An Employee Owned Company
Computer Management Technologies, Inc.
731 Gratiot Avenue
Saginaw, Michigan 48602-2109
Phone: 989-791-4860
Fax: 989-791-4928
www.cmtonline.com
document1
January 30, 2008 (ak)
Table of Contents
General Information ........................................................................ 1
STU.107
General Student Attributes .................................................................. 2
STU.108
General Student Attribute Values ......................................................... 3
STU.310
Maintain Graduation Requirements Plan ............................................... 4
STU.280
Student Tag Definitions ...................................................................... 5
STU.282
Access to Restricted Tags.................................................................... 6
SCH.101
Scheduling Options ............................................................................. 7
SCH.310
Maintain Course Definitions ................................................................. 8
SCH.410
Maintain Course Requests ................................................................. 10
GRD.310
Student Grad Requirement Inquiry .................................................... 11
GRD.450
Maintain Student Transcripts ............................................................. 12
GR.220
Maintain Waiver Code Reasons .......................................................... 14
GRD.665
Transcript Student Grades................................................................. 15
GR.802
Purge Transcript Records Based on Courses ....................................... 15
GR.690
Mass Update Transcript State Grad Req Fields .................................... 16
SC.690
Mass Correct Student Cors Req State Grad Req .................................. 17
GRD.REQS
Reset State Grad Requirements in GRD450 ........................................ 17
document1
January 30, 2008 (ak)
General Information
Forward
The following manual is a guide to assist the user with CMT’s software for maintaining State
and District graduation requirement plans. It is assumed the user has knowledge of setting
up graduation plans within CIMS. If not, training can be obtained by contacting a CMT
Application Consultant at cmtstu@cmtonline.com. It is also important to note that this
manual is not to interpret the requirements of the State of Michigan, nor is it a replacement
to the State’s documentation outlining the Graduation Plan. For more information on
Michigan’s Graduation Requirements, please visit http://www.michigan.gov/mde/0,1607,7140-38924-152784--,00.html.
Limitation of Liability
Computer Management Technologies, Inc. provides this publication “AS IS” without warranty
of any kind, either expressed or implied, including but not limited to, the implied warranties
of merchantability or fitness for a particular purpose. Some states do not allow a disclaimer
of expressed or implied warranties in certain transactions; therefore, this statement may not
be applicable to you.
While every precaution has been taken in the preparation of this manual, CMT assumes no
responsibility for errors or omissions or for damages resulting from the use of the information
contained herein. Changes are periodically made to the information; and these changes are
incorporated in new editions of the manual. Computer Management Technologies, Inc. may
make improvements and/or changes in the product(s) or program(s) described in this manual
at any time. Characters, products and companies are fictitious, and any similarity to actual
persons, business establishments or events is purely coincidental.
In no event will Computer Management Technologies, Inc. or its developers be liable to you
for any incidental, consequential, or indirect damages (including damages for loss of profits,
interruption, loss of information, and the like) arising out of the use or inability to use this
program even if Computer Management Technologies, Inc. or any authorized Computer
Management Technologies, Inc. representative has been advised of the possibility of such
damages.
Computer Management Technologies, Inc.’s liability to you for actual damages for any cause
whatsoever, and regardless of the form of action, will be limited to the greater of $500 or the
money paid for this program.
Any Questions?
If you have any questions regarding this manual or the use of this program, please call
Computer Management Technologies, Inc. at (989) 791-4860.
Thank you for your support of Computer Management Technologies, Inc.
document1 January 30, 2008 (ak)
1
STU.107 – General Student Attributes
Within program STU.107 – General Student Attributes, a new field has been added to
indicate the attribute in which a State Graduation Plan is defined. Users will have the option
to enter in the number of 01-15, for the Student Attributes found within PSTU301 (Basic
Student Information).
If you are currently utilizing all 15 attributes, you will need to make one of them available by
moving data into a ‘User-Defined’ attribute (the additional attributes feature became available
with the CIMS SMS 8.04 release) or into a tag using STU.641 – Mass Assign Tags by
Attribute. (Please note that you may not store the State Grad Plan in the ‘User-Defined’
attributes that became available with version 8.04.) If you need assistance moving data
from the attributes, please contact CMT.
SMS
General Student Attributes
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
Description
Year of Graduation
Native Language
Ethnic Group
School of Choice
Nutrition Eligible?
Birth Certificate?
State Grad Req Plan
Nutrition Elig
IEP
Homeless
Migrant
Residency Status
Resident District
Multiple Birth
Non-Conventional
Required?
