselor, but is being set up as an administrative user of TeacherPortal. |
From\To Grade Level |
Select the beginning and ending grade levels for the range to which the employee is assigned, if applicable. |
From\To Name Range | Type the two-character alphabetical codes indicating the range of student last names assigned to the employee, if applicable (e.g., AA and MC). |
Staff ID |
Type the employee's staff ID according to the setting of the Student Applications Staff ID field on Maintenance > District Profile > District Maintenance > Control Info:
Principal/counselors who are also instructors will only have one staff ID. |
Phone | Type the area code and phone number for the employee. Type a phone extension if applicable, up to four digits. |
Discipline Approver | Select if the employee is a discipline approver. The field must be selected in order for the employee to be able to view discipline referrals on Discipline > Maintenance > Referrals. |
Receive Discipline Referral E-mail |
Select if the discipline approver wants to receive email notification of new pending discipline referrals. |
E-mail Address | Type a valid email address for the employee. |
❏ Click Save.
Edit a record. The data is displayed in the fields below the grid allowing you to make changes.
Update the fields as needed, click OK, and then click Save. The changes are displayed in the grid. Or, click Cancel to close the window without making changes.
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Delete a row.
1. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).
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After creating new student campuses, go directly to Attendance and set up Attendance > Maintenance > Campus > Options and set up a track, then go to Attendance > Maintenance > Campus > Calendar and create the calendar.
❏ After creating the Campus in Registration, navigate to Security Administration to assign the new Campus number to the appropriate users to continue setting up the Campus.
A calendar must be created for each track at the new campus.
There are two options for creating a campus calendar. You can copy an existing calendar from another campus and track, or you can enter a new calendar from scratch.
Set attendance posting options for each track at the campus.
Attendance > Maintenance > Campus > Campus Options
This page allows you to set current year campus attendance options by track, including minutes of instruction as mandated by HB 2610. If the campus has multiple campus calendars, you must establish a separate set of attendance options for each attendance track.
❏ Click Add.
The Track field is replaced by the New Track field.
❏ Type the new track number.
Or, click Cancel to return.
Valid track numbers are 00-99, and the number cannot already exist.
❏ Enter campus options and an optional description for the track as described below, and click Save.
Once entered, the new track number will be listed in Track drop-down fields throughout ASCENDER.
Track |
Select the attendance track. Only tracks established for the campus in the Attendance application are listed. |
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❏ Click Retrieve.
Existing data for the track is displayed. Update data as needed.
Description |
(Optional) Type a description of the track, up to 50 characters. This description will appear in the Track field drop-down list on most Attendance > Maintenance > Campus pages (current and next year). |
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Instructional Program Type |
(Required) Select the type of attendance program associated with this calendar.
Do not use 16 Additional Days School Year Program. |
Grading Cycle Type |
Select the breakdown of semesters and cycles for the campus. |
AM/PM Flag |
Indicate when the Average Daily Attendance (ADA) posting period occurs. |
ADA Posting Period |
Type the two-digit class period when the official ADA attendance is taken. A student posted absent for this period is considered absent for ADA purposes. If you use alternating schedules (e.g., A-Day and B-Day), you must use the same ADA posting period for both schedules, and for all tracks. This field should be set to the common (“extra”) ADA period as described below for Alternate Days. |
1st Period Nbr |
Type the two-digit first period of the school day for which attendance is recorded. The period is not necessarily the same as the ADA posting period. |
Last Period Nbr |
Type the two-digit last period of the school day for which attendance is recorded. |
Nbr of Periods |
The total number of periods is calculated and displayed when the record is saved. The 1st Period Nbr is subtracted from the Last Period Nbr, and the difference plus one is the total number of periods for which attendance records are maintained. |
Special Programs |
Select the special programs offered at the campus.
Select Schoolwide Title I if the campus is a schoolwide Title I campus.
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Type Kindergarten |
Select the type of KG program offered at the campus. Leave blank if the campus does not offer a KG program. |
Optional Semester |
Select a semester to use as the default for the Semester field on Attendance > Maintenance > Student > Student Posting > By Individual. |
❏ Under Calendar Operational/Instructional Minutes:
For 2018-2019 school year and later, the heading and fields displayed vary according to the Instructional Program Type associated with the selected Track:
• If the selected track is associated with Instructional Program Type 01-03, or 13-15, the heading is Calendar Operational Minutes.
• If the selected track is associated with Instructional Program Type 04-12, or blank, the heading is Calendar Instructional Minutes.
• Prior to the 2018-2019 school year, Instructional Program Type is not available. The heading is Calendar Minutes.
Refer to the TEA Student Attendance Accounting Handbook (SAAH) for assistance.
Calendar Operational Minutes:
Daily Minutes |
Type the number of operational minutes per day for the campus. This is the minutes that a campus operated on a particular school day for the purpose of student instruction.
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Shortened Daily Minutes |
Type the number of minutes of instruction per day for the campus on a shortened school day. |
Calendar Instructional Minutes:
Daily Minutes |
Type the number of minutes of instruction per day, as required by the TEA. |
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Shortened Daily Minutes |
Type the minimum number of minutes per day for a shortened school day (e.g., early release/late arrival dates), as required by the TEA. |
When these values are saved, the values are used to populate the campus calendar.
NOTE: The first time you select the Instructional Program Type (i.e., change from blank to a valid value) the following occurs on the Campus Calendar page for Type 99 Waivers only:
This only applies the first time Instructional Program Type is set. Once set, the normal edits apply.
❏ Under Alternate Days:
This section is used if the campus has more than one period that is used for ADA period, such as for A-Day/B-Day schedules.
For example, the A-Day schedule may take ADA attendance during period 02, and the B-Day schedule may take ADA attendance during period 05.
For both days, an additional period must be created that is the same for both A-Day and B-Day. This must be a period when no students are scheduled. For example, if the campus has classes during periods 01-08, then period 09 could be used as the extra ADA period. This “extra” period must be the same for both A-Day and B-Day. Be sure this extra period is included in the 1st Period Nbr and Last Period Nbr fields.
When attendance is posted to either ADA posting period (e.g., 02 or 05), it is also posted to the extra period (e.g., 09).
NOTE: All tracks at the same campus must have the same “extra” ADA posting period. For example, if the campus creates period 09 as the extra period, then period 09 must be used for all tracks.
NOTE: When using ALT+1 to add a row, you must press the 1 key on the keyboard, not the 1 key on the numeric keypad.
IMPORTANT! Be sure all tracks have the same ADA posting period for TeacherPortal:
On Attendance > Maintenance > TeacherPortal Options > Campus Options, set the A/B Day: Period ADA Attendance Taken fields to the periods when attendance is posted (e.g., 02 and 05).
❏ Click Save.
Attendance > Maintenance > Campus > Copy Calendar
This page allows you to copy a current year calendar to other campuses and tracks. You can also create new tracks.
Under From Campus Track:
❏ Select the campus-track from which to copy data:
Campus | Select the campus from which you want to copy the calendar. |
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Track |
Select the attendance track from which you want to copy the calendar. Only tracks that have calendars are listed. |
Description |
The description of the selected track is displayed if it has been entered on Maintenance > Campus > Campus Options. NOTE: Changing the description here does NOT change the description at the From Campus Track.
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Cycle information is displayed for the selected campus-track:
Begin Dt | The first date of each cycle is displayed. |
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Mem Days | The number of membership days in each cycle is displayed. |
Total Daily Min (DM) | The total number of minutes of instruction for the cycle is displayed. |
Total Waiver Min (DM) | The total number of waiver minutes in the cycle is displayed. |
Total (yearly) | The yearly total for each field is displayed. |
Campus Options for the From Campus Track are displayed for your reference. The information is maintained on Maintenance > Campus > Campus Options unless otherwise indicated.
When you double click any value in that grid, all fields in that grid are enabled, allowing you to change what is copied to the To Campus Tracks.
NOTE: Changing the value here does NOT change the value at the From Campus Track.
❏ Before copying to the To Campus Tracks, update the values as needed:
Instr Pgm Type | The type of attendance program associated with this calendar is displayed. This field is not displayed prior to 2018-2019. |
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Grading Cycle Type | The grading cycle type is displayed. |
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Last Day of School | The last day of school for the selected campus-track are displayed as entered on Maintenance > Campus > Campus Calendar. |
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AM/PM or Both | The field indicates if ADA attendance is posted in the morning or afternoon. |
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ADA Posting Prd | The field indicates the period when ADA attendance is posted. |
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First/Last Prd Nbr | The first and last periods of the school day for which attendance is recorded are displayed. |
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Nbr of Prds | The calculated total number of periods is displayed according to the First/Last Prd Nbr fields. |
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Special Programs | The special programs offered at the campus are selected. |
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Type KG | The type of KG program offered at the campus is displayed. The field is blank if a KG program is not offered. |
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Optional Semester | The default semester for posting attendance by student is displayed. |
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Calendar Instructional/Operational Minutes |
For 2018-2019 school year and later, the heading and fields displayed change according to the Instr Pgm Type associated with the selected Track:
• If the selected track is associated with Instr Pgm Type 01, 02, 03, or 13-15, the heading is Calendar Operational Minutes.
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NOTE: Press ESC to return to the display-only view of these Campus Option fields.
Under To Campus Tracks:
❏ Select the campus-tracks to copy the calendar and options to.
IMPORTANT:
If the calendar and/or options differ at the From and To campus-tracks, the calendar and/or options at the To campus-track will be overwritten according to your selections.
When changing the Grading Cycle Type for the To campus-track, you must also update Track End Dates on Grade Reporting > Maintenance > Tables > Campus Control Options > Parameters.
