2015 WVDE REGIONAL
SCHOOL COUNSELOR
CONFERENCE
SUPPORTING STUDENT SUCCESS: A SHARED VISION
SETTING GRADUATION YEAR AND
THE NEXT YEAR LINE
SETTING THE GRADUATION YEAR FOR CLASS
12 IN PREP FOR SETTING NEXT YEAR LINE
CLASS DEFINITIONS - STU.221
SET NEXT YEAR DISTRICT, SCHOOL,
CLASS - SCH.608
PRINTING THE GRADUATION DATE AT THE TOP
OF THE TRANSCRIPT
SET DATE OF GRADUATION - GRD.601
.
ALTERING NEXT YEAR LINE FOR NK, SS,
RETAINEES, AND DOUBLE PROMOTIONS
MAINTAIN STUDENT INFORMATION - STU.301
PROMISE SCHOLARSHIP
PROMISE SCHOLARSHIP DATA - PRM.DTA
CHECKING THE PROMISE DATA FOR
ACCURACY

Missing courses will need to be reviewed. If a student is currently taking the
course but does not yet have credit for the course, it will show in the missing
courses list. Likewise, if a student has transferred in from another state, they
may have an equivalent course.

If you receive a social security number error, that must be corrected. If it’s in
WVEIS, you will want to correct and run the build file again after checking
with other counselors.

Always check with other counselors prior to running the build file after the
first time. The build file option will remove any manual qualified students
that have been noted.

Verify data has been finalized by noting the status by the school name
MALINDA’S PROMISE FAQ’S

Act and sat scores are not collected from WVEIS, HEPC receives them directly from the
testing agency

The program calculates core and overall GPAs based on final grades in the transcript file and
final grades not posted

Required core courses missing will be listed, if currently in the course it will not be listed

If the student is currently enrolled in a course and no final grade exists the GPAs will have an
* beside them flagging the GPA as calculated only on existing final grades

All students are sent to HEPC, qualified students will not be awarded unless they have
applied for promise

Only student identifying information for matching purposes, core and overall GPAs and a flag
of whether they are eligible or not based on the GPAs and having the required courses are
sent to HEPC

Promise applications closed march 1

An 8th semester promise file will be collected the first part of June for an overall final grades
calculation and course requirements for use with a 2nd round of awards
TRANSCRIPTING GRADES FROM INSIDE
THE WV PUBLIC EDUCATION SYSTEM

WVEIS will transfer all transcript grades when a student is enrolled at the new
school, using the student id number from the transferring county

Using social security number and birth date helps identify an existing student
number in WVEIS

When dropping a student, transcript grades and post summarized absence
history (county policy may vary on this)
TRANSCRIPTING GRADES FROM OUTSIDE
OF WV PUBLIC EDUCATION

When a student enrolls in WV public education from private, parochial school, or
from out of state, the automatic transfer of transcript records cannot
happen. Instead, the sending school should forward a transcript of the students
academic progress to date.

In order to give these students the same benefits enjoyed by our WV public
education students, the school enrolling the student should record these classes as
follows:

Carefully examine the student’s transcript to determine which courses your school is
willing to accept as valid. (It would be a good practice to establish guidelines for your
school regarding courses that will be accepted, or courses that will need further review
before being accepted.

At a minimum, each core course (at the middle school level) or course for high school
credit (at both middle and high school levels) should be recorded, each as a separate
transcript entry, provided your school is willing to accept that the course and grade
given are valid reflections of the student’s ability.
ENTERING THE COURSE IN THE
TRANSCRIPT PROGRAM

For the school and district, use your school number and district (ex. School 308
and district 012) as the school accepting the out of state credit as valid.

For the course code, match the course with the most appropriate course id from
the course code manual (http://wveis.K12.Wv.Us/wveis2004/support.Htm). Your
county WVEIS contact and/or curriculum director can provide guidance should you
need help identifying the proper course ID.

For the fifth and sixth digits, use o0 (capital letter o, then the number 0). For
example, sixth grade math would be 3006O0.

For the title, use OTH then the subject name. For example, OTH math 6.

All other fields should be completed as normal. Use the grade and credit given by
the previous school.

Once you have finished recording all accepted credits, you may choose to print a
WV transcript for the student record file
STU.EDT – STUDENT EDIT REPORTS
STUDENT EDIT REPORTS - STU.EDT

It has never been easier to run edits and keep data clean!

Data in real time

May be run independently

May be run at any time during the year

Can rerun once corrections are complete

Reports may also be downloaded to a pdf by clicking “click to view as PDF” at
the upper right corner of the listing.