N
N
N
N
N
N
Y
N
N
N
N
N
N
N
N
Ref: STU.107 .11
Table
Y
Y
Y
N
N
N
Y
N
N
N
N
Y
Y
N
N
Low High
00 99
District Graduation Requirement Plan Attribute Location:
State Graduation Requirement Plan Attribute Location:
Mode: Change
F3=Exit F4=Index F5=Reset F12=Cancel
1
7
Districts may choose to use the same Graduation Plans for both the State and District plans.
If so, then use the same attribute location for both plans. If the total required credits for
both plans are the same, you may consider using separate plans so that one can be more
specific than the other when applicable. For example, the State plan requires four credits of
math. But within the district, you want to specifically know that one credit comes from
Algebra I, one credit is earned in Geometry, one credit is earned in Algebra II and the final
credit comes from any other math. This would be an example in which you would need two
plans: one of the State plan and one for your district. Graduation plans can be set up as
generic or as specific as you wish.
NOTE: If you set up an attribute as needing a ‘Table’, then you need to define values in
STU.108 – General Student Attribute Values. If you do not indicate a table is associated with
a specific attribute, you may consider entering a low and high range. When using the ‘Table’
or ‘Low/High’ range, only ONE of these features is used for each attribute. In the example
above, 00-99 is entered for Year of Graduation. When no Table is associated, then entering
the 00-99 ensures that the value entered is a numeric value, which in this case would be
appropriate for the ‘Year of Graduation’ attribute.
document1 January 30, 2008 (ak)
2
STU.108 – General Student Attribute Values
In STU.108 – General Student Attribute Values, users must add a value if the ‘State Grad Req
Plan’ on the previous screen (on page 2) is set with a ‘Y’ indicating a table is necessary for
the attribute.
SMS
Table Values for Student Attributes
Value:
S1
Description:
ST GRAD REQRMENT
Mode: Change
F3=Exit
Attribute: 07
F4=Index
Ref: STU.108 .11
State Grad Req Plan
F5=Reset
F12=Cancel
If you are setting up separate plans for both the district and State plans, you may consider
using one code to indicate the same plan for each grade level. You can use any value that
you wish. In the example above, ‘S1’ is used. Should the State update the current plan at a
later date, then ‘S2’ could be used indicating the ‘second’ State plan.
document1 January 30, 2008 (ak)
3
STU.310 - Maintain Graduation Requirements Plan
The existing STU.310 – Graduation Requirements program, has been updated to
accommodate State requirement credits, as well as your District requirement credits. If you
will be maintaining both graduation plans on your system, you must complete both credit
fields in this program, even if they are the same credit amount.
SMS
Graduation Requirements
Ref: STU.310 .11
District:
ASD
School:
AJH
Graduation Plan:
S1
Category:
SEN
Short Title:
STATE ENG___
Description:
STATE GRAD REQUIREMENT FOR ENGLISH
District Credits Required:
0.000
State Credits Required:
4.000
Mode: Change
F3=Exit
F4=Index
F5=Reset
F12=Cancel
The ‘Graduation Plan’ must match those values that you set up in STU.108 – General Student
Attributes. The ‘Category’ code can be defined by the district. In the example above, ‘SEN’
is used to represent the State’s English requirement. The same codes can be used for each
plan. For example, ENG could be used for both the State and District plans as long as they
are associated accordingly with the plans being used in the General Student Attributes.
This is where you can be as generic with the categories or as specific as you wish. Earlier
setting up a generic State Math code was discussed (refer to STU.107 – General Student
Attributes). If you wish to simply maintain a Math category for the four credits required by
the State, then you could set up SMA to represent the State’s Math Requirement. Then
within the district plan, to differentiate between the Algebra I, Geometry, Algebra II and the
fourth Math credit, you could set up AL1, GEO, AL2 and MTH, respectively.
When setting up your categories, keep in mind that ‘extra’ credits will apply to the OTHER
category unless you set up a category called ELECTIVES. If you set up an ELECTIVES
category, then you must ensure that the switch setting (ACS.310) for programs STU.301E –
Access to All Student Records, STU.301M – Access to Multiple Student Records, GRD.310 –
Graduation Requirement Status and GRD.570 – Print Graduation Requirement Status Report
must be set up accordingly.
document1 January 30, 2008 (ak)
4
STU.280 – Student Tag Definitions
Students can opt out of the State Graduation Requirement Plan (for example, Special
Education students). If they choose to exercise this choice, they must be given a tag of
‘OPS’. If a student, at a later date, begins to work towards the State plan, then simply
remove the ‘OPS’ tag from their record. The tag must be set up as follows in STU.280 –
Student Tag Definitions.
