SGR1400 - Elementary Report Cards

Grade Reporting > Reports > Grade Reporting Reports > Report Cards > SGR1400 - Elementary Report Cards

The report prints elementary campus report cards on a laser printer for campuses using elementary grade reporting. They can be printed for one semester-cycle or for the school year (if you select the last cycle in semester 2).

You can print report cards for all students, for individual students, or a range of students by student ID. You can include self-paced courses. Elementary skills-based courses are excluded.

The report has been designed to display the address in the window of a #10 standard window envelope.

An error list is generated if errors are encountered.

NOTE:

  • Ensure that all elementary tables have been set up before running the report cards.

  • If fatal errors occur, the report cards will not compile. Print the fatal errors list, correct the problems, and run report cards again.

  • If the campus and grade level do cumulative final averaging and do not do semester averaging, the cumulative final average is calculated the same way as it is calculated by the Grade Computation - Elementary utility:
    • The exam grade is not used at all.
    • Cycle grades are converted to the high/low grade allowed, and an error is listed on the error report to document the conversion.
    • The program only calculates and displays cycle grades up to the selected semester-cycle.
    • The average is calculated as the sum of the cycle grades divided by the number of cycle grades.
    • If at least one of the cycle grades is I, the final grade is I.
    • If at least one of the cycle grades is N/G, the final grade is N/G.
    • If at least one of the cycle grades is alpha (other than I or N/G) and cannot be converted, the final grade is not calculated; an error is listed on the error report.
    • If at least one of the cycle grades is blank, the final grade is not calculated; an error is listed on the error report.
    • Final averages are not calculated for non-graded courses.

  • Withdrawn courses are listed with an asterisk (*) next to the course name, and a legend is printed on each page stating *Withdrawn Course. If a course is two semesters long and combined onto one line when the report is run, an asterisk is only displayed if the course is withdrawn during the second semester.

  • Withdrawn courses with the same entry and withdrawal date are only included for transfer courses (i.e., if Xfr Crs is selected on Maintenance > Student > Individual Maint > Crs Assign) and if Non Campus Based is 08 (i.e., credit by exam) on Maintenance > Master Schedule > Campus Schedule > Section and the course meets all other criteria for the report.

  • You can include withdrawn courses by selecting Print W/D Crs on Maintenance > Tables > Campus Control Options > Print Options.

  • Even if Print W/D Crs is not selected on Maintenance > Tables > Campus Control Options > Print Options, courses with a withdrawal date after the last day of the selected semester-cycle are included. Courses with an entry date after the last day of the selected semester-cycle are only included if they are self-paced courses, or if Non Campus Based for that section is 08 on Maintenance > Master Schedule > Campus Schedule > Section.

  • If Use Report Card Narrative is selected on Maintenance > TeacherPortal Options > Campus > Options, instructors can add narratives to report cards from 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 is only visible for current cycles; previous narratives are not displayed for posted cycles.

  • Self-paced courses print as follows:
    • If a self-paced course has a withdrawal date and no semester grade, it is considered withdrawn and is only included if Print W/D Crs is selected on Maintenance > Tables > Campus Control Options > Print Options.
    • If the self-paced course has a withdrawal date and semester grade, it is considered completed and will print on the report cards.

  • If a student has a control number assigned on Registration > Maintenance > Student Enrollment > Demo1, the teacher's name with the corresponding control number will be displayed/printed on the student's report card in the Counselor/Homeroom Teacher field. If the student does not have a control number assigned, the system will look at the Counselor Information on Registration > Maintenance > Student Enrollment > Demo2. If there is data in this field, the name of that person will be displayed/printed on the student's report card in the Counselor/Homeroom Teacher field. If both fields, Control Number and Counselor Information are blank, the Counselor/Homeroom Teacher field on the report card will be left blank.

Report fields

Run the report:

ParameterDescription
Ending School Year (YYYY)

Type the four-digit ending school year. For example, for the 2023-2024 school year, type 2024.

Campus ID

Type the three-digit campus ID, or click ellipsis button to select the campus.

Attendance Track (Blank for All)

Type the two-digit attendance track. Leave blank to select all tracks.

If you select one track, the report cards must be generated for each track.

Semester (1, 2)

Type the one-digit semester. Valid semesters are 1 and 2. As the school year progresses, the previous semester’s information is also printed. Grades and averages are displayed under the semester headings.

Cycle (1, 2, 3)

Type the one-digit cycle.

• For a two-semester/six-week grading concept, valid cycles for both semesters are 1, 2, and 3.

