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academy:student:mtgr_eoy_checklist
End-of-Year Checklist
Each campus must complete the following end-of-year tasks before beginning the ASDR process.
Attendance
❏ Verify that student attendance and the attendance calendar reflect the final end-of-year membership days, waivers, attendance, etc.
❏ Attendance > Reports > Attendance Reports > Students > SAT1800 - Attendance Audit Report
NOTE: If you made changes to any attendance date with posted attendance to a non-membership date in the attendance calendar, you must run this report. This removes posted attendance from student records. Be sure to generate new audit reports to reflect this change.
❏ Verify that all required attendance audit reports have been generated from ASCENDER and stored for your records, as well as other reports required for the district. Review the TEA Student Attendance Accounting Handbook (SAAH), Section 2.3 for specific rules.
IMPORTANT: The following attendance reports must be generated throughout the year and retained for auditing purposes. They can be saved as a PDF.
These reports are not available in Historical.
❏ Attendance Reports > Audit > SAT0600 - Student Detail Report
Verify that individual student membership information is correct, and that the totals on the summary page match the totals on the SAT0900 Principal/Superintendent semester report.
❏ Attendance Reports > Audit > SAT0900 - Campus/District Summary Report
Verify eligible attendance days present/absent and special programs contact hours, by campus and by district. Verify that the report is balanced against the SAT0600 - Student Detail Report report.
❏ Attendance Reports > Audit > SAT0900C - Campus/District Summary Report (COVID)
Verify eligible attendance days present/absent and special programs contact hours, by campus and by district. For the 2020-2021 school year, school districts should also run SAT900C if they participated in remote instruction.
❏ Attendance Reports > Audit > SAT0920 - Campus/District Multi-Track Summary Report
This report is the same as SAT0900, except it provides information for multiple tracks.
❏ Attendance Reports > Audit > SAT0670 - Teacher Membership Roster by Control Num
Verify that first and fourth six weeks campus membership is balanced against district enrollment totals on SAT1000.
❏ Attendance Reports > Students > SAT0400 - Daily Attendance Summary
Verify that daily attendance summaries have been balanced daily.
❏ Attendance > Reports > Attendance Reports > Rosters > SAT1370 - Class Attendance Verification
Print current year class attendance by instructor name or control number. Use for attendance verification for all attendance or grade reporting cycles.
Additional attendance reports are available in Historical and can be run as needed.
Grade Reporting
❏ Verify that the end-of-year report cards have been run. See ASCENDER Grade Reporting - End-of-Semester and End-of-Year Processes (ASCENDER Grade Reporting - End-of-Semester and End-of-Year Processes) or Year-at-a-Glance guide (End of Final Semester section) for assistance.
❏ Middle schools and high schools should verify that the Grade Averaging and Class Ranking utility has been run for the current year so the GPA information is saved in the database. See Run Grade Averaging & Class Ranking and Print AARs for more information.
❏ Grade Reporting > Utilities > Grade Averaging and Class Ranking
NOTE: If the high school GPA includes high school credit classes taken at the middle school, check the district policy to see if you should run the Grade Averaging and Class Ranking utility at the middle school for grade levels with credit level H courses.
❏ Middle schools and high schools should verify that the Cumulative Grade Averaging and Class Ranking utility has been run.
❏ Verify that Academic Achievement Records (AAR) and grade labels have been printed for all students at all campuses:
❏ Grade Reporting Reports > Grades > SGR2047 - AAR Multi-Year
❏ Grade Reporting Reports > Grades > SGR2081 - Student Grade Labels
❏ Grade Reporting Reports > Grades > SGR2091 - Elementary Grade Labels
❏ Generate and save the TeacherPortal Assignment Audit Report (SGR4500). The report displays the categories, assignments, and assignment grades that have been entered in TeacherPortal and includes the cycle and semester averages that were posted to ASCENDER.
❏ Grade Reporting Reports > Grades > SGR4500 - TeacherPortal Assignment Audit Report
Since this is the end-of-year audit report for TeacherPortal, it is recommended that the Sort Order parameter be set to print the report by instructor.
NOTE: This report may take several minutes to run.
TeacherPortal (Skills-based Report Cards)
❏ Generate the Print Elementary Report Cards for Campus report for each report card for each campus that uses skills-based report cards.
❏ TeacherPortal Admin > Elementary Report Cards > Print Elementary Report Cards for Campus
Graduation Plan
❏ For seniors, set any completed Endorsements to 2-Completed and enter the completion date. Also set Foundation and Distinguished to 2-Completed if applicable.
❏ Graduation Plan > Maintenance > Student > Individual Maintenance > PGP (if using Grad Plan)
❏ Registration > Maintenance > Student Enrollment > Graduation (if not using Grad Plan)
❏ Registration > Utilities > Reset Values (FHSP endorsements can be reset from Pursuing to Completed.)
Registration
❏ Verify that the year-end-status codes have been assigned for all students at each campus. The year-end-status codes are used during ASDR to determine if students will be retained or promoted.
See the Assign Year-End-Status Codes QuickGuide for assistance.
The year-end-status codes are cleared during ASDR and will be blank in the new school year.
Leavers:
The leaver tracking table is automatically populated during ASDR. All leavers for the current school year are written to the leaver tracking table.