Check boxes are color coded as follows:
- Attendance options exist for the track, but not a calendar. The Minimum Daily Mins, Daily Mins, Shortened Min Daily Mins, and Shortened Daily Min values are all the same at both campus-tracks.
Attendance options exist for the track, but not a calendar. At least one of the Minimum Daily Mins, Daily Mins, Shortened Min Daily Mins, and Shortened Daily Min values are different at the From and To campus-tracks. Note that only the basic calendar will be copied to the To track calendar (Membership day, Begin School, Begin Cycle, End of School, Weekend, Holiday, and Inservice day). The special days (Weather Day, Waiver Day, Make-up Day and Adjust Membership) are not copied.
- Neither calendar nor attendance options exist for the track.
Calendar and attendance options exist for the track. The Minimum Daily Mins, Daily Mins, Shortened Min Daily Mins, and Shortened Daily Min values are all the same at both campus-tracks.
Calendar and attendance options exist for the track. At least one of the Minimum Daily Mins, Daily Mins, Shortened Min Daily Mins, and Shortened Daily Min values are different at the From and To campus-tracks. Note that only the basic calendar will be copied to the To track calendar (Membership day, Begin School, Begin Cycle, End of School, Weekend, Holiday, and Inservice day). The special days (Weather Day, Waiver Day, Make-up Day and Adjust Membership) are not copied.
The box is displayed for the From Campus Track. A campus-track cannot be copied to itself.
The check box is disabled because attendance has been posted on at least one date this school year for this campus-track.
A check box is not displayed if that track does not exist at the campus.
If no tracks exists at the campus, a row is not initially displayed for the campus. You can add a campus and track if needed:
❏ Click +Add.
A row is added to the grid. Select the campus from the drop-down.
❏ Add at least one track, as described in the next section.
The campus is not saved until you copy a calendar to a track.
❏ To cancel adding the campus, click .
If at least one track exists at the campus, a row is displayed for the campus. You can create new tracks if needed:
❏ Click +Add to add a new campus-track.
A text input field appears in place of the button, allowing you to type a new two-digit track.
NOTE: To cancel, double-click the input field, or press ESC, and the button is again displayed.
❏ IMPORTANT: After typing the track, press ENTER.
The track is added to the grid and is selected by default.
The new track is not saved until you click Copy with that track selected. Once saved, the new track will appear in Track drop-down fields across ASCENDER.
NOTE: If you added a new track to the grid by mistake, you can clear the check box in the grid. When you click Copy, that track will not be saved.
❏ Click Copy.
The From Campus Track calendar and options are copied to the selected tracks according to your selections. Any new tracks are created.
Create a calendar from scratch, or modify a copied calendar.
Attendance > Maintenance > Campus > Campus Calendar
This page allows you to create a current year calendar for each attendance track at each campus.
The page accommodates minutes of instruction as mandated by HB 2610.
A calendar cannot be built unless the current year campus options are saved on Maintenance > Campus > Campus Options.
Track |
Select the attendance track. Only tracks established for the campus in the Attendance application are listed. |
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❏ Click Retrieve.
Calendar Operational/Instructional Minutes |
(Display only) The fields display the data entered for the selected track on Maintenance > Campus > Campus Options.
• If the selected track is associated with Instructional Program Type 01, 02, or 13-15, the heading is Calendar Operational Minutes. |
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The Begin Month and End Month are only displayed if you select a track that has campus options saved but no calendar data entered:
Begin Month | Select the first month of the school year. |
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End Month |
Select the ending month of the school year. You can create a 13-month calendar by selecting the same beginning month and ending month. A 13-month calendar is used by campuses that begin and end school in the same month. |
❏ Click a date on the calendar to select it.
The day is outlined in red. You can select multiple days.
(To unselect a date on the calendar, click the date again.)
LEGEND:
The legend has two sections:
The upper section is for designating Day Types, such as first and last day of school, holidays, cycle begin dates, etc.
The lower section is for adjusting school day minutes for weather days, waivers, make-up days, etc. The lower section is only enabled for saved calendars.
Day Type Selection |
Click a Day Type for the selected date(s). Click the description of the day, not the colored square. |
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If you change the date for the end of semester 1, the corresponding grade reporting cycle end date is changed to match the new calendar date.
If you change the last day of school, the corresponding grade reporting cycle end date is changed to match the new calendar date. A message is displayed when you save.
If any of the previously set cycle end dates are no longer valid membership days, the cycle end date is changed to the last membership day before the original cycle end date. A message is displayed when you save.
You cannot change a membership day to a non-membership day (e.g., holiday) if absences are reported for that date. To verify dates on which attendance has been posted, run SAT1800 - Attendance Audit Report, which lists absences by date.
MEMBERSHIP DAYS:
In the grid below the legend, data is calculated when the calendar data is saved:
Rptng Period | Reporting periods for the campus are listed. |
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Mem Days |
The number of membership days for each cycle is calculated and displayed. |
Shrtnd Mem Waiver Days | The number of shortened membership waiver days for each cycle is calculated and displayed. |
Non Mem Waiver Days | The number of non-membership waiver days for each cycle is calculated and displayed. |
Daily Mins (DM) | The total number of instructional minutes for the cycle is calculated and displayed. |
Waiver Mins (WM) | The total number of waiver minutes for the cycle is calculated and displayed. |
Yearly Total Mins (DM+WM): |
The total is calculated by adding the total number of daily minutes plus the total number of waiver minutes for the year. This value cannot be less than the state-mandated requirement of 75,600, except in rare circumstances. Under no circumstances can the total minutes be less than 71,400. |
As you adjust membership minutes, the Daily Mins (DM), Waiver Mins (WM), and Yearly Total Mins (DM+WM) fields (below the legend) change accordingly.
When you apply a Day Type requiring minute adjustments to a valid membership date, a pop-up window provides options for adjusting minutes. The pop-up windows vary according to the adjustment you clicked:
The Adjust Minutes type can be used when the daily minutes need to be extended or shortened.
An Adjusted Minutes day is a membership day.
NOTE: For the 2020-2021 school year, use Adjust Minutes for early release because shortened waiver days are no longer applicable as waiver days.
❏ Select one or more dates on the calendar, and click Adjust Minutes.
Type of Min | The field is set to Daily Minutes and cannot be modified. |
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Min | The Daily Minutes value is displayed by default. Type over existing data with the adjusted number of minutes of instruction on that date. |
Event | The field is set to 01:Instructional Day and cannot be modified. |
❏ Click OK.
❏ Click Save.
The Daily Mins (DM) (cycle total) and Yearly Total Mins are automatically adjusted according to the difference between the Daily Minutes and the Min value entered. Following the previous example, both totals are reduced by 30 minutes (450- 420=30) for each adjusted date.
Note that the dates on the calendar are now shaded pink because they are adjusted minutes days. The numbers are black because they are membership days.
The Make-up Day type can be used any time a Saturday or holiday is used as a make-up date.
A make-up day is a membership day.
The selected date must be a Saturday or holiday.
❏ Select one or more dates (weekend or holiday) on the calendar, and click Make-up Day.
Type of Min | The field is set to Daily Minutes and cannot be modified. |
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Min | Type the number of minutes of instruction provided on the make-up date. This number cannot be less than the TEA minimum of 420. |
Event | The field is set to 04: Make-up day and cannot be modified. |
❏ Click OK.
❏ Click Save.
The Daily Mins (DM) (cycle total) and Yearly Total Mins are automatically increased by the number of minutes entered.
Note that the date on the calendar is now shaded gray because it is a make-up day. The number is black because it is now a membership day.
Also, a membership day is added to the count in the Mem Days column for the cycle in which the selected date occurs.
NOTE: If you need to undo a make-up date, click the date, and then click Weekend to re-set the date to a regular weekend day.
A Weather day can be used when the school day is canceled or shortened due to inclement weather.
A weather day is not a membership day (whether or not there are any minutes).
❏ Select one or more dates on the calendar, and click Weather Day.
Type of Min | The field is set to Daily Minutes and cannot be modified. |
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Min | The field is set to 000 and cannot be changed, whether or not any minutes of instruction occurred that day. |
Event | The field is set to 05: Weather day and cannot be modified. |
❏ Click OK.
❏ Click Save.
The Daily Mins (DM) (cycle total) and Yearly Total Mins are automatically decreased by the LEA’s Daily Minutes. LEAs can use a waiver to cover the minutes lost.
Note that the date on the calendar is now shaded green because it is a weather day. The number is orange because it is now a holiday.
Also, a membership day is removed from the count in the Mem Days column for the cycle in which the selected date occurs.
Waiver Days
Waivers are used to get credit for minutes lost to legitimate school closures. For example, if a campus closes for an emergency, the campus cannot count the lost minutes of instruction, but the campus can get a waiver to make up for those lost minutes of instruction. The Daily Mins (DM) for the cycle are decreased by the number of lost minutes, but the Waiver Mins (WM) for the cycle are increased for that number of minutes; therefore the Yearly Total Mins remains unchanged because it is a zero sum.
Total waiver minutes cannot exceed 4200 minutes (or 2100 minutes for half-day PK campuses.)
Waivers cover the following situations:
The Staff Development Waivers are used when staff has training. This could include days when students are in attendance.
NOTE: Effective as of the 2018-2019 school year:
Staff Development Waiver Days are not allowed before the first day of school or after the last day of school (Rules 10200-0037 and 10200-0038).
Staff Development Waiver Days are allowed on the first or last day of school, as long as there are some instructional minutes on that date.