SMS
Student Tag Definitions
Tag OPS
Short Title OPTOUT STATE
Category OPT
Ref: STU.280 .11
District ZPS
Description OPT OUT OF STATE GRAD PLAN REQUIREMENTS
Are tag assignments deleted at year end? N
Can this tag be transferred to other schools? Y
Does this tag have associated Data? N
IF YES:
What type of data _
1 = Single Item
2 = Columnar
3 = Text
Verified? N
Is the Data Restricted? Y
Columnar Data Headings:
________________ ________ ________ ________ _______ _______ _______
Mode: Add
F3=Exit F4=Index F5=Reset F12=Cancel
Since the maintenance of such information may be considered sensitive, you may choose to
restrict the use of this tag for staff. If so, tag access is given via a ‘Category’. If you will be
restricting this tag, you must enter a category. Category is not pre-defined elsewhere. In
the example above, ‘OPT’ is used.
The option of having associated data maintained within the tag is the choice of the district.
Keep in mind, if you are maintaining data within the OPS tag that you wish to keep, the data
will be deleted if the student ever chooses at a later date to work towards achieving the
State plan. Therefore, if you wish to keep data such as when the student initially ‘opted out’
and then perhaps when they returned, you might consider setting up and using a second tag
for such information (for example, ‘OPH’ to represent ‘Optout History’).
If the tag and any associated data are to be restricted, you must enter ‘Y’ in ‘Is the Data
Restricted?’. In order to restrict the tag, you must set it up to have associated data. Once a
‘Y’ is entered in this field, everyone is restricted from using the tag. You must enter the
users that will have access to the tag into program STU.282 – Access to Restricted Tags.
Answering ‘Y’ to ‘Is the Data Restricted’ is optional.
document1 January 30, 2008 (ak)
5
STU.282 – Access to Restricted Tags
As previously mentioned, access to restricted tags is granted via the Category defined within
the tag. In our example, ‘OPT’ was used within STU.280 – Student Tag Definitions.
Therefore, you must enter each user that will have access to the ‘OPS’ tag into the following
program for the tag category of ‘OPT’.
STU.282 – Access to Restricted Tags Command Screen
Entering the user’s System i/AS400 ID, add a record for each user that is to have access to
the ‘OPT’ category.
SMS
Access to Restricted Tags
A
Add
Change
Delete
Lookup
Index
End
User Id USERID
Category OPT
Ref: STU.282 .01
District CMT
Index: 1
1 = Access Records
2 = Districts
Auto Next Record? N
STU.282 – Access to Restricted Tags Prompt Screen
No data entry is required on the following screen. This is a confirmation that you are giving
the user indicated access to the tag category of ‘OPT’.
SMS
Access to Restricted Tags
USERID
Has access to all data for tags
in category OPT
Mode: Add
document1 January 30, 2008 (ak)
Ref: STU.282 .11
F3=Exit
F4=Index
District CMT
F5=Reset
F12=Cancel
6
SCH.101 – Scheduling Options
Prior to utilizing the established Graduation Plans within the course definitions, it may be
necessary to update the scheduling options to indicate that the building does use Graduation
Requirements. The following must be set to ‘Y’ within SCH.101 – Scheduling Options.
SMS
District ZPS
Scheduling Options
School TST
Year 2007
Ref: SCH.101 .12
Will Automatic Resource Allocation be used? . . . . . . . . . . . .
N
Allow courses with no credit? . . . . . . . . . . . . . . . . . . .
N
Use Course fees?
Y
. . . . . . . . . . . . . . . . . . . . . . . . .
Use Graduation Requirements?
. . . . . . . . . . . . . . . . . . .
Check for valid Course Prefixes?
. . . . . . . . . . . . . . . . .
P
Course Credit: 4
P - Grade Points
1 N - Numeric Equivalent
2 3 Note: Changing transcript option may
4 create invalid cumulative GPA scores.
Grade Points allow for GPA up to 9.9999
Numeric Equivalents allow for GPA up to 999.99
Mode: Change
F3=Exit F4=Index F5=Reset F12=Cancel
Y
N
Transcripts use:
Not used
Fixed at ______
Varies by Course
Varies by Student
+
It is likely that this option is already set to ‘Y’ at the high school level, but may not be for the
elementary nor the middle school. If the above option is set to ‘N’, you will not be able to
maintain the Graduation Requirement Categories within the course definitions. Since some
courses taken at both the elementary and middle school levels can apply to the State
Graduation Plans, this field will need to be set accordingly.
document1 January 30, 2008 (ak)
7
SCH.310 – Maintain Course Definitions
Eight new fields for maintaining the State graduation requirements that a course fulfills have
been added to SCH.310, in addition to the existing eight for District graduation requirement
codes. This allows you to link a course to both your local District requirements, as well as
the State requirements, if applicable. You may use the F4 feature in the Grad Requirement
fields to access a list of Requirement Codes. Please note that State graduation requirement
categories must to be set up in STU.310 (Graduation Requirements) prior to entering them in
SCH.310.