• For a two-semester/nine-week grading concept, valid cycles for both semesters are 1 and 2.

If the report is run for the last cycle of the last semester of the school year:

• The course grade is used, as calculated by the Grade Computation - Elementary utility, unless it is blank. If the final average is blank when SGR1400 is run for the last cycle of the last semester, SGR1400 will compute and display the final average but will not store it.

• If the Grade Computation - Elementary utility is run for the final cycle of the final semester, the utility only calculates the cumulative final average if the campus and grade level do cumulative final averaging and do not do semester averaging.

Grade Level (Blank for All)

Type the two-character grade level, click ellipsis button to select the grade level, or leave blank to select all grade levels.

Print Signature Line (Y, N)

Y - Print an instructor signature and date line.

N - Do not print a signature and date line.

If Y, the messages “Please sign and return” and “Date” are displayed below the line.

Address (S=Student, P=Parent)

S - Print the student's address from Registration > Maintenance > Student Enrollment > Demo1. If the report is run for the student's address, only one English language IPR/report card is printed.

P - Print the address for the guardian contact who has the lowest relationship code (e.g., 1). If the parent address is blank or no guardian contact exists, the student address is used.

If you select P, an IPR/report card is printed for each parent/guardian who is selected to receive mailouts on Registration > Maintenance > Student Enrollment > Contact. IPRs/report cards are printed in the language (English or Spanish) specified for the parent/guardian in the Language field on Registration > Maintenance > Student Enrollment > Contact.


If P is selected, multiple report cards may be printed. The number of report cards and language is determined by fields on Registration > Maintenance > Student Enrollment > Contact. If there are multiple guardians with different addresses, multiple report cards are printed. If guardians have different language codes, the report card is printed in multiple languages.

Control Nbr (Blank for All)

Type the three-digit control number (instructor ID), click ellipsis button to select the control number, or leave blank to select all control numbers.

Print Exam Grade (Y, N)

Y - Print the exam grade. The exam grade prints for all grade levels that use an exam grade (as indicated on Maintenance > Tables > Elementary > Elem Grade).

N - Do not print the exam grade.

Print Semester Average (Y, N)

Y - Print the semester average. The semester average prints for all grade levels that use semester average (as indicated on Maintenance > Tables > Elementary > Elem Grade).

N - Do not print the semester average.

If the campus is not using semester averages for the grade level, and is doing cumulative final averages, the final average is calculated by the report card report (SGR1400), and the value is not stored unless the report is run for the last cycle of the last semester.

Print Lang Arts and Core Avg Line (Y, N)

Y - Calculate and print the language arts average and overall core average line.

N - Do not print these averages.

Language arts core average calculation

Overall core average calculation

Print Promoted/Retained Msg (Y, N)

If Y, a message will print at the bottom of the report card according to the student’s setting in the first Promotion - Retained Reason # field on Registration > Maintenance > Student  Enrollment > Demo3.

Retained ReasonMessage on Report Card
01 Grade avg. less than 70Grade avg. less than 70
02 Poor performance subject(s)Poor performance subject(s)
03 Poor performance assessmentPoor performance assessment
04 By agreement parent/teachersBy agreement parent/teachers
06 Excessive absenteeismExcessive absenteeism
99 Other factorsOther factors


If none of the Retained Reason # fields on the Demo3 tab contains a value, the student's year-end-status code (i.e., the Promotion - Year End Status field on the Demo3 tab) determines the message that prints on the report card.

Year-End-Status CodeMessage on Report Card
01 Promoted next gradePromoted
02 Retained same gradeRetained
03 Placed in next gradePlaced
21 Pending Summer SchoolPending Summer School
22 Pending OtherPending Other
23 Left District-No StatusLeft District-No Status
blankPromoted


If this parameter is set to Y, the promoted/retained message will only print if the report card is run for the final grade reporting cycle and semester of the school year.

Tardy Period (Blank for All)

Type the two-digit period to use for calculating tardies. If blank, all periods are considered when calculating tardies.

Include Withdrawn Students (Y, N)

Y - Include withdrawn students.

N - Do not include withdrawn students.

Student IDs (Blank for All)

Type the six-digit student ID number, including all leading zeros. Separate multiple IDs with a comma (e.g., 098321,096476). Or, click ellipsis button to select the students. Leave blank to select all students.


View Error List

Click to view the error list if errors are encountered. The list displays warnings about potential conflicts for a student (e.g., no control number; no instructor found for control number; or no grade course records found student ID = ######).

Click Return to Main Report to return.

Exit

Exit the report.