For the 2017-2018 school year, a staff development waiver day is not a membership day.
For the 2018-2019 school year and beyond, a staff development waiver day may be a membership day if there are instructional minutes.
❏ Select one or more dates on the calendar, and click Waiver.
Event | Select 01: Staff Development Waiver Day. For the next year calendar, this is the only option available. |
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Type of Min |
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❏ Click OK.
❏ Click Save.
Note that the date on the calendar is now shaded yellow because it is a waiver day. The number is green because it is now an in-service date.
Also, a membership day is removed from the count in the Mem Days column for the cycle in which the selected date occurs (if applicable).
The Missed School Waiver Day is used for an all-day emergency closure for a reason other than weather, or on days where staff is present for a reason other than staff development, such as cleanup after a natural disaster. Missed School Waiver Days can be during the school year or before the school year begins. Missed School Waiver Days prior to the start of school are reported with Cycle 1.
A missed school waiver day is not a membership day.
❏ Select one or more dates on the calendar, and click Waiver.
Event | Select 02: Missed School Waiver Day. |
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Type of Min |
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❏ Click OK.
❏ Click Save.
Note that the date on the calendar is now shaded yellow because it is a waiver day. The number is orange because it is now a holiday.
Also, a membership day is removed from the count in the Mem Days column for the cycle in which the selected date occurs.
The Low Attendance Waiver Day is used if a majority of students are not present. Example: a large number of students stay home one day due to safety concerns.
A low attendance waiver day is not a membership day.
❏ Select one or more dates on the calendar, and click Waiver.
Event | Select 04: Low Attendance Waiver Day. |
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Type of Min |
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❏ Click OK.
❏ Click Save.
Note that the date on the calendar is now shaded yellow because it is a waiver day. The number is orange because it is now a holiday.
Also, a membership day was removed from the count in the Mem Days column for the cycle in which the selected date occurs.
The JJAEP is only available for campus-tracks where Instructional Program Type field on the Campus Options page is set to 13: Juvenile Justice Alternative Education Program (JJAEP) TEC 37.011 (f) (Rule #10200-0055).
A JJAEP waiver day is not a membership day.
❏ Select one or more dates on the calendar, and click Waiver.
Event |
Select 05: JJAEP School Day Waiver issued by Texas Juvenile Justice Department (TJJD)
NOTE: When Waiver Minutes are entered or modified for code 05, code 02 (Missed School Waiver Day) is saved in the database. When the the Education Organization Calendar interchange is created in ASCENDER State Reporting, code 02 will be extracted for E1582 SCHOOL-DAY-EVENT-CODE (XML code: TX-SchoolDayCode). |
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Type of Min |
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❏ Click OK.
❏ Click Save.
Note that the date on the calendar is now shaded yellow because it is a waiver day. The number is orange because it is now a holiday.
Also, a membership day was removed from the count in the Mem Days column for the cycle in which the selected date occurs.
The Other Waiver Day is used for any other attendance abnormality.
An Other waiver day may or may not be a membership day.
❏ Select one or more dates on the calendar, and click Waiver.
Event | Select 99: Other Waiver Day. |
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Type of Min | NOTE: Effective for the 2018-2019 school year: Waiver Minutes for an Other Waiver Day must be greater than 0 (Rule 10200-0032).
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❏ Click OK.
❏ Click Save.
ABOUT FIRST AND LAST DAY OF SCHOOL:
Effective for the 2018-2019 school year and later:
Staff Development Waiver is allowed on the first or last day of school, as long as there are some instructional minutes on that date.
JJAEP Waiver is not allowed on the first or last day of school.
Effective for the 2017-2018 school year:
First day of school:
Last day of school:
❏ Click Save.
IMPORTANT: Be sure to enter the cycle end dates for the track on Grade Reporting > Maintenance > Tables > Campus Control Options > Parameters.
Print the calendar.
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Set attendance options for TeacherPortal.
Attendance > Maintenance > Gradebook Options > Campus Options
This page allows you to set campus options that affect attendance posting in TeacherPortal. The page is disabled for prior school years.
A campus that uses A Day and B Day periods must use the same ADA Posting Period for all tracks on Maintenance > Campus > Campus Options; otherwise an error message is displayed in TeacherPortal when you attempt to to post attendance.
Default Abs Cd |
Select the default absence code to be used when absences are posted in TeacherPortal. Only codes marked as ADA Code on Maintenance > District > Posting Codes are listed. NOTE: If blank, TeacherPortal uses code A when posting a student's attendance. Therefore, the description set up by the district for posting code A is displayed in TeacherPortal. This may be inaccurate for districts that do not use code A for excused absences. |
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Default Tardy Cd |
Select the default tardy code to be used when tardies are posted in TeacherPortal
If blank, TeacherPortal will not display the Tardy field on the Post/View Attendance page; therefore, instructors will not be able to post the student tardy in TeacherPortal TeacherPortal. NOTE: The descriptions set up by the districts for posting codes may vary. For example, T may not be used for tardies in all districts. |
The following field are used if the campus uses alternate schedules (e.g., A-Day and B-Day):
A Day: Period ADA Attendance Taken |
Select the period that TeacherPortal will use to post ADA attendance for A days.
NOTE: This period must match the period set up for Alternate Days - Code A on Attendance > Maintenance > Campus > Campus Options. |
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B Day: Period ADA Attendance Taken |
Select the period that TeacherPortal will use to post ADA attendance for B days. NOTE: This period must match the period set up for Alternate Days - Code B on Attendance > Maintenance > Campus > Campus Options. |
❏ Click Save.
Enter campus grade reporting control settings.
Grade Reporting > Utilities > Copy Control Options
This utility copies campus control options from one campus to one or more campuses. The utility may be useful if you are creating a new campus.
NOTE: Before running the utility, ensure that the To Campus (i.e., receiving campus) has an attendance calendar.
From Campus | Select the campus whose data you want to copy. |
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To Campus | Select the campus(es) to which you want copy data.
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Campus Control Options | Select the specific data to be copied. Or, select the group heading check box to copy all table data.
NOTE: If the table you are copying already exists at the To Campus: NOTE:
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Grade Reporting Tables | Select the specific data to be copied. Or, select the group heading check box to copy all table data. NOTE: If the table you are copying already exists at the To Campus, the data is not overwritten. |
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Elementary Tables | Select the specific data to be copied. Or, select the group heading check box to copy all table data. NOTE: If the table you are copying already exists at the To Campus, the data is not overwritten. NOTE:
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❏ Under Master Schedule Campus, select the specific data to be copied.
Or, select the group heading check box to copy all table data.
Courses | Select to copy courses from one campus to the other. A course must exist in the district master schedule to be copied.
• If the number of semesters a course is taught exceeds the number of semesters offered at the To Campus (i.e., the Nbr of Reporting Semesters field on the Parameters tab), the course is not copied. |
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Section |
Select to copy sections from one campus to the other.
• If the course is not taught at the To Campus, the section is not copied.
The instructor’s entry date for the section meeting time is validated against the To Campus attendance calendar.
• If the instructor’s entry date on the meeting time row is before the earliest semester start date, the meeting time entry date is changed to the earliest semester start date in the To Campus calendar.
The room, time begin, time end, and lockout code on the section meeting time row are not included when copied to the To Campus. |
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Instructors (Needed for Section) | Select to copy the instructor table. Do not copy instructors for the section records unless the instructors at the From Campus are also teaching at the To Campus.
• If you copy sections but not instructors, the instructor in the meeting time will be blank at the To Campus. |
❏ Click Copy.
A message is displayed when the process is complete.
Print Errors | If errors occur, click to view the error report.
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Grade Reporting > Maintenance > Tables > Campus Control Options > Parameters
This tab allows you to set campus grade reporting options for the current school year.
❏ Under Options:
The following settings apply to the entire campus (all tracks):
Current Semester | Select the current semester. |
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Current Cycle | Select the current grading cycle in the current semester. |
Low Grade Level | Select the low grade level for grade reporting. |
High Grade Level | Select the high grade level for grade reporting. |
Type of Grading | Indicate if the the campus uses alpha or numeric grades in computing grade averages. If both are used, select Numeric. |
Beginning Period | Type the first period of the day for grade reporting using two digits (e.g., 01). |
Ending Period | Type the last period of the day for grade reporting, using two digits (e.g., 08). |
Nbr of Reporting Semesters | Select the number of semesters the campus uses for grade reporting. The number cannot exceed the district maximum (i.e., Reporting Semesters on Grade Reporting > Maintenance > Tables > District Control Table). This setting applies to every track at the campus, and determines which Semester # Cycle # end date fields are enabled below in the Track End Dates section. |
Nbr of Cycles Per Semester | Select the number of grade reporting cycles per semester. This setting applies to every track at the campus, and determines which Semester # Cycle # end date fields are enabled below in the Track End Dates section. |
Date School Started COVID-19 |
Enter the first date that the campus was closed due to COVID-19.
• The date must be valid membership date. It cannot be the first/last day of school, inservice, weekend, or holiday. NOTE: The semester-cycle that COVID-19 starts is calculated by using the Track End Dates. The field is only displayed for the 2019-2020 school year. |
NOTE:ParentPortal alerts are sent out based on the Current Semester and Current Cycle set on this page.
❏ Under Track End Dates:
Track | Select an attendance track to set up grade reporting cycle end dates for that track. |
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Semester # Cycle # |
In the Cycle # fields for each Semester, type the end dates for each grading cycle in the MMDDYYYY format.
• End date for semester 1-cycle 2 must match the last membership day in semester 1 in the attendance calendar for that track.