SMS
Course Definition
Course LANSP1
Title SPANISH I
District ASD
Ref: SCH.310 .12
School AJH
Transcript credit on completion:
.500 Transcrpt St Crd on completion:
.500
Credit for current period GPA:
.500 Legend Code: B
Weighting factor (reports only): ______ Purge Transcript @ Next Schl based on
Grades are: S
Include in:
Remove Course From Transcript?
N
S = Symbol
Honor Roll? Y Remove GPA from Transcript?
N
N = Not Used GPA?
Y Rmv District Credits From Trnscrpt? N
Level: 1
1 - Advanced
2 - Regular
3 - Essential
Applies to State Graduation Requirements? Y
On-Line Learning Hours: 37.00
Satisfies Graduation Requirement in LAN CUL ___ ___ ___ ___ ___ ___
Satisfies State Grad Requirement in SLN SCL ___ ___ ___ ___ ___ ___
SRSD - FIELDS
Course Enrollment #: 013
Advanced and Accelerated Program Model: 3
Advanced and Accelerated Special Program Options: 4 5 7
Mode: Change
F3=Exit F4=Index F5=Reset F12=Cancel
The ‘Transcript St Crd on completion’ field has been added, allowing you to specify a credit
amount to be written to the new ‘State Credit Earned’ field in the GRD.450 – Student
Transcript Records, when the GRD.665 –Transcript Student Grades program is run. It is only
necessary to complete this field when the credit amounts differ. If they are the same,
GRD.665 will pull the amount from ‘Transcript Credit on Completion’ for both plans.
The area labeled ‘Purge Transcript @ Next Schl based on’ has also been added and is utilized
when transcripts are purged. Since credits can be earned for courses taken at other
buildings (i.e. middle school), final grades at these buildings must be transcripted and some
middle schools keep a running GPA while the students are at their building. When the
students promote to the high school, the decision in regards to what information to keep and
what not to keep varies. This area has been added so that districts/buildings can make that
determination accordingly based on how the questions are answered.
Remove Course from Transcript: Answering ‘Y’ to this question means when the
purge program (GR.802) is executed, the transcripted record for this course will be
completely removed from the transcript record for all students (PGRD450). Answering
‘N’ keeps the record in the transcript file. NOTE: If this question is answered ‘Y’, but
the ‘Applies to State Graduation Requirements?’ is answered ‘N’ (explanation on the
following page), the course will NOT be removed.
document1 January 30, 2008 (ak)
8
SCH.310 – Maintain Course Definitions (cont’d)
Remove GPA from Transcript: If transcripted records for the course are to remain
in the transcript file, but the GPA amounts are to be removed, then answer with ‘Y’.
When the purge program is run, the GPA points will be removed and the ‘Use in GPA’
flag will be set to ‘N’. This would be the case for those courses that apply to the State
requirements but are not to affect the building’s cumulative GPA.
Rmv District Credits from Trnscrpt: If transcripted records for the course are to
remain in the transcript file, but the credit attempted and credit earned are to be
removed, then answer with ‘Y’. This would be the case for those courses that apply to
the State requirements but are not to affect the building’s cumulative credits.
The field ‘Applies to State Graduation Requirements?’ has also been added. This field is used
to indicate whether the course should be linked to a State graduation requirement. At the
high school level, it is likely that most courses, if not all of them, will need a ‘Y’ within this
field. At the elementary and middle school levels, only those courses that meet a State
graduation requirement will need a ‘Y’ entered into this field.
The ‘Applies to State Graduation Requirements’ field will be written to the GRD.450
Transcript File when GRD.665 is run and utilized when GR.802 – Purge Transcript Records
based on Courses, is executed. Courses that have a ‘Y’ in this field will NOT be purged when
GR.802 is executed. This field supercedes the response in ‘Remove Course from Transcript’.
The field ‘Legend Code’ can be used to indicate which common transcript code the course
applies to. This code will also be posted to the transcript record. CMT offers a variety of
custom transcripts that will then print this legend code, also allowing the option for the
transcript records to be sorted by the legend code. Please contact CMT for additional
information if desired.
When entering the requirement categories that each course meets, keep in mind that credits
will ‘spill’ over into all eight buckets when appropriate. For example, in the Spanish course
on the previous page, the first requirement the course is to apply to for the District Plan is
LAN. If the LAN credits have already been earned by a course previously taken, then the
credit will spill over into the SST category. When the final grade is posted to the transcript
record, it will post as meeting the SST requirement.