Only visible on the principals menu
COUNTY/SCHOOL EDIT LINK MENU
STU.EDT
1. ENROLLMENT HISTORY EDITS
1. ASSIGNED AND ENROLLED BUT CURRENT
CLASS AND REGISTER DO NOT MATCH

Identifies students who have a different this year class level on basic tab
compared to register on enrollment tab
2. ASSIGNED AND ENROLLED BUT SEX
AND SUBREGISTER DO NOT MATCH

Identifies students who have a different sex on basic tab compared to sex on
enrollment tab
3. ASSIGNED STUDENTS NOT ENROLLED

Identifies students enrolled in your school without an enrollment code for
your school. This information can be accessed on the enrollment tab.

Summer school graduates and early graduates will also appear on report.
These students are correct. They must stay in until promotion is run.
4. ASSIGNED STUDENTS WITHOUT
ENROLLMENT HISTORY

Identifies students who have no enrollment, transfer, or drop code on their
enrollment tab.

The PK and NK students will also appear on this report. These students are
correct. They must stay in until promotion is run.
5.ENROLLED IN MORE THAN 1 REGISTER,
EXCLUDES SUMMER SCHOOL

Identifies students who have two enrollment codes with no transfer code to
remove them from their previous school

This information can be accessed on the enrollment tab.
6.ENROLLED BUT NOT ASSIGNED

Identified students who have been dropped from your school without a
transfer or drop code.

This information can be accessed on the enrollment tab.
7. ASSIGNED AND LAST EW DOES NOT
MATCH

Identifies students whose last entry code was for a school other than yours.

This information can be accessed on the enrollment tab
2. AGE RELATED EDITS
1. INVALID DATE OF BIRTH

Invalid date of birth - identifies students with a blank birth date
2. AGE LESS THAN 4 BY 9/1 OF CURRENT
SCHOOL YEAR

All schools should run this. The birth year being the current year is a common
mistake

Identifies students who were under four years old on sept. 1st of current
school year.

Under 4 may be valid for PK or E1 students
3. AGE GREATER THAN 21 BY 9/1 OF
CURRENT SCHOOL YEAR

Identifies students that will be or are 21 by September 1st of current school
year.
4. AGE TOO OLD FOR CURRENT CLASS
(ON 9/1 OF SCHOOL YEAR)

Identifies students whose age is considered too old for their grade level.
5. AGE TOO YOUNG FOR CURRENT CLASS
(ON 9/1 OF SCHOOL YEAR)

Identifies students whose age is considered too young for their grade level.

Check for student who are 0 years old. Birth year is a common mistake
3. FTE RELATED EDITS
1. PART-TIME ENROLLMENT FTE

Identifies students with a part-time enrollment (EC) code, along with their
FTE as shown on the registration tab.

All EC students should have a FTE.

FTE values should be between 0 and 1. Ex. .5 for half day student
4. SUMMER SCHOOL AND EARLY GRADUATES
1. SUMMER SCHOOL GRADUATES

Edit for high schools only

Identifies summer school graduates with errors only

Look for class not set to SS on basic tab or enrollment tab

Review next year line on basic tab to be sure it is set properly for the student
to enter the graduate pool at promotion
2. EARLY GRADUATES

Edit for high schools only

Identifies early graduates with errors

Review next year line on basic tab to be sure it is set properly for the student
to enter the graduate pool at promotion
FACTORS IN GPA DETERMINATION
DEFINING THE GRADE POINT VALUE
GRADING SYMBOLS - GRD.250
DEFINING THE COURSE LENGTH
COURSE DEFINITIONS - SCH.310
DEFINING THE COURSE
TRANSCRIPT/GPA/WEIGHTING CREDIT
COURSE DEFINITIONS - SCH.310 (CONT.)
REVIEWING STUDENT GPA
GRD.550 PRINT TRANSCRIPT
LISTING
GRD.545 STUDENT
CUMULATIVE GPA DETAIL

All courses that have been transcript

All courses that have been transcript

Summarized absence history
(optional)

Transcript credit attempted
Transcript credit attempted

Transcript credit earned

Transcript credit earned

Grade

Grade

Whether included in GPA

Whether included in GPA

GPA credit

GPA points

Grade points earned for class

Grading category if applicable

Overall credit attempted

Date of graduation

Overall credit earned

Ranking

Overall grade points

Total cumulative GPA

Overall GPA


Posted status
QUESTIONS???
DAWN GESSEL
JEREMY BAISDEN

Director of Information Systems,
Putnam County Schools

Coordinator of Information
Systems, Cabell County Schools

dgessel@k12.wv.us

WVEIS Specialist, RESA2

304-586-0505

jbaisden@k12.wv.us

304-957-9833 ext. 53121