Two-semester, three-cycle campus:
• End date for semester 1-cycle 3 must match the last membership day in semester 1 in the attendance calendar for that track.
Four-semester, one-cycle campus:
• End date for semester 2-cycle 1 must match the last membership day in semester 1 in the attendance calendar for that track. WARNING: If you change a cycle date and it no longer matches the Grade Reporting calendar, TeacherPortal 's working semester averages could be adversely affected. |
❏ Click Save.
Grade Reporting > Maintenance > Tables > Campus Control Options > Ranges & Conversions
This tab allows you to set campus options for ranges and conversions.
Highest Cycle Grade Allowed | Type the highest cycle grade allowed. If a grade can be higher than 100, this field must reflect that. |
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Lowest Cycle Grade Allowed | This field must be set to 000 as mandated by the state, per Texas Education Code 28.0216. |
Highest Exam Grade Allowed | Type the highest final exam grade allowed. |
Low Exam Grade Allowed | Type the lowest final exam grade allowed. |
Highest Non-Passing Grade | Type the highest numeric grade a student can earn and still not receive academic credit for a course. The value is used to determine whether credit is assigned by the Grade Computation and Credit Assignment utility. It is also used by the Assign Pass Fail Indicators utility. The value cannot be higher than the F value. |
Display Numeric Grades as Alpha | Select if numeric grades should be displayed as alpha grades. The Grade Conversion Information fields change according to this selection. |
Grade Conversion Information |
These fields work in conjunction with the Grade Reporting utilities and reports and TeacherPortal. They are also used to calculate the college 4.0 GPA (see additional information below).
• The first row indicates which A-F grades correspond to E-P (excellent-pass) grades.
If Display Numeric Grades as Alpha is selected:
• If any grade exists in one of the ESNU fields, they all must have a value.
The second row indicates the lowest numeric grade that corresponds to each of the A+-D grades.
• The F field is used for the highest failing grade. If the value for D is blank, the value for F must be one less than the value for C-. There cannot be a gap between the values for C- and F.
College 4.0 scale: |
❏ Click Save.
Grade Reporting > Maintenance > Tables > Campus Control Options > Computation
This tab allows you to enter grade average computation settings for the campus.
Grading Concept |
Indicate how students are awarded credit for a course-section. The selection should be based on your district grading policy. Final - Award credits based on the final grade. Sem/Final - Award credits based on a combination of semester and final grades. If used, the Credit Seq field on Maintenance > District Schedule is also considered when you run the Grade Computation and Credit Assignment utility and the Assign Pass Fail Indicators utility. Semester - Award credits based on the semester grade. The field is also used by the Assign Pass Fail Indicators utility. |
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How will Avg be Computed |
Computer - Semester averages are automatically calculated. This option must be selected if you are using the Grade Computation and Credit Assignment or Grade Computation Elementary utility. |
Include Exam in Semester Average |
Select to include the semester exam grade when computing the semester average. The field is used by the Grade Computation and Credit Assignment utility.
NOTE: Most elementary campuses do not use exam grades. However, for elementary campuses that want to include the exam grade in the semester average and display the Exam column in TeacherPortal, the Include Exam in Semester Average field must be selected. |
❏ If Include Exam in Semester Average is selected, indicate how much weight the exam has in the semester average:
Exam Weight Equal | Select if the semester exam should be weighted equally with the cycle grades when semester averages are computed. If selected, the exam grade is given the same weight as the cycle averages when calculating the semester average. For example, if there are three cycles in the semester, the student's cycle averages are 80, 85, and 90, and the student earned 100 on the semester exam, the semester average calculation is as follows: (80 + 85 + 90 + 100) / 4 If Exam Weight Equal is not selected, the Total Weight and Exam Weight fields are used together to indicate the percentage the semester exam should count toward the total semester grade. |
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Exam Weight Total Weight |
These fields are used only if all of the following are true:
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Allow Recomputation |
If selected, all grades and credits are recalculated according to the settings of the Compute Sem Avg, Compute Final Grades, and Award Credits fields when running the Grade Computation and Credit Assignment or Grade Computation - Elementary utility.
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Blank out Semester/Final on Grade Change |
Select to clear the Sem and Final grades on Grade Reporting > Maintenance > Student > Individual Maint > Grd Update upon saving when a cycle or exam grade is changed. When manually updating Sem and Final grade fields, you must first save the cycle or exam grade change to prevent them from being cleared by the initial save. |
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Remove Credit on Grade Change |
Select to clear the Credit field on Grade Reporting > Maintenance > Student > Individual Maint > Grd Update upon saving when a cycle or exam grade is changed. When manually updating Credit field, you must first save the cycle or exam grade change to prevent the field from being cleared by the initial save. |
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Don’t Allow Credit If Failed Last Sem |
Select if students who failed the last semester of a course will not receive credit. |
❏ Click Save.
Grade Reporting > Maintenance > Tables > Campus Control Options > H Roll & Gr Avg
This tab allows you to enter honor roll and grade averaging information.
❏ Under Honor Roll Information:
Exclude Citizenship Grade |
Type the alpha grade (A, B, C, D, F or E, S, N, U) that indicates the point at which the student's citizenship grade excludes him from honor roll consideration. |
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Honor Roll Class Load | Type the minimum number of graded courses a student must take to be considered for the honor roll. |
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Honor Roll Cutoff Levels |
Type up to four numbers indicating the lowest numeric grade averages a student can have and still be eligible for one of the honor rolls. Type only numbers with no decimal. This information is required if you are running Numeric Honor Roll - SGR2010. |
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Grade Point H/R Exclude Message Print Option | Indicate if you want to print the student’s name on the honor roll report, and whether the course should be excluded from the course count. The field works in conjunction with the HRoll Cd field on Maintenance > Master Schedule > District Schedule as follows:
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❏ Under Grade Averaging Information:
Grds Used for Grade Avg |
Type the code indicating how grade average and class rank are calculated: NOTE: This setting of this field affects the grade number used in assigning the point scale entered on Ranges & Conversions. This will, in turn, affect college 4.0 scale grades. |
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Low Grade For Average |
Type the lowest numeric grade that is considered during grade averaging. |
❏ In the College 4pt Scale field, indicate if you want to compute 4-point grade averaging information when the Grade Averaging and Class Ranking utility is run.
You can select to calculate with/without zero-weighted courses, or to not compute 4-point grade averaging information. This is often referred to as the College Grade Point Average. If used, the student’s grades are converted according to the Ranges and Conversions tab.
This is an additional method for calculating grade average, and it will not match other grade point averaging methods.
Most high school campuses use the 4-point scale.
Some colleges require grades that do not include zero-weighted courses.
NOTE:
If you select 0 - Don't compute, a student's existing 4-point average will not be overwritten.
If you select 2 - Compute & incl 0 wgt crs, zero-weight courses are treated as if the weight is 1. For example, if you have three course records with weight 1, and you have one course with weight 0, the program adds the four scores and divides by 4.
4-point Scale Example:
The Ranges and Conversions tab values are set as follows:
The following points are awarded:
Grade Ranges | Points Awarded |
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A: 100 - 090 | 4.0 |
B: 089 – 080 | 3.0 |
C: 079 – 075 | 2.0 |
D: 074 - 070 | 1.0 |
F: 069 – 000 | 0.0 |
These are sample grade conversions for a student’s un-weighted 4-point average using semester 1 grades:
Semester 1 Grades | Points Awarded |
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92 | 4.0 |
89 | 3.0 |
77 | 2.0 |
74 | 1.0 |
65 | 0.0 |
95 | 4.0 |
80 | 3.0 |
# Courses = 7 | Total Points = 17 |
The student’s un-weighted 4-point average is calculated as follows:
Total Grade Points / Number of Courses = 17/7 = 2.4
Four-point average is calculated according to the College 4pt Scale field on Maintenance > Tables > Campus Control Options > H Roll & Gr Avg. The 4-point average may be calculated with or without weighting. Points are assigned according to the values for the Grade Conversion Information A, B, C, D, and F fields on Maintenance > Tables > Campus Control Options > Ranges & Conversions.
• A = 4 points
• B = 3 points
• C = 2 points
• D = 1 point (if using Ds)
• F = 0 points
Low grade for average:
If a student’s grade is lower than the Low Grade for Average value on Maintenance > Tables > Campus Control Options > H Roll & Gr Avg, the Low Grade for Average value is used in place of the student’s grade.
If final grades are used for grade average:
A partial record is used if the following conditions occur:
• The student is enrolled in part of a course, and no other section exists that would make the course complete.
• The course allows partial credit.
• A final grade exists.
If a student is enrolled in part of a course, and there is another section that would make the course complete, the final from the other section is used.
If a student is enrolled in the complete course, but in two sections, both records are used.
Nbr of Decimal Points |
Type the number of places to the right of the decimal point to which grade averages are computed (0-5). |
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Incl Wdrawn Stu in Avg |
Select if you want to compute grade averages for students who withdrew after the first cycle. |
Incl Wdrawn Stu in Rank |
Select if you want to include withdrawn students in class rank. |
Incl Wd Crs in Rank |
Indicate how withdrawn courses should be handled with grade average for class rank. NOTE: Withdrawn self-paced courses with a semester grade are included, regardless of this field, if they are eligible courses. |
NOTE: These options also affect how college 4.0 scale grades are calculated.
❏ Click Save.
Grade Reporting > Maintenance > Tables > Campus Control Options > Print Options
This tab allows you to set campus options for printing report cards. These settings also apply when printing Academic Achievement Records (AARs).