If both the LAN and SST requirements have been met, then the credit will spill into the
OTHER or ELECTIVE buckets.
document1 January 30, 2008 (ak)
9
SCH.410 – Maintain Course Requests
A new column has been added into which State Graduation Requirements can be maintained.
When adding a course request in SCH.410, pressing the <Enter> key will prompt the system
to check the State Grad Plan attribute in the student’s ‘basic’ screen. Based on the value
found within this field, the State graduation requirement will be filled according to the
requirements that were set up in SCH.310.
If a tag of ‘OPS’ is found (meaning, the student is Opting Out of the State Requirements) in
the student’s tag record, you will still see the State Requirement listed next to the course as
well as when you run GRD.570 – Print Grad Requirement Status. This allows for data
to be posted in the appropriate fields/files within the system throughout the student’s
educational career. Should the student decide at a later date to attempt to fulfill the State’s
Graduation Plan, this can easily be done within the system by removing the tag from the
student’s record.
SMS
Course Requests
Ref: SCH.410 .11
File Id 000888888 BARNEY R. RUBBLE
MALE
Age: 15
HIGH SCHOOL
Class: 08 ( THIS YEAR )
Phone: 791-4860
F2=Schedule
REQUESTS FOR SCHOOL YEAR 07
Grad Rq
Scheduled for
Course Sec Typ Dis St. Lnk Prf Aud St Title
Per Day Term
1 ENG 08
2 E
ENG SEG
N S ENGLISH 08
02 MTWRF
1 +
2 MTH 08
2 E
MAT SMT
N S MATH 08
03 MTWRF
1 +
3 LANFR1
1 E
LAN SLN
N S FRENCH I
04 MTWRF
1 +
4 SCI 08
6 E S SCI SMT
N S SCIENCE 08
06 MTWRF
1 +
5 COM150
1 E D COM SCM
N S KEYBD ADV
01 MTWRF
2
6 SOC 01
5 E
SST SST
N S SOC STUDIES
05 MTWRF
2
7 LANFR2
E B ENG SEG
N N FRENCH II
8
9
10
11
12
13
14
15
F11=Add/Drop F14=Grad Req F17=Transcripts
Cancel? N
The District and State Graduation Plan Requirement fields will be auto-filled from the SCH.310
definition (if already blank) when a record is Processed, or you go through the record with a
Change. However, if you have manually entered a requirement for a course other than one that
was defined in SCH.310, the manual entry will not be overwritten when going through with a
Change, and a D, S or B will appearing indicating that the State, District or Both Requirements
for a course has been changed. This is a feature for those students that are overriding a defined
requirement from SCH.310 for an individual course with a different requirement.
The system does not verify that the State requirement is associated with the course or a part of
the Graduation Plan, (the way it does with your district requirements), but will only verify that
the requirement exists in STU.310.
To assist those who are involved with the scheduling process and the tracking of the Graduation
Plans, function keys have been added to make the process more efficient.
document1 January 30, 2008 (ak)
10
SCH.410 – Maintain Course Requests (continued)
The F14 Function Key has been added, allowing the user to view the student’s current
graduation requirement file in GRD.310. The plan initially displayed will depend on whether
the tag ‘OPS’ is found within the student’s tag record or not. If no tag is found, the State
Plan will be displayed upon pressing F14. If the student is tagged ‘OPS’, then the District
Plan will be displayed.
SGS
Student Graduation Requirement Inquiry
Ref: GRD.310X.11
Student No:
2505 GEORGE F. BAILEY
MALE
Age: 15
AMY'S J.H.
Class: 07 Year: 08
Phone: 777-7777
Graduation Plan 09 Credits Required
12.000 Current GPA:
2.27778
CUM Credits
16.000
DISTRICT PLAN
STUDENT HAS PERSONAL CURRICULUM
Graduation
Credits
Credits
Credits
Credits
Category
Description
Required
Earned
Needed
Scheduled
BUS
COM
ELE
ENG
E9
LAN
MAT
SCI
SST
BUSINESS
COMPUTER
ELECTIVE
ENGLISH
E9 DISTRICT
LANGUAGE
MATH
SCIENCE
SOC STUD
OTHER
F3=Exit
1.000
1.000
1.000
1.000
4.000
1.000
1.000
1.000
1.000
F11=State Plan
.500
1.000
6.000
2.000
.500
.500
4.000
1.000
1.500
2.500
.500
1.000
1.000
.500
.500
F12=Cancel F19=Print
The F17 Function Key has also been added, allowing you to view the student’s transcript file
in GRD.450.
