SECONDARY
YEAR END
PROCEDURES
School Year 2007-2008
TABLE OF CONTENTS
Page
Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Rank Students Process and GPA/Rank List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Student Transcripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
30 Day Absent Previous School Year Letter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
1
School Year 2007 – 2008
It is very important that the year-end grade reporting reports be completed in the following order:
1.
Prior to importing marks for the Fourth Report Period run the Rank Students Process and print the
GPA/Rank List. (directions below)
2.
After the Fourth Report Period report cards are completed the Office of Information & Technology
will import the SASI current year (2007 – 2008) marks from SASI to RTI Permanent Records
beginning Friday, June 20, 2008.
3.
After June 20, 2008 any changes to the 2007 – 2008 student marks must be done in both SASI
Marks atom and in RTI Permanent Records.
4.
Monday, June 23, 2008 the Office of Information & Technology will verify SASI upload to RTI
completed without errors.
5.
The evening of Monday, June 23, 2008 the process to move student marks from RTI Permanent
Record for the current year (2007 – 2008) into SASI Course History will begin to run.
6.
Tuesday, June 24, 2008 Office of Information & Technology will verify permanent record
information transferred to SASI Course History completed without errors.
7.
Wednesday, June 25, 2008 If no problems occurred, SASI transcripts for 2007 – 2008 school year
can be printed from SASI. (Do not print transcripts until your receive an email notification
stating the transfer process is complete or you may have inaccurate information on the
transcripts)
2
To calculate GPA and rank:
Prior to running the GPA/Class Rank, you must place the following filters into the Filter
Folder: “Skip inactive students” and “Skip “06” students”.
Click on SASI Modules
Click on the Grade Reporting Folder.
Click on Course History Folder.
Click on Update Course History Atom.
3
The first form that you will see is the Transfer Grades Screen.
This form is NOT to be used. If Grades are transferred incorrectly
or at the incorrect time, it will CORRUPT your database.
4
You should select the “Calculate GPA” option. Choosing the “Calculate
GPA” option will allow you to see the form above.
Select “Calculate Cumulative GPAs for Students”. You should choose
Active Students ONLY. To run GPA for a specific grade range, choose
“Calculate Grade Range”. Using the pull down menu, choose the
appropriate grade level to run GPA.
To include the current grade in the GPA calculations, click on the “Include Current Grades” button. Another
field will show on the screen asking which Grading Mark to include. Select the appropriate mark. If you want
to run rank at the end of the first semester and want to include the semester 1 final mark you would choose S1
FNL for the Grading Mark option.
Final Rank: (To be used for year-end procedures)
If you are running the GPA calculations after the 3rd report period and want to include the 3rd quarter
mark, you would choose 3rd QTR for the Grading Mark to Include field.
Click on the “Calculate” button to begin the Calculate GPA process.
You will see the status bar in the left hand corner move as the process
continues.
TO PRINT THE RANK LISTINGS FOR STUDENTS.
Open
the Student Atom by clicking on it.
Choose “Student” on the menu bar. Choose “Class Rank and
GPA (STU05).
5
When the Report Interface opens, Choose the grade level you
want to print the GPA for, choose “By Rank 1” for the Sort Option,
First GPA to print should be TOT, Second GPA to print should be
WTD. Choose Print.
6
STUDENT TRANSCRIPTS
TO PRINT TRANSCRIPTS FOR AN ENTIRE GRADE LEVEL.
Click on Course History Folder
Click on Course History Atom
Click on “Course History” on the menu bar and chose
“Transcripts (CHS12).
7
If you want to print a transcript for a specific grade level, input the grade level you want to print.
Choose “Print Course ID”.
You should NEVER choose “Print Long Course ID”, this option will indicate classes for special ed. Click
on the Print button to print the students’ transcripts.
8
30 DAY ABSENT PREVIOUS SCHOOL YEAR LETTER
To produce a listing of students with absences for 30 days or more:
Click on the Attendance Folder
Click on the Daily Attendance (Elementary) or Period Attendance (Middle schools & Secondary schools).
Elementary Schools:
Click on Daily Attendance on the menu bar and choose Student Absences (ATD09).
Enter date range appropriate for your school and 30 for Number of Abs
Please input the first day of school and last day of school in the Date Range fields
Click on Print to print the listing.
You will receive a listing of students with 30 or more days absent.
On the following page is an example of the 30 or more days absent letter.
This letter should be typed as a Word Document at your school.
Keep the printed 30 or more days absent listing and a copy of the letter to send to students with 30 or more days
absent.
9
Middle & Secondary Schools:
Click on Period Attendance on the menu bar and choose Absent N times (ATP09).
Change the report to Based on All Day Code
Enter date range appropriate for your school and 30 for Number of Abs
Please input the first day of school and last day of school in the Date Range fields
10
Click on Absences Tab and Choose In Reports for Absence Reasons
Click on Print to print the listing.
You will receive a listing of students with 30 or more days absent.
On the following page is an example of the 30 or more days absent letter.
This letter should be typed as a Word Document at your school.
Keep the printed 30 or more days absent listing and a copy of the letter to send to students with 30 or more days
absent.
11
Date
School Name
Street Address
Pittsburgh, PA Zip
Dear Parent/Guardian:
It has always been evident that a close relationship exists between student attendance and student achievement.
We are certain that you are as concerned about your child’s school attendance and achievement as we are.
In an effort to improve attendance and thereby improve the effectiveness of the instructional program, the
Pittsburgh Public Schools will continue to implement the attendance standards described on the enclosed notice.
Your child, who is a member of my homeroom class this year, was absent from school for thirty or more days
last year. Please review the attendance standards procedures with your child so that they are clearly understood
and so that your child will make every effort to attend school regularly this year. If you have any questions
concerning your son’s past school attendance or the enclosed attendance standards, please feel free to contact
me at the school.
Thank you for your cooperation.
Sincerely,
12