❏ Under Report Card Options:
Crs Seq | Select the sequence in which courses are printed on report cards - either by course number or by period. |
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Print Failing Msg |
Select if you want to print report card messages for students who are failing one or more courses.
This field works with the Code field on Grade Reporting > Maintenance > Tables > Grade Reporting Tables > Rpt Card Messages and the Msg Nbr field on Maintenance > Tables > Grade Reporting Tables > Rpt Card Msg Elementary. |
Sequence | Select the sequence in which report cards are printed. |
Incl Non-Graded Crs | Select to include non-graded courses on report cards. |
Print Credits | Select to print academic credits on report cards. |
Print HRoll Code | Select to print honor roll codes next to courses on report cards. |
Print W/D Crs | Select to print withdrawn courses on report cards or grading labels. |
❏ Click Save.
Grade Reporting > Maintenance > Tables > Campus Control Options > Posting
This tab allows you to set campus options indicating what can be posted from TeacherPortal or external grade book files.
Allow Cycle Grade | Select if cycle grades can be posted from TeacherPortal or external grade book files. This field must be selected for elementary campuses that want to include the exam grade in the semester average and display the Exam column in TeacherPortal. |
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Allow Semester Grade | Select if semester grades can be posted from TeacherPortal or external grade book files. |
Expect Exam Grade | Select if exam grades are expected from TeacherPortal or external grade book files. If selected, an error message is displayed if no exam grades are found. |
Allow Exempt Exam | Select if X is a valid grade for the semester exam for students who are exempt from taking the exam. It also allows X to be accepted from TeacherPortal or external grade book files. The field is used by the Grade Computation and Credit Assignment utility to calculate semester grades. For elementary grade reporting, if this field is not selected and a student has X for an exam grade, an error is generated when you run the Grade Posting from ASCENDER Grade Book utility. |
Allow Alpha Exam | Select if alpha semester exam grades can be posted from TeacherPortal or external grade book files. |
Allow Numeric Exam | Select if numeric semester exam grades can be posted from TeacherPortal or external grade book files. |
Allow Final Grade | Select if final course grades can be posted from external grade book files. NOTE: This field must be selected in order for the Working Final Grade column to be displayed on the TeacherPortal > Cycle page. |
Auto Citizenship | Select if students with a blank citizenship grade will receive an autograde. If selected, the Citizenship Grade field is required. |
Citizenship Grade | Type the citizenship grade that will automatically be assigned to students who have a blank. |
Allow Absence | Select if absences can be posted from external grade book files. |
Allow Tardy | Select if tardies can be posted from external grade book files. |
Allow Credit | Select if credits can be posted from external grade book files. |
❏ Click Save.
Enter elementary grade reporting settings.
Grade Reporting > Maintenance > Tables > Elementary > Elem Grade
This tab allows you to set grade calculation options by grade level.
If you are including the exam grade, the following formula is used to calculate the semester average:
( ( (Cycle 1 + Cycle 2 + Cycle 3) / 3 x (Total Weight - Exam Weight) ) + (Exam Grade x Exam Weight) ) / Total Weight
If you are not including the exam grade, the following formula is used to calculate the semester average:
(Cycle 1 + Cycle 2 + Cycle 3) / 3
• If you are not computing the semester average, the following formula is used to calculate the final grade:
(Cycle 1 + Cycle 2 + Cycle 3 + Cycle 4 + Cycle 5 + Cycle 6) / 6
• If you are computing the semester average, the following formula is used to calculate the final grade:
(Semester 1 + Semester 2) / 2
If grade calculation data already exists, the data is displayed.
❏ Click +Add to add grade calculation data.
A blank row is added to the grid.
Grd Lvl | Select the grade level to which the grade calculation settings apply. |
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Elem Grd | Select if elementary grade reporting is used for the selected grade level. If blank, grade averaging and class ranking is used for elementary students. |
Comp Sem Avg |
Select if the system computes the semester average for the grade level. |
Comp Cum Avg |
Select if the system computes the cumulative year-to-date (YTD) average for students. If selected, the YTD average is calculated with cycle grades until the end of the school year. At the end of the school year, the final grade can be calculated in one of two ways:
• If you are not computing the semester average, the following formula is used to calculate the final grade: (Cycle 1 + Cycle 2 + Cycle 3 + Cycle 4 + Cycle 5 + Cycle 6) / 6
• If you are computing the semester average, the following formula is used to calculate the final grade: (Semester 1 + Semester 2) / 2
• If there is only one cycle grade and the Grade Computation - Elementary utility is run, no calculations are performed. |
Incl Exam |
Select if you want to include the exam grade in the semester average and display the Exam column in TeacherPortal. If selected, you must indicate the weight of the exam in the semester average in the Exam Wgt and Tot Wgt fields to calculate the weighing percentage. IMPORTANT: If selected, you must also select Include Exam in Semester Average on Maintenance > Tables > Campus Control Options > Computation. |
Exam Wgt |
Type the two-digit number indicating the weight assigned to the exam grade when calculating the semester average for the grade level. |
Tot Wgt |
Type the three-digit number indicating the total weight to use to calculate the semester average. |
❏ Click Save.
Delete a row.
1. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).
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Grade Reporting > Maintenance > Tables > Elementary > Elem Courses
This tab allows you to set up elementary courses by grade level.
The grade level must be defined on the Elem Grade tab before you can add course information on this tab.
IMPORTANT: Do not include one-semester courses when setting up courses by grade level. Instead, add one-semester courses as needed using Maintenance > Student > Group Maint > Add/Delete Courses. You can verify the number of semesters for the course using Nbr Sem on Grade Reporting > Maintenance > Master Schedule > District Schedule.
Grade Level | Select a grade level for which to add courses. Only grade levels established on the Elem Grade tab are listed. |
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You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order.
A triangle next to the column heading indicates the column by which the grid is currently sorted and whether it is sorted in ascending or descending order.
❏ Click +Add to add data to the table.
A blank row is added to the grid.
Or, click +Add 10 to add ten blank rows.
Course | Select the elementary course for the grade level. Only courses where Credit Lvl = E (elementary) in the district master schedule are listed. |
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Title | The course title is displayed. |
Core |
The core course code is displayed if the course represents a core area. |
Period | Select the period when the class meets. |
Days | Select the days of the week on which the class meets. |
❏ Click Save.
Delete a row.
1. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).
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Grade Reporting > Maintenance > Tables > Elementary > Core Grd Cvsn
This tab allows you to set up core course alpha grades with their equivalent numeric grades. The table is used to convert all grades (including exam grades) posted to core courses.
Existing data is displayed.
❏ Click +Add to add data to the table.
A blank row is added to the grid.
Or, click +Add 10 to add ten blank rows.
Alpha Grade | Type the alpha grade to be converted (e.g., A+). |
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High Grade | Type the highest value of the numeric grade range for the alpha grade. This value is used when computing grade averages. |
Low Grade | Type the lowest value of the numeric grade range for the alpha grade. |
❏ Click Save.
Delete a row.
1. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).
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Grade Reporting > Maintenance > Tables > Elementary > Noncore Grd Cvsn
This tab allows you to set up non-core course alpha grades with their equivalent numeric grades. The table is used to convert all grades (including exam grades) posted to non-core courses.
The application averages grades based on their numerical values, not the median value of the letter grade.
Example : E is set to be between a 90 and 100, and a student has a grade of 99. The student's grade is averaged using the numeric value of 99 instead of the median value of E (which would be 95). One option to narrow the range of numbers is to add pluses and minuses to all letter grades (e.g., set E- from 90 to 93, E from 94 to 96, and
E+ from 97 to 100).
Existing data is displayed.
❏ Click +Add to add data to the table.
A blank row is added to the grid.
Or, click +Add 10 to add ten blank rows.
Alpha Grade | Type the alpha grade to be converted (e.g., E+). |
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High Grade | Type the highest value of the numeric grade range for the alpha grade. This value is used when computing grade averages. |
Low Grade | Type the lowest value of the numeric grade range for the alpha grade. |
❏ Click Save.
Delete a row.
1. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).
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Select campus courses from district master schedule.
Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Course Selection
This tab allows you to select district course records to be added to the campus master schedule.
The campus master schedule contains all the courses and sections offered at the campus. The campus course records are built by selecting district courses; the information from the district course record is automatically copied to the campus course record.
You must establish the campus course records before you can create campus section records.
Credit Level |
Select the credit level for which you want to add course records. |
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❏ Click Retrieve.
(left grid) District Courses to Add |
The courses in the district master schedule are listed. Courses that have already been selected for the campus master schedule are not listed. |
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(right grid) Campus Courses to Delete |
All courses selected for the campus master schedule are listed. The campus courses (displayed on the right) are the only campus courses that can be deleted. These courses do not yet have any sections assigned. Courses that have course sections or enrolled students cannot be removed. You cannot delete a course that is requested by a student as an alternate. |
❏ Click Save.
Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Course
This tab allows you to maintain course records in the campus master schedule. Data in the
campus course records is copied from the district master schedule, and only the fields listed on this Help page can be modified in the campus master schedule. All other fields are maintained in the district master schedule.
You cannot add or delete a course from this tab. Courses can be added or deleted on the Course Selection tab.
search drop-down | Select the field by which you want to search for courses. |
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search |
Type all or part of the search phrase. |
❏ Click Retrieve.
You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order.
A triangle next to the column heading indicates the column by which the grid is currently sorted and whether it is sorted in ascending or descending order.
Change the grid view:
The default view in the grid is basic course information indicated by ⇒ Crs Nbr in the area below the grid. You can modify the view in the grid by clicking an underlined header in that area.