SGS
Maintain Student Transcripts
File Id 000002505 BARNEY R. RUBBLE
Ref: GRD.4501.01
MALE
Age: 14 Class: 07
Phone: 555-3444 Grad:
Cum GPA:
3.80952 Credit Earned:
10.500 Credit Attempted:
10.500
Rank:
1 of
112 Rank Date: 10/06/06
CMD
DIS SCH Year
Course Description
Grade Credit
Req
TOP
_
1 ASD AJH 2007 SM1 ENG 07 ENGLISH 07
A Y
.500 of
.500 ENG
_
2 ASD AJH 2007 SM1 MTH 07 MATH 07
B+ Y
.500 of
.500 MAT
_
3 ASD AJH 2007 SM1 ART 01 ARTS/CRAFTS
C Y
.500 of
.500 ELE
L
4 ASD AJH 2007 SM1 LANFR1 FRENCH I
A- Y
.500 of
.500 LAN
_
5 ASD AJH 2007 SM2 COM150 KEYBD ADV
D Y
.500 of
.500 COM
_
6 ASD AJH 2007 SM2 LANFR1 FRENCH I
A- Y
.500 of
.500 LAN
_
7 ASD AJH 2006 MP1 DMA 1 DRAMA 1
B Y
.500 of
.500 ELE
_
8 ASD AJH 2006 MP2 COM200 COMP BASIC
C Y
.500 of
.500 COM
_
9 ASD AJH 2006 MP2 DMA 1 DRAMA 1
B Y
.500 of
.500 ELE
_ 10 ASD AJH 2005 SM1 ART 01 ARTS/CRAFTS
A Y
.500 of
.500 ELE
In order to accommodate these new function keys, it is possible that existing function keys
on your system may need to be moved.
document1 January 30, 2008 (ak)
11
GRD.310 – Student Graduation Requirement Inquiry
The GRD.310 program has been highly modified to assist districts in tracking both the district
and state graduation plans for students. In addition to being accessible through both the
STU.301E and STU.301M, you may now also access the Grad Requirements Inquiry through
SCH.410 – Course Requests program.
SGS
Student Graduation Requirement Inquiry
Ref: GRD.310X.11
Student No:
2505 GEORGE F. BAILEY
MALE
Age: 15
AMY'S J.H.
Class: 07 Year: 08
Phone: 777-7777
Graduation Plan S9 Credits Required
28.000 Current GPA:
2.27778
CUM Credits
11.500
STATE PLAN
STUDENT HAS PERSONAL CURRICULUM
Graduation
Credits
Credits
Credits
Credits
Category
Description
Required
Earned
Needed
Scheduled
E9
SBS
SCM
SEG
SEL
SLN
SMT
SSI
SST
F3=Exit
E9 STATE
ST BUSINESS
ST COMPUTER
STATE ENGLIS
STATE ELE
STATE LANGUA
STATE MATH
ST SCIENCE
ST SOC STUD
OTHER
4.000
3.000
3.000
3.000
3.000
3.000
3.000
3.000
3.000
F11=Dist Plan
1.000
2.000
2.000
1.000
2.500
2.000
1.000
4.000
2.000
3.000
1.000
1.000
2.000
.500
1.000
2.000
.500
.500
.500
.500
1.000
F12=Cancel F19=Print
An F11 Toggle button has been added, allowing you to switch views between a student’s
district and state plans. If the student has either an ‘OPS’ or ‘OPD’ tag (indicating they have
opted out of the state or district grad plans), a banner message is displayed indicating that
the ‘Student Has Personal Curriculum).
The F19 feature has also been added, allowing you to print the report being viewed.
document1 January 30, 2008 (ak)
12
GRD.450 – Maintain Student Transcripts
In addition to the original Graduation Requirement field in GRD.450 – Student Transcripts,
the program has been enhanced to include a field for the State graduation requirement as
well as an override field for the State and District requirements. Though not required for
State Graduation Plan Tracking, the section number, teacher ID, teacher name and the
legend code will also be transcripted. The ‘Transfer Student’ and ‘From’ fields have also been
included as additional, optional fields that you may elect to use when manually entering
transcript information for incoming transferred students.
SGS
Maintain Student Transcripts
Line........
52
File ID:
000096842 JOE SCHMOE SR.
District:
ZPS
School:
TST
Transfer Student?
