academic history handbook for...

Version 1.5 April 22, 2009

Academic History Handbook for Counselors

Academic History Handbook • Page 1

Contents

Contents..................................................................................................1

Part I: Background Information ...............................................3

About this Handbook ...................................................................................4 Student Profile Data....................................................................................5 Academic History Flowchart ..........................................................................7 Understanding the Terms..............................................................................8

Part II: Academic History .........................................................9

Viewing the Transcript Tab ......................................................................... 10 Viewing Cumulative GPA Information ............................................................. 11 Calculating Graduation Requirements............................................................. 13

Samples of the Three Reports: Results, Transcripts by Sum, Transcript Allocation ................ 16 Results ........................................................................................................... 16 Transcripts by Sum ............................................................................................ 17 Transcripts by Allocation ..................................................................................... 18

Part III: Reports.........................................................................19

Requirements Status Report ........................................................................ 20

Part IV: Miscellaneous Information .......................................23

Grade (Mark) Suppression ........................................................................... 24 Graduation Requirements and Eligibility Rules .................................................. 28

How to Assign a Graduation Eligibility Rule ............................................................... 28 Records Access Log ................................................................................... 30 Class Rankings ......................................................................................... 32

Factors affecting class rank calculations................................................................... 32 Excluding Students From Class Rank ........................................................................ 32


Part I:

Background Information


About this Handbook

This handbook was created by members of SDUSD IT Training and Support as reference material for users who will access Zangle to enter, update and print various reports such as GPA reports and transcripts. It will be used during Zangle Academic History training courses for school counselors.

This handbook is divided into three sections:

• Part I provides background information about Zangle’s Academic History features. It also gives an overview of the Academic History process.

• Part II describes how to view information in the Academic History application, how to calculate Graduation Requirements for an individual student, and how to print Graduation Requirements Status reports for both individual and multiple students.

• Part III describes how to configure and review the Requirements Status Report.

• Part IV explains miscellaneous information in regards to Academic History.

Names used in the documentation are fictitious.

Instructions are explained with screenshots and step by step instructions. Please follow the steps in alphabetical order.


Student Profile Data

SDUSD employees that have access to Zangle Front Office and ZangleConnection are able to view transcript data, GPA information and Graduation Requirement data from Student Profile for students in the tracks they are assigned to. The Transcript, Graduation Requirement, and GPAs data buttons display information that relates to Academic History.

Note: Users have the ability to print a report that lists a student’s academic history. This version of the report does not replace the official transcript that is configured and printed by site Registrars or Site Technicians. For an official transcript, please see your site Registrar or Site Technician.

The Transcript data button:

The Transcript data button has been selected.

IMPORTANT REMINDER! If you choose to print the transcript information from the Student Profile, it is not an official transcript and should not be sent to any college or school.


GPAs button

Grad Reqs button:

A check will appear if that requirement for graduation has been met.

The Grad Reqs data button has been clicked.

The GPAs data button has been clicked.

The student’s various GPAs appear here.

You will need to scroll to the right to see more GPAs.


Academic History Flowchart

This flowchart shows how Academic History fits into the bigger picture. As of January, 2009 the Academic History module has been added to the following permission sets in Zangle:

Registrar (Full Academic History Permissions) Secondary Site Technician (Full Academic History Permissions) Counseling Secretary (Full Academic History Permissions) Counselor (Limited Academic History Permissions) Head Counselor (Limited Academic History Permissions)

Only persons assigned to the Registrar, Secondary Site Technician or Counseling Secretary permission sets in Zangle can print an official Transcript.


Understanding the Terms

Term Description

GPA Type The GPA Type for which you wish to view calculations. Remember that Courses are linked to GPA Types during the District Courses Set-Up.

Grade The Grade Level the student was in when they earned the mark.

Year The ending year of the school year in which the student took the class.

Term Term for which the GPA Type was calculated.

Rpt The Repeated column on the Transcript Tab in Academic History. If there is a “Y” in this column, the course was repeated.

Init(tial) A check mark in this field indicates that this is the initial record used when calculating GPA. It will be the starting point for subsequent calculations. (If any GPA records have been entered manually from a previous system, it will not necessarily be the first entry in the student's GPA history).