For example, if you click the Scheduling header, only restrictions information is displayed in the grid. The Scheduling header is displayed as ⇒ Scheduling indicating that it is the current view.
Elem Skills Based | NOTE: The Elem Skills Based column indicates that a course is selected in TeacherPortal as an elementary skills-based course. Three things must occur in order for the field to be set to Y:
• Use Elementary Skills-based Report Card must be set to Y on Grade Reporting > Maintenance > TeacherPortal Options > Campus > Options.
• Admin > Elementary Report Cards > Elementary Skills-Based Setup • In TeacherPortal, on Admin > Elementary Report Cards > Elementary Skills-Based Courses, select the Report Card Type for the course(s) and click Save. |
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❏ Click for a record in the grid. The fields below the grid are enabled.
Grd Restr |
If there are grade level restrictions for the course, select the lowest grade level allowed. |
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Pregrid Grd Restr | If there are grade level restrictions that should restrict the course from being scheduling pregrids, select the lowest grade level allowed for the course. In the adjacent + field, type the number of additional grade levels that are eligible to take the course. When the scheduling pregrids are printed, the course only prints in the subject area for students in the grade levels indicated. For example, if the course is for 7th and 8th grade students, select 07 in the Pregrid Grd Restr field, and type 1 in the + field. |
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Options |
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❏ Click Save.
Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Instructor
This tab allows you to add and update information for instructors in the campus master schedule.
Existing instructors are displayed in order by instructor ID.
You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order.
A triangle next to the column heading indicates the column by which the grid is currently sorted and whether it is sorted in ascending or descending order.
❏ Click +Add to add an instructor.
The fields below the grid are enabled.
Instr ID | Type the three-digit instructor number to add to the campus master schedule. |
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Staff ID |
Do one of the following depending on whether the district uses staff IDs or social security numbers (i.e., the setting for Student Applications Staff ID on Registration > Maintenance > District Profile > District Maintenance > Control Info):
In the ellipsis directory, instructors are retrieved from Personnel for both the current year and next year.
• The employee record contains a staff ID, date of birth, and gender.
If you change a staff ID on this page, the staff ID will be changed across all applications and campuses. Principal/counselors who are also instructors will only have one staff ID.
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Home Room | Type the instructor’s home room number, up to four characters. |
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Instructor Status | Active is displayed if the instructor is currently assigned to any course-sections, whether or not students are assigned to the sections. Otherwise, Inactive is displayed. |
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Name |
Type the employee's first, middle, and last names and generation code.
In Registration, you can enter up to 60 characters each for the first, middle, and last name. The full name is displayed, up to 60 characters, on the Registration Demo pages.
NOTE: If the first or last name is changed on this tab, any corresponding Discipline records for the same school year and campus will have the Reported by Name field updated to match, as long as the instructor ID, original first name, original last name, school year, and campus from the instructor record match the existing Reported by Name information in the Discipline record. |
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Texas Unique ID | Type the 10-digit TEA Unique ID of the student or staff. NOTE: This feature will available at a later date. |
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ESC/SSA |
Select whether the ESC staff responsibility being reported is part of a shared services arrangement (SSA) for which the ESC is the fiscal agent. This is reported by ESCs only; the field is not valid for school districts. |
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Maximum Values |
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Restrictions |
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Designators | (Optional) Enter one-digit codes for up to three designators for the instructor. Designators may be characteristics or equipment (e.g., C = computers available). They can also designate an instructor's skills or characteristics (e.g., S = sign language). |
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Elementary |
These fields are only used for Scheduling after Move to Grade Reporting.
NOTE: These fields may be left blank for PE, elective teachers, and for instructors of grade levels scheduled prior to this process. |
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Exclude from PEIMS |
Select if you want to exclude the instructor from PEIMS reporting. If blank and the instructor is active, the instructor is extracted for fall PEIMS reporting.
• The instructor was active on the PEIMS as-of date (even if he is inactive after that date). Selecting this field does not exclude the instructor from Classroom Link. |
❏ Click Save.
Edit a record.
The data is displayed in fields below the grid allowing you to make changes.
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Delete a row.
1. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).
The following instructors cannot be deleted:
If the instructor is deleted, the program automatically checks for any TeacherPortal login records for the instructor based on the staff ID. The appropriate records are inactivated.
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Instructor Schedule | View instructor's schedule.
NOTE: If the campus section information does not exist, the district information is used and displayed in bold type. |
Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Section
search drop-down | Select the field by which you want to search for courses. |
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search |
Type all or part of the search phrase. The search retrieves courses that begin with the characters or numbers you typed. For example, if you selected Course Number, type 101 to retrieve all course numbers that start with 101. TIP: You can also type the first characters of the first and last name, separated by a comma, to retrieve an instructor. For example, type j,s to retrieve Jane Smith.
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❏ Click Retrieve.
A list of courses that meet the specified criteria is displayed in the upper grid.
Courses that do not have any sections (i.e., new courses) are not listed.
Change the grid view:
The default view in the grid is basic course information indicated by ⇒ Crs Nbr in the area below the grid. You can modify the view in the grid by clicking an underlined header in that area.
For example, if you click the Scheduling header, only restrictions information is displayed in the grid. The Scheduling header is displayed as ⇒ Scheduling indicating that it is the current view.
❏ Click for a course in the upper grid to edit a section.
❏ Or, click +Add to add a section, including for a course that does not have any sections.
The fields below the grid are enabled.
Crs Nbr | If you are adding a section for a course that is not listed (i.e., has no existing sections), click to select the course. The course title and service ID are displayed. |
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Multi Svc Ind | Select if the instructor of the course must perform more than one service during the class. (This field is no longer in use. The data element MULTI-SERVICE-INDICATOR-CODE was deleted in the 2009-2010 Data Standards.) |
Lock | Select if you want to lock the course section so it cannot be added to more student schedules. |
Include UIL Elig |
Select if the course is used in determining six-week eligibility for extracurricular activities. University Interscholastic League (UIL) rules allow some courses to be exempt in determining six-week eligibility. This field exists on the district-level course record (Maintenance > Master Schedule > District Schedule) and the campus section record (Maintenance > Master Schedule > Campus Schedule > Section). If the campus section record has a value, that value is used. Otherwise, the district value is used.
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Section | Type the two-digit section number you want to add. The number must be unique for the course. |
Max Seats |
Type the number of seats available for the class. NOTE: Course-sections with Max Seats set to 000 will not appear in TeacherPortal. |
Enrolled Students Sem # |
The number of students actively enrolled at the campus and in the course-section for each semester are displayed.
This value is also displayed in the grid in the Stu Enroll Sem # fields. In the grid, the number of students is displayed as a hyperlink if it is greater than 0. Click the link to open a pop-up window which lists the students.
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Stu W/D Sem # (grid) |
This value is displayed in the grid only, and indicates the number of students not actively enrolled in the course-section either due to withdrawing from the course-section or withdrawing from the campus, including No Show students. If the value is greater than 0, the value is displayed as a hyperlink. Click the link to open a pop-up window which lists the students included in the count. |
Non Campus Based |
Select the code indicating if the course taught off campus (e.g., college campus-based and web-based courses).
NOTE: |
Dst Lrng | Select the code indicating if the course is taken through distance learning technology. |
❏ Under Section Information:
Pop Srvd |
Select the code indicating the student population primarily targeted for the section. This field exists on the district-level course record (Maintenance > Master Schedule > District Schedule) and the campus section record (Maintenance > Master Schedule > Campus Schedule > Section). If the campus section record has a value, that value is used. Otherwise, the district value is used. |
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Instruct Sett | click to select the instructional setting used when providing instruction to the students in the section. |
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Class Type |
Select the code indicating if the section class type is regular or non-regular. |
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High Qual PK Prog |
Indicate if the campus-course-section participates in the High Quality PK Program consistent with requirements in TEC
29.167-29.171.
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PK Sch Type |
Select the PK program offered at the campus for that course-section. |
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Crs Seq |
The code is used when extracting course completion data for PEIMS and during end-of-course precoding. This field exists on the district-level course record (Maintenance > Master Schedule > District Schedule) and the campus section record (Maintenance > Master Schedule > Campus Schedule > Section). If the campus section record has a value, that value is used. Otherwise, the district value is used.
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Wks/Mnth | Select the code indicating the weeks of the month the section meets. For most sections, select option 04 (Week 1, 2, 3, and 4). |
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PK Curricula |
Select the curricula used in the district’s prekindergarten program section. |
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Stu Instr |
Indicate if the student attends full day, half day morning, or half day afternoon. This only applies to course-sections that use the Pre-Kindergarten Service ID (01010000). |
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Home Room Ind |
Select if this section of the course is the student's home room. The home room period may be the convention for taking daily attendance. |
❏ Under Restrictions:
Type Rstrctn |
This field applies to the other restriction fields for this course section (gender, team, and grade level). |
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Team Code | Select a team code if you want to restrict section membership to a certain group or team of students. |
Gender Rstrctn |
Select a gender if the section is restricted to one gender. This field exists on the district-level course record (Maintenance > Master Schedule > District Schedule) and the campus section record (Maintenance > Master Schedule > Campus Schedule > Section). If the campus section record has a value, that value is used. Otherwise, the district value is used. |
Grade Rstrctn |
If there are grade level restrictions for the course, select the lowest grade level allowed. If this field is blank, but there is a restriction code on the campus course record, the campus course code is used when adding the course to a student's schedule. |
❏ Under Child-Care Partnership:
❏ Click +Add to add a record.
Delete a row.
1. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).