Fiscal YR:
2006
COMPUTER MGT DISTRICT
TEST HIGH SCHOOL
Y
From: Seminole H.S. – Tallahassee, FL_________
Class: 11
Term: 2
Grade Title: S2
Course:
U055
Teacher ID#: WINDT
Use in GPA? Y
Apply to St Gr Req: Y
Final Grade: B+
Credit:
Attempted: 2.500
Earned:
2.500
Description: ALGEBRA 1SEM
Section: 13
Teacher Name: WINDT C
Graduation Requirement:
LAN Override Grad Req: ___
State Grad Requirement:
SLN Ovr State Grad Req: ___
Legend Code:
B
State Credit:
Grading Absences:
Attempted: 2.500
Excused:
12
Earned:
2.500
Unexcused:
1
Grade Points Earned:
Compute Points? N
Grade level: 2 (1-3)
Mode: Change
Ref: GRD.4501.11
Regular
F6=Test Tracking
Cancel? N
When final grades are posted to GRD.450, it first looks at the District and State graduation
requirements in SCH.310 for the course and uses it to fill the Grad Requirement and State
Grad Requirement fields. It then looks at the SCH.410 Course Request File to see if the
requirements match. If the program finds a requirement in SCH.410 that differs from the
requirement in SCH.310, it will also fill the corresponding “Requirement Override” field with
the requirement found in SCH.410 for that course for that student.
The ‘Apply to St Gr Req’ field has been added and will be written to the transcript file when
the GRD.665 – Transcript Student Grades program is run. (The ‘Apply to St Gr Req’ field is
maintained in SCH.310 – Course Definitions, for each course.) This ‘flag’ is utilized when
running GR.802 – Purge Transcript Records based on Courses. Transcript records with this
flag set to ‘Y’ will NOT be purged, but will be kept on file and the credits applied to the State
graduation requirements.
The ‘State credits attempted’ and ‘State credits earned’ fields have also been added to the
transcript record. These fields will be populated when the GRD.665 – Transcript Student
Grades program is run.
document1 January 30, 2008 (ak)
13
GRD.450 –Maintain Student Transcripts (cont’d)
If a credit amount has been entered in the ‘Transcrpt St Crd on completion’ field in SCH.310
– Course Definitions, this credit amount will be utilized when the course grade is written to
the transcript file. If no credit amount was entered in SCH.310, then the program will use
the District Credit Amount.
A second screen has been added to the GRD.450 – Maintain Student Transcripts file that
allows you to track whether a student has taken a waiver exam for the course that was
transcripted. If a course is manually added to the Transcript file, the ‘Took Waiver Exam’
and ‘Passed’ fields are defaulted to ‘N’. The ‘Attempts’ and ‘Score’ fields must be maintained
manually.
Information regarding how GR.802 – Purge Transcript Records based on Courses should
affect this transcripted record are also maintained here. These fields will be posted as they
are defined in the course definition (SCH.310) when the grades are posted (GRD.665).
When transfer credits are manually entered, the questions must be answered accordingly.
Please refer to the explanation on these fields in the section labeled SCH.310 – Maintain
Course Definitions.
SGS
Maintain Student Transcripts
Line........
1
File ID:
000096842 JOE SCHMOE SR.
Course:
UO55
ALGEBRA 1SEM
Credit Waived?
Attempts:
Passed?
Score: 87
_
Waiver Comment:
Ref: GRD.4501.12
Y
Reason for Waiver: 02
3
Y
of 100_____
TESTED OUT IN SEPTEMBER 2007.______________________
On-Line Learning Hours:
42.00
Fields Below Used When Transcript Purge Program is Run
Completely Remove This Course From the Transcript at the Next School? N
Remove this Course from the GPA Calculation at the Next School? N
Remove the Credits from this Course at the Next School? N
Mode: Change
document1 January 30, 2008 (ak)
Cancel? N
14
GR.220 – Maintain Waiver Reason Codes
To accommodate the new ‘Waiver Reason’ field in the GRD.450 file, a new maintenance
program has been created, allowing you to define your own Waiver reasons.
CMTSMS
A
Add
Change
Delete
Lookup
End
Maintain Waiver Reason Codes
Ref: GR.220
.01
Waiver Reason: 02
F4=Index
Auto Next Record? N
On the second screen of the maintenance program, enter the description of the waiver,
which will be viewable when using the F4 index option in GRD.450.
CMTSMS
Maintain Waiver Reason Codes
Waiver Reason:
document1 January 30, 2008 (ak)
.11
2
Waiver Reason Description:
Mode: Lookup
Ref: GR.220
F3=Exit
TESTED OUT OF COURSE_____________________________
F12=Cancel
15
GRD.665 – Transcript Student Grades
Transcript Student Grades – GRD.665 has been updated to include a number of
enhancements. First, it has been modified to fill the State Graduation Requirement, and if
necessary (based on the detail on the previous page) it will also fill an Override Requirement.
Additionally, when posting, if the program finds that the first defined requirement has been
fulfilled, it will look to subsequent buckets in SCH.310 to post the appropriate requirement in
GRD.450. If all requirements listed in SCH.310 have been filled, the program will use the last
one listed to post to the transcript file. Therefore, it is recommended that you utilize an
additional “ELE”ctive code for each course. GRD.665 will also transcribe the ‘Online Learning
Hours’ from the SCH.310 – Course Definition file.