IMPORTANT! It is very important that you set the year-end-status codes (i.e., the Year End Status field on Registration > Maintenance > Student Enrollment > Demo3) for leavers properly so they are accounted for in TSDS:
This is the value assigned When the Set Year End status code utility is run.
- 12th grade students who graduated must have year-end-status code 12 (Graduated).
Other values listed below are set manually on Graduation if applicable.
- 12th grade students who are repeating 12th grade should have year-end-status code 10 (Not Advanced). The Graduation Date (Registration > Maintenance > Student Enrollment > Graduation) must be blank for these students.
- 12th grade students with year-end-status code 1 (Promoted Next Grade), 3 (Placed in the Next Grade), or 11 (Advanced Next Grade) are dropped in the next school year.
- 12th grade students with year-end-status code 14 (Met Reqmnt/Not Pass STAAR/ TAKS) or 15 (Grade 12. Not Enough Credits to Graduate) who have a next year course request are rolled over to the next school year.
- For all other leavers, a leaver tracking record is created in the leaver tracking table according to the student’s withdrawal reason code.
NOTE: After ASDR, you can run Leaver Tracking Report (SRG1700) to produce a report of the leavers written to the leaver tracking table. For the Ending Sch Yr for PEIMS Submission parameter, enter the beginning year of the next school year.
❏ Verify that the Graduation Type and Graduation Date fields have been updated for all current year 12th grade students.
See the Set Graduation Type and Date QuickGuide for assistance.
❏ Transfer the high grade level at each campus as a group to the next year campus for all campuses in the district. If this process was completed earlier in the year, run the scheduling transfer again to add all the new students who may have entered school since the last time the scheduling transfer was performed.
See the Transfer Students to Next Year Campus QuickGuide for assistance.
NOTE: Students who are group-transferred for scheduling purposes will have record status 3 (i.e., currently enrolled at this campus, will attend new campus next year) at the sending campus and record status 4 (i.e., enrolled at another campus, will attend this campus next year) at the next year campus.
Usually, the record status 3 is not created in the next school year during ASDR. However, if a student with record status 3 has a year-end-status code of Retained at the sending campus, the Reverse Scheduling Transfer utility should be run to delete the student’s record at the next year campus. A next year schedule should be entered at the sending campus, which will create the retained student’s record at the sending campus for the next school year.
See the Transfer Students to Next Year Campus QuickGuide (Reverse Transfer section) for assistance.
❏ Verify that bilingual/ESL summer school students are coded correctly.
❏ Registration > Maintenance > Student Enrollment > Demo3 (Summer Sch. Bil/Esl field)
NOTE:
- Students in the bilingual/ESL summer school program should have a code indicating that they are eligible for KG or 1st grade.
- The field can be entered before running ASDR for the current year. After running ASDR, the field can also be updated for the prior year if you have been granted historical update access in Security Administration and you have full access to the Demo3 tab.
- The field is cleared in the next school year.
Scheduling
❏ Verify that all campuses in the district have created a next year master schedule, including the elementary campuses. Otherwise, the current year campus master schedule will not be created, and all campus courses will need to be selected again after ASDR is run.
The next year master schedule (courses, sections, instructors) must be reviewed for each campus to determine what will be carried over during ASDR.
For more information see ASCENDER Scheduling Guide - Manual, Automated, or Combination, Plus Elementary
❏ Scheduling > Maintenance > Master Schedule > Campus > Courses
❏ Scheduling > Maintenance > Master Schedule > Campus > Sections
❏ Scheduling > Maintenance > Master Schedule > Campus > Instructors
❏ Verify that each student has a next year schedule (i.e., assigned courses, sections, and semesters). This applies to all students in secondary grade levels or students at any campus that uses next year scheduling.
NOTE: When setting Campus ASDR Options, you will have the option to drop students who do not have schedules.
❏ Scheduling > Maintenance > Student Schedules
❏ Scheduling Reports > Post-Load > SCH2100 - Student Schedule (Next Yr)
❏ Scheduling Reports > Post-Load > SCH2500 - Schedule of Classes (Next Yr)
❏ Identify students who do not have schedules.
TIP: Be sure to generate the Student Reject List Report prior to accepting the scheduling load. This report lists student course requests that did not get scheduled, which will assist you after accepting the scheduling load in scheduling outstanding unscheduled course requests.
Special Education
❏ If using the Special Ed Next Year field, indicate how ASDR will handle special education data for the next school year.
State Reporting
❏ Complete the summer TSDS PEIMS submission and resubmission (Collection 3). See ASCENDER State Reporting - TSDS PEIMS Summer Submission for assistance.
❏ Complete the extended TSDS PEIMS submission and resubmission (Collection 4). See ASCENDER State Reporting - TSDS PEIMS Extended Submission for assistance.
NOTE: You will have an option in ASCENDER State Reporting to extract the ESY and bilingual/ESL summer school student information before or after running ASDR.
NOTE: The data for ECDS PK, SELA, and RF Tracker cannot be edited after ASDR is completed. The data for Child Find can be edited after ASDR.
academy/student/mtgr_eoy_checklist.txt · Last modified: 2023/05/09 13:58 by apape