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Operation Number | Enter the number of the childcare facility. CHILD-CARE-OPERATION-NUMBER (E1726) identifies the operation number of the childcare facility which participates in a partnership with a Local Education Agency. |
❏ Under Course Codes and Credits:
Dual Crdt |
Select the code indicating if students are eligible to receive both high school and college credit for the course. |
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Adv Tech Crdt |
Select the code indicating if this is a high school course for which college credit may be awarded by a post-secondary institution under a local articulation agreement or the statewide Advanced Technical Credit (ATC) program agreement.
• A course can be reported as either dual credit or ATC, but not both.
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AAR Use | Select the code indicating the academic area in which the course is a requirement. This code determines where the course is displayed on the AAR Multi-Year (SGR2047) report.
The code is used to determine where the course will print on the AAR. The field is only used if the code is different from the designated area for printing; otherwise, leave blank.
• If there are AAR use codes on the student record, the student codes are used even if there are AAR use codes on the section or district course records. |
Grad Plan Use | Select the subject area to which the course should be applied on a graduation plan, if other than the course's service ID type. |
Special Consid |
Select up to two codes indicating special considerations for the course. The codes cannot be the same for both fields. Special considerations are printed on the student's AAR (SGR2047).
• If there are special course consideration codes on the student record, the student codes are displayed on the AAR even if there are special course consideration codes on the section or district course records. |
College Credit Hrs |
For each semester (up to four semesters), type the number of college credit hours the student will earn for the course. Per TWEDS 8.3.4 COLLEGE-CREDIT-HOURS (E1081), the value must be between 0-9. |
OnRamps |
Select Y if this course is an OnRamps dual enrollment course coordinated by The University of Texas at Austin.
NOTE: |
District Information | Fields from the district master schedule are displayed for your reference. |
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Campus Information | The Grade Rstrctn fields from the campus course record (Maintenance > Master Schedule > Campus Schedule > Course) are displayed. |
❏ To add a meeting time for the section, click +Add in the lower grid.
A blank row is added to the grid.
You must set up at least one meeting time for each section.
Include WD Meeting Times | Select to display all withdrawn meeting times (i.e., all entry and withdrawal dates for meeting times that have withdrawn instructors) for the current year in the lower grid. |
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# | A sequential number is displayed for each meeting time you add. |
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Sem |
Select the code indicating the semester(s) the class meets. |
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Days | Select the code indicating the day(s) the class meets. |
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Per Begin Per End | (Required) Select the beginning and ending periods when the class begins and ends. |
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Room | Type the room number in which the class meets, up to four characters. |
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Time Begin Time End | Type the times when the class begins and ends. Use the HH:MM A format, where HH is the hour, MM is the minute, and and A is a.m. or p.m. |
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Lckout | Type the one-character code (Y or N) indicating if there is a lunch break after the scheduled class meeting. |
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Instr ID | Click to select an instructor. |
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Class Role |
Select the code indicating the role served by an instructor for the class.
NOTE: Class Roles 01, 02, and 03 will have the same access in TeacherPortal, unless modified on TeacherPortal Admin > Admin > District Settings > Other (at the bottom.)
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Role ID |
Select the code indicating the capacity in which the instructor serves the students during the section. This field exists on the district-level course record (Maintenance > Master Schedule > District Schedule) and the campus section record (Maintenance > Master Schedule > Campus Schedule > Section). If the campus section record has a value, that value is used. Otherwise, the district value is used. |
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CTE |
Select only if this section is taught by a Career & Technical Education (CTE)-certified teacher, or meets the exceptions described in the Student Attendance Accounting Handbook, Section 5.2. |
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Entry Date Withdraw Date |
These fields were added as of the 2011-2012 school year. They do not appear for prior school years. |
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ADSY |
Select to indicate the ADSY option for the selected instructor.
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❏ Click Save.
Edit a record.
The data is displayed in fields below the grid allowing you to make changes.
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(upper grid) | Delete a course-section.
1. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).
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(lower grid) | Delete a meeting time for the course-section.
1. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).
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(Optional) Create new sections of a course by copying an existing section.
Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Copy Course Section
This tab allows you to create new sections for a course in the campus master schedule by copying an existing section of that course. Once the sections are created, they can be updated on the Section tab.
Course | Select the course from which to copy data. |
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Section | Select the section from which to copy data. The drop-down list includes the section number, begin and end periods, instructor ID, and instructor name. |
Create Section | Type the new two-digit section number(s) to be created. Separate multiple section numbers with a comma (e.g., 04,05,06). |
❏ Click Create.
The grid is populated with the data for the new section(s). Update the data for the new section(s) as needed.
Sem | Select the code indicating the semester(s) the class meets. |
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Days | Select the code indicating the day(s) the class meets. |
Per Begin Per End | Select the beginning and ending periods when the class begins and ends. |
Room | Type the room number in which the class meets, up to four characters. |
Time Begin Time End | Type the times when the class begins and ends. Use the HH:MM A format, where HH is the hour, MM is the minute, and and A is a.m. or p.m. |
Lckout | Type the one-character code (Y or N) indicating if there is a lunch break after the scheduled class meeting. |
Instructor | Click to select an instructor. |
Class Role | The code indicating the role served by an instructor for the class is displayed. |
Role ID | Select the code indicating the capacity in which the instructor serves the students during the section. |
CTE | Select if this is a Career & Technical Education (CTE) course. |
Entry | Type the date on which the instructor was assigned or reassigned to the class in the current school year. |
ADSY |
Select to indicate the ADSY option for the selected instructor.
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❏ Click Save.
Cancel | Clear unsaved changes and start over. |
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Registration > Maintenance > Campus Profile > Campus Local Program Codes
This page allows you to set up campus-level local program codes. At the campus level, the codes are chosen from the codes set up at the district level. You cannot add program codes that are not set up at the district level.
TSDS Data Elements for local programs:
TWEDS Data Elements:
DYSLEXIA-INDICATOR-CODE (E1530)
SECTION-504-INDICATOR-CODE (E1603)
INTERVENTION-STRATEGY-INDICATOR-CODE (E1602)
ECHS-INDICATOR-CODE (E1560)
T-STEM-INDICATOR-CODE (E1559)
P-TECH-INDICATOR-CODE (E1612)
NEW-TECH-INDICATOR-CODE (E1647)
ADDITIONAL-DAYS-PROGRAM-INDICATOR-CODE (E1671)
Code table: C088
INDIVIDUAL-GRADUATION-COMMITTEE-REVIEW-CODE (E1563)
Code table: C201
CRISIS-CODE (E1054)
Code table: C178
Existing codes are displayed in order by code.
❏ Click +Add.
A blank row is displayed added to grid.
Program Code | Select the district program code. These codes are established by the district on Maintenance > District Profile > Local Program Codes. |
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Program Title | The program title for the selected code is displayed. |
Move Program to Next Year |
Select the code indicating how Annual Student Data Rollover (ASDR) handles local programs. This field only applies if the district-level Move Program to Next Year field is set to Y on Maintenance > District Profile > Local Program Codes. Otherwise, this field is ignored. |
❏ Click Save.
Other functions and features:
Delete a row.
1. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).
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District Administration > Utilities > Annual Student Data Rollover
This tab allows the district to set options that apply only to a specified range of campuses and tracks during ASDR.
For more information on running ASDR, refer to the End-of-Year & Annual Student Data Rollover (ASDR).
Record status codes are processed in the following order:
Existing campus options are displayed and can be modified.
❏ Click +Add to add a campus or range of campuses and tracks.
A blank row is added to the grid.
Campus From Campus To |
Specify a campus or range of campuses. The options selected on each row apply only to the campuses in the range specified in these fields.
• You must account for all campuses in the district. Every campus in the district must be included in a range.
IMPORTANT! If you include more than one campus in a range, be sure that the selected options are appropriate for all campuses in the range. |
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Campus Track |
Type the track for which the options apply. Options must be set for every track at the campus.
NOTE: If the district has multiple half-day tracks, PK students should be pre-registered to the track they will be on for the next school year. |
Set to Campus Track |
Use the two fields to move students from one track to another during ASDR. It is recommended that you do not use this option to move students from a half-day track to a full-day track. |
Exclude Campus |
Select to exclude the campus from ASDR. This option is used for a campus that will not be active or used in the next school year. If the campus is excluded, no next year records are created for the campus.
Because historical information is saved, a campus must be excluded instead of deleted so that the data is saved in the historical records. |
First Day of School |
This date is automatically set to the first day of school for all next year campuses when next year attendance calendars are created. This date will be used as the campus entry date, original campus entry date, and course entry date for all students is displayed. |
Move Ctrl Nbrs | Select to move next year student control numbers (Scheduling > Maintenance > Control Number) to the current year and clear the next year control number field. For high school campuses, this field is typically not selected.
IMPORTANT! |
Drop Wd Stu New Sch Yr |
This option uses the withdrawal date to determine if the student will be dropped.
NOTES: |
Drop Status = 1 New Sch Yr |
This option uses the status code to determine if the student will be dropped.
• Students with record status 1 are not created. |
Drop Unsched Stu New Sch Yr |
This options looks at the student's course requests to determine if the student will be dropped. |
Activate Withdrawn Sched Student |
This options looks at the student's course requests to determine if the student will be dropped. NOTE: If Drop Wd Stu New Sch Yr is selected for a campus, that setting overrides the Activate Withdrawn Sched Student setting. In this case, withdrawn students will be dropped even if they have scheduled courses. |
Clear Eco Disadvan |
Indicate how to clear the Eco Disadvan field on Maintenance > Student Enrollment > Demo1 for all students.
