Copyright © 2006, Infinite Campus, Inc. All rights reserved. Year End Processing.

Copyright © 2006, Infinite Campus, Inc. All rights reserved.

Year End Processing


Agenda

Fees and lockers. Grades Managing enrollments

Enrollment Roll Forward Enrollment End Batch

Graduates Student Retention Processing Summer Grads

Calendar Rights


Fees

Currently Fees DO NOT roll to the next calendar.

OptionPath: Index > Student Information > Reports >

Fee Billing BatchRun this report using the option to print only

past-due fees and balances.


Lockers

Do the current locker assignments have an End Date?

If not, mass delete the current assignments. Index > System Administration > Lockers >

Locker Schedule Wizard > Delete Latest Locker Assignments


Grades: Missing Grades Path: Index > Grading and Standards > Reports > Grades Report. Select the appropriate items for grade, grading task(s), and teachers. Click “show available grading scores” Clear the ALL checkbox, then check the MISSING checkbox and generate

the report.


Transcript Posting: Checklist

1. Verify that grade has been submitted and is viewable on a report card or other grading reports

2. Verify that the Post to Transcript checkbox is marked for any grading task that should be listed on the transcript

3. Verify that Transcript is checked on the Course.

4. Verify that the Grading Task has the Credit Type and the Credit amount entered


Transcript Posting System Administration > Student Portfolio >

Transcript Post Purpose: will take a snapshot of the students’

grades and post them to the students’ permanent record

This tool can be run multiple times without creating duplicates, but will not update existing records. Prevents a teacher-changed grade from affecting the

permanent record Transcript will need to be manually updated


Transcript Posting Select the calendars for

which to post transcripts in the Select Calendars box (users will only be able to select calendars that they have rights to)

Select the curriculum group(s) for which to post transcripts in the Select Curriculum Groups box

Check the grade levels for which to post scores in Select Grades

Select the terms in the Select Terms list.


Transcript Posting

Before clicking the Run button, verify that the correct Curriculum Groups are selected.

Click the Run button. When finished, a pop-up box will appear, noting how many grades were posted

NOTE: The posting of transcripts may take some time, depending on the number of grade levels chosen and the size of the school.


Transcript Troubleshooting

To verify that the scores were posted, go to the Student Information area and look at a students’ transcript tab

Troubleshooting tips Review the pre-posting verification again. How many students the is non-posting affecting?

one grade level one student one teacher


Transcript Posting: Troubleshooting

If a course is not posting: Verify that the Transcript checkbox is marked on the

Course tab

Verify the grading task has a credit amount & type

If one teacher’s grades are not posting: Verify that the teacher did post scores to that grading

task

Verify that the score the student received is a valid score entry in the score group


Creating Next Year’s Enrollments Path: Index > System Administration > Student >

Enrollment Roll Forward Used to promote students into the next calendar

and grade Must be done before any scheduling for the next

school year is done.

NOTE: You should NOT end enrollments prior to rolling students forward. If an enrollment has an end date, the Enrollment Roll Forward will not create a new enrollment for that student


Student Enrollment Roll In the Select Calendars window,

select the appropriate calendar(s) for which to roll the enrollments forward. More than one calendar can be chosen at a time, but it is best to limit the selections for a more a precise verification of the roll forward

Select the Source Grades of the students being rolled forward

If the source calendar has multiple schedule structures, select the Source Structure


Student Enrollment Roll Select the Start Status for students in the

next school year Select the calendar from the dropdown list for

where the selected students will be attending in the upcoming school year in the Select Destination Calendar area

Select the Grade the students are being rolled into in the Select Destination Grade dropdown list

If the destination calendar has multiple schedule structures, select the Destination Structure from the dropdown list

Enter the Start Date Override date (This is the date that students will begin classes. If calendar days have been established in the new calendar, this field is not needed)


Student Enrollment Roll

Use the Run Test button to see what the results will be and to ensure that the proper selections were chosen

If satisfied with these results, click the Run button. Enrollments are now rolled over into the new calendar and the scheduling process can begin


Ending Current Year Enrollments

Path: Index > System Administration > Student > End Enrollment Batch

NOTE: The graduating class of a school should be processed first and separate from other grade levels


Ending Enrollments

In the Select Calendars window, select the appropriate calendar(s) for which to end enrollments

Below the calendar box is a Select Grades area.

In a high school, process 12th grade separately from 9-11. (Seniors will have a different end status and a diploma date and type)


Ending Enrollments

In the Select Fields to Fill area, enter an end Date for the enrollment in mm/dd/yy format or by clicking the calendar icon to select a date. This date should be the last day students attend class

Select the End Status and End Action code for the students from the dropdown list


Ending Enrollments: Graduation For seniors:

In the Graduation section, enter the diploma Date. This is the date that will appear on the student transcripts

Select the Diploma Type from the dropdown list

Select the Diploma Period from the dropdown list

Click the run button. When finished, a popup box will appear noting how many enrollments were ended.


Changes to Enrollment Records

Path: Student Information >General >Enrollment Tab >General Enrollment Information

After Roll Forward to the next school year has taken place changes should be made manually under the enrollment tab and record for the next school year.

Modify the enrollment record in the 07-08 Calendar


Student Retention Processing: Seniors

Seniors who will not be graduating with the rest of the class.

Use R: Retain to flag Seniors who will be completing graduation requirements in Summer School. This flag should be applied to the student’s enrollment record in the 06-07 calendar prior to using the End Enrollment wizard for Batch Diploma Date, and Diploma Type for Spring Graduation.


Student Retention Processing: K - 11

K-11 student retention after roll forward

Use R: Retain to flag K - 11 who will not be moving up a grade level. This flag should be applied to the student’s enrollment record in the 06-07 calendar for state reporting purposes.

If student’s have already been rolled forward to the 07-08 calendar. Students who are now identified as retained will need their enrollment record modified in the 07-08 calendar.


Summer Graduates

Process:

1. Diploma Date and Diploma type will be entered in manually in the Graduation section located under the enrollment record for a student.


User Maintenance: Calendar Rights Make next year’s

calendars available to the necessary user groups at the appropriate time.

Make current year calendar “read-only” for some users.

Remove access to 06-07 year at some future point?

Path: System Administration > Users > User Groups


Q&A

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