GR.802 – Purge Transcript Records Based on Courses
Use this program to ‘purge’ transcript records. Based on how the questions in SCH.310 –
Course Definitions were defined, or how the questions were answered within the transcript
records (GRD.450 – Student Transcripts), will determine what records are removed, which
will stay, and what information will stay. With this program, transcript records are no longer
purged based on grade level, but instead on the following questions:



Completely Remove This Course From the Transcript at the Next School?
Remove this Course from the GPA Calculation at the Next School?
Remove the Credits from this Course at the Next School?
Please refer to the explanation on these fields in the section labeled SCH.310 – Maintain
Course Definitions.
CMTSMS
Purge Transcript Records based on Courses CMT
Ref:
GR.802P.01
For Students Currently Assigned to:
District:
School:
Limit to:
Class:
or
Student No.
F3=Exit
___
___
__
_________
F4=Index
F5=Reset
F12=Cancel
Enter the District and School that the students are currently enrolled in that are to be
purged.
The program can be limited to a class level or individual student. Leave these fields blank for
every student to be considered.
document1 January 30, 2008 (ak)
16
GR.690 – Mass Update Transcript State Grad Req Fields
The GR.690 program is intended to be a ‘one-time-run’ program, however, it could be run at
any time you wish to update/modify the Graduation Requirement within a previously
transcripted course. GR.690 can be run in the current fiscal year and you may limit it to a
transcript year, class level or term.
CMTSMS
Mass Update Transcript State Grad Req Fields
District:
ASD
School:
AJH
Course:
CALC 1
______
______
______
Ref: GR.690P .01
______
______
Change District Requirement to: MAT
(Leave blank if no change)
Change State Requirement to:
(Leave blank to pull from
District Requirement)
SMT
Limit to:
Class
Year
Term
F3=Exit
07
07
__
F4=Index
F5=Reset
F12=Cancel
This program does NOT validate the Grad Requirement entered in the prompt screen against
the Grad Requirements specified in SCH.310 for that course. It only validates the Grad
Requirement exists in STU.310. To populate the State Requirement field with the same code
as the District Requirement, simply leave the State field blank.
The 'State Credits Attempted' and 'State Credits Earned' fields in GRD.450 – Maintain Student
Transcripts will be filled by the same credit amounts that are currently in the District 'Credits
Attempted' and 'Credits Earned' fields.
Credit:
State Credit:
Attempted:
.500
Attempted:
.500
Earned:
.500
Earned:
.500
Grade Points Earned:
2.0000
Compute Points? N
Grade level: 1 (1-3) REGULAR
Mode: Change
Grading Absences:
Excused:
___
Unexcused:
___
Cancel? N
The 'Took Waiver Exam?' and 'Passed' (Waiver Exam) fields in GRD.450 will both be
defaulted to 'N' when this program is run, if they are currently blank.
The 'Apply to St Gr Req' field will be defaulted to 'Y' when this program is run, even if the
field is currently an 'N'.
document1 January 30, 2008 (ak)
17
SC.690 – Mass Correct Student Cors Req State Grad Req
The SC.690 program is intended to be a one-time-run program ONLY, which will allow you to
update the State Graduation Requirement Code that is currently in the SCH.410 – Course
Request file.
It was found in a previous program release, courses that were part of a link were being
assigned the incorrect State Grad Requirement Code when the courses were ‘shuffled’ by the
Automatic Scheduler – SCH.610.
Enter the District and School Code you wish to have the Grad Requirements updated for in
the SCH.410 – Course Request file. The SC.690 program will update the code in SCH.410 by
pulling the first State Grad Requirement Code that has been entered in the SCH.310 – Course
Definition Screen.
CMTSMS
Mass Correct Student Cors Req State Grad Req
District:
ASD
School:
AJH
F3=Exit
F4=Index
F5=Reset
Ref: SC.690P .01
F12=Cancel
GRD.REQS - Reset State Grad Requirement Field in GRD450
The function of this program is very similar to the GR.690 program; however, GRD.REQS
allows you to specify which course file you wish to use to update the GRD.450 – Transcript
Records with. For example, you may have just added the State Graduation Requirements
into the next fiscal year’s course file but not in the current year course file. This program
allows you to utilize the Course Definition file from the next year to update this year’s
transcript records.
CMTSMS
Reset State Grad. Req. field in Pgrd450
Ref: GRD.REQP.01
Change Data for Transcripted Records Equal to:
District:
ZPS
School:
TST
Year Range:
2006 - 2007
Update Transcripts According to Courses in:
Year:
2008
F3=Exit
document1 January 30, 2008 (ak)
F4=Index
F5=Reset
F12=Cancel
18