Do not clear - The current value is carried over to the new school year. |
Clear Locker | Select to clear the Locker field on Maintenance > Student Enrollment > Demo2 in the next year records for all students. |
Clear Categories | Select to clear the categories from the courses for the new school year. |
❏ Click Save.
If you are building the campus for the next school year before running Annual Student Data Rollover, and before completing Summer PEIMS, you must also set up Scheduling options. Otherwise, this step is not necessary because the fields are populated during Annual Student Data Rollover.
Set up Scheduling options if needed.
Scheduling > Maintenance > Master Schedule > Campus > Campus Control
This tab allows you to set up scheduling options for a campus. These options apply to the upcoming school year and must be set before you can access the campus master schedule. The Master Schedule > Campus tabs are disabled until these settings are saved.
❏ A warning message is displayed if campus control options have not been set. Click OK.
❏ Enter the following:
Max Sems Allowed | Select the number of semesters to be scheduled at the campus for the next school year. |
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Low Grade | Select the lowest grade level at the campus. |
High Grade | Select the highest grade. |
Schedule Withdrawn Students | Select if students who withdraw from the campus in the current school year should be scheduled for next year. |
Period Begin | Type the first class period that can be scheduled using two digits. |
Period End | Type the last class period that can be scheduled using two digits. |
Norm Prd Cntrl | The normal period control for the campus is displayed, which is usually equal to number of periods in the school day multiplied by the number of semesters. For example, at a two-semester campus that has 8 periods per day, the normal period control is 16. This number is used to flag students whose course requests vary from what is expected. |
Under Scheduling Sequence:
Indicate the order in which grade levels should be scheduled:
❏ Click +Add to add a grade level to the scheduling sequence.
A row is displayed in the Scheduling Sequence grid.
Priority | The order in which the grade levels are scheduled is displayed in order from highest (i.e., 1) to lowest priority. |
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Grade |
Select the grade level that should be scheduled according to the corresponding Priority field. For example, if you want to schedule 12th grade students first, the Priority field should be set to 1, and the Grade field should be set to 12. |
Delete a grade level from the sequence.
1. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).
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Under ASCENDER StudentPortal Course Requests:
Grant or deny access by grade level to the StudentPortal Student Course Requests system:
❏ Click +Add to add the access status for a grade level.
A blank row is displayed in the ASCENDER StudentPortal Course Requests grid.
Grade |
Select the grade level that is being assigned/denied access to StudentPortal. All grade levels must be added. |
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Status |
Select the status for the grade level. |
Delete the access status for a grade level.
1. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).
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❏ Click Save.
All other Master Schedule > Campus tabs are enabled.
Enter TeacherPortal TeacherPortal options.
Grade Reporting > Maintenance > TeacherPortal Options > Campus > Options
This tab allows you to set campus-wide options for ASCENDER TeacherPortal.
❏ Under Options:
Type of Posting |
Select the type of posting allowed in TeacherPortal: |
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Open for Grade Posting |
Indicate if the cycle is currently open for grade posting in TeacherPortal. |
Allow Semester Override |
Select to allow the Grade Posting From ASCENDER TeacherPortal utility to post the override semester average from TeacherPortal, instead of allowing TeacherPortal to calculate the semester average. |
Allow Prior Days Posting | Select to allow instructors to post attendance for a date that has passed. Otherwise, instructors can only post attendance for the current date. |
Days | Enter a value of 1-15 if Allow Prior Days Posting field is selected. |
Allow New Categories | Select to allow instructors to add new assignment categories on the Administer Categories page in TeacherPortal. |
Allow Grade Modification to Prior Cycle | Select to allow instructors to change an assignment grade from a prior cycle in TeacherPortal. Otherwise, the fields for prior cycles are disabled in TeacherPortal. Note that changing a grade in a prior cycle may affect the cycle average, but it will not change the posted cycle average on the TeacherPortal Cycle Grades page. |
Allow Discipline Referrals |
Select to allow instructors and other designated TeacherPortal discipline users to submit discipline referrals through TeacherPortal. |
Use Elementary Skills-based Report Card | Select to allow instructors to create elementary skills-based report cards in TeacherPortal. If selected, the applicable pages are displayed in TeacherPortal. Otherwise, the pages are not available. |
Allow Assignment Rubrics | Select to allow instructors access to use rubrics for grading assignments in TeacherPortal. |
Use Report Card Narrative |
Select to allow teachers to add narratives to report cards on the Cycle Grades page in TeacherPortal. If used, a report displaying the Report Card Narrative comments from TeacherPortal will print on a separate page for each student
who has at least one comment for the selected semester and cycle. Only comments for selected course-sections are printed. The Report Card Narrative will only be visible for current cycles; previous narratives will not be displayed for posted cycles in TeacherPortal. |
Weighting Types | Indicate the weighting types allowed at the campus. You must select at least one type.
Only selected weighting types are available to instructors in TeacherPortal on the Settings > Administer Categories page or on the Categories tab. Once a weighting type is used on the Categories tab or used by an instructor on the Categories tab in TeacherPortal, the field becomes locked, and you cannot unselect that weighting type. |
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Display Program Information | Select the special program information to be displayed for instructors in TeacherPortal. If a program is selected, the student's most current information for the program is displayed on the Student Information page in TeacherPortal. |
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Campus-wide Message | Using the text editor, type a campus-wide message to be displayed on the TeacherPortal Announcements page. The Announcements page is the first page the instructor sees after he successfully logs on to TeacherPortal. |
❏ Click Save.
Create TeacherPortal TeacherPortal campus administrative accounts.
Grade Reporting > Maintenance > TeacherPortal Options > Campus > Administrative Users
This tab allows you to set up employees as campus administrative users who can view or edit instructor TeacherPortal data at their campus.
Any existing TeacherPortal administrative users are listed.
You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order.
A triangle next to the column heading indicates the column by which the grid is currently sorted and whether it is sorted in ascending or descending order.
Search By Name | To locate a specific user, begin typing the user's last name. As you begin typing, a drop-down list displays users whose name matches the characters you have typed. The drop-down list also displays the user ID. Select the user. |
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❏ Click +Add to add an administrative user.
The fields below the grid are enabled.
Name | For existing records, the employee's full name is displayed. |
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User Name | Type the employee's user name.
The user name must meet the following criteria: For security reasons, the user name is only displayed below the grid so that only one user name is visible at a time. |
Staff ID |
Type the employee's social security number or employee number, depending on the district's setting for Student Applications Staff ID on Registration > Maintenance > District Profile > District Maintenance > Control Info.
The Status field is displayed in place of the Staff ID field (below the grid) once the record is saved, and it is set to Reset by default. Click the Change Status button to change the status. The options are as follows: |
Type of User | Select the access level the user will have in TeacherPortal.
• Read Only - Allow inquiry-only access to all accounts. The user can view data for any instructor in order to verify information. NOTE: If you modify this field for a multi-campus administrator, the change will also be reflected on the district Administrative Users tab for the campus to which you are logged on. |
Run Group Report | Select to allow the user to run group reports in TeacherPortal. |
❏ Click Save.
You are prompted to confirm that you want to add the new user. Click Yes.
In the grid, the following fields are displayed:
Date Grades Updated | The date on which the user last updated grades in TeacherPortal is displayed. |
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Password Expires | The date on which the user's password will expire is displayed. It is calculated using the district password expiration option and the date on which the user's password was created or reset. |
Password Last Changed | The date on which the user last updated his password is displayed. |
Edit a record. Update the fields as needed, click OK, and then click Save. The changes are displayed in the grid. Or, click Cancel to close the window without making changes.
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Delete a row.
1. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved). A row can only be deleted if the user has no attendance, grade, or assignment records in the following tables: sr_att_post, sr_crs_grd, and sr_crs_assgn. If you delete a row for a multi-campus administrator, the district Administrative User page will also reflect that the user no longer has access to the campus. |
Grade Reporting > Maintenance > TeacherPortal Options > Campus > Categories
This tab allows you to establish a list of categories that instructors can use when adding assignments in ASCENDER TeacherPortal. The categories describe the types of assignments the instructors will use in their courses (e.g., Tests, Homework, and Labs).
For each category, you can assign a default weight. The weight is the percentage of the student's cycle-course grade for which the category average counts. Instructors can override the default weights if they want to use different weights for their courses, unless the weight is locked. The types of weights allowed for categories is set up on the Options tab.
You can use this tab to establish a master list of categories for each campus. If an instructor has an assignment that falls under a category that is not included in this list, he can create a new category using the Administer Categories page in TeacherPortal. The category he creates is added to the master list and becomes available
for all instructors at his campus to use. The list of categories continues to grow as instructors add categories.
NOTE: The Allow New Categories field on the Options tab allows you to indicate if instructors are allowed to add new categories in TeacherPortal.
Existing categories are displayed in alphabetical order.
❏ Click +Add to add a new category.
A blank row is added to the grid.
Description | Type a description for the category (e.g., Homework), up to 25 characters. Do not use special characters. |
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Lock Weight | Select in order to prevent instructors from changing the category default percent weights in TeacherPortal that were set by campus administration (i.e., the Default Weight field on this page). |
Default Weight | Type the default percent weight that the category will have when first added to a course. If Lock Weight is selected, instructors will be prevented from changing this weight in TeacherPortal. |
Weight Type | Select the weighting type to be used for the category. |
❏ To edit a record, type over the existing data.
NOTE: If a category is in use by a course, only the description can be modified; the category cannot be deleted, and all other fields are disabled.
❏ Click Save.
A category cannot be deleted if it is used by a course. You must remove it from all courses before it can be deleted. Delete a record.
1. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).
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