TermGPA The grade point average calculated for the Term.

TermGPAPts The total grade points for the Term. (The dividend in calculating GPA).

TermGPACrAtt The total GPA credits/units attempted for the Term. (The divisor in calculating GPA).

TermGradCr The total credits/units earned towards graduation for the Term.

CumGPA Cumulative GPAs are either 7-9 or 10-12. Students get the 10-12 GPAs once they have at least one mark taken as a 10th grader (including during summer school).

CumGPAPts The total grade points awarded to date. (The dividend in calculating GPA).

CumGPACrAtt The total GPA credits/units attempted to date. (The divisor in calculating GPA).

CumGradCr The cumulative credits earned towards graduation to date.

Rank The student's Class Rank. This field only displays values if the Class Rank option is checked when GPA Calculations are performed in the Calculate GPA application. This field may also be empty if the student has been selected for No Rank (see below).

Class Size The Class Size for the Term. This value is calculated in the Calculate GPA application, based on the number of students in the same year, Grade Level and Term.

Don't Rank This box is checked if the student has been selected not to rank when the Calculate GPA application is run. This flag is set in the Student Editor on the Miscellaneous Tab by using the Not Ranked checkbox.

Don’t Print If there is an X in this column on the Transcript Tab in Academic History, the course and Mark will not print on the student’s official transcript.

Don’t Calc If there is an X in this column on the Transcript Tab in Academic History, the course and Mark will not calculate in the student’s cumulative GPA.

School The name of the school where the course was taken.

Changed By The user name of the individual that made the last changes to this entry.

Change Date The date of the last change made to this entry.


Part II:

Academic History


Viewing the Transcript Tab The Academic History Transcript Tab application shows a student's grade history. It also displays a history of the student’s credit, class rank, and GPA for each GPA type that has been defined and calculated.

• Launch Zangle. Click Academic History. Click Academic History.

The Transcript tab displays a list of completed courses. By default, the information on the transcript tab is sorted by year.

Click any column heading to sort by that heading.

Click the Grad Status button to display the student’s progress toward graduation.

Please see page 10 for directions on how to use this feature.

Note: This is used as a guide only. Always check the requirements manually.

If the All box is checked, the student’s entire academic history will appear, including courses that do not count toward high school graduation. Click the Exclude No Grad Credit Att box to show only the courses that count toward high school graduation.

If the All box is not checked, the grade range can be changed.

A Y in the RPT column shows that the course was repeated.

If the Exclude No Grad Credit Att box is checked, only courses that count toward high school graduation will appear.

The Exclude No Grad Credit Att box is typically used in conjunction with the Show Grades: All box.

You will need to scroll to the right to see other information.


Viewing Cumulative GPA Information

Make sure the desired cumulative GPAs have been calculated before following this procedure. (Please see your Registrar or Site Technician for calculating cumulative GPAs.)

• Launch Zangle. Click Academic History. Click Academic History.

To view a student’s GPA history, click the GPA History tab.

The screen will appear blank.

Click the GPA History tab. A

From the GPA Type drop-down menu, choose the desired GPA type.

The GPA information appears.

B

These GPA type titles are subject to change.


The student’s cumulative GPA calculations for the selected cumulative GPA type are displayed.

Important: The Academic History application does not automatically calculate GPAs for students. The recalculation must be done separately. Please see your Registrar or Site Technician to calculate the GPAs for students either individually, by a specific group or grade level, or for the whole school.

Maximize the window to view more detail.

You might need to scroll to view the desired information.


Calculating Graduation Requirements

Zangle has features to assist Administrators, Counselors, and Registrars in making sure students are on track to fulfill all SDUSD high school graduation requirements on time. When a student enters the 9th grade, the IT Department will assign a high school Graduation Eligibility Rule for that student. The Graduation Eligibility Rule may also be assigned manually by a school’s Power User or Enrollment clerk.

Based on these Eligibility Rules, Zangle’s Graduation Requirements application compares the courses successfully completed by the student with the requirements set forth in the Eligibility Rules and then indicates the total number of required credits within each discipline and whether the actual requirements have been met or the student is short a specific number of credits.

The school Registrar or Site Technician uses Zangle’s Requirements application to calculate all or a selected group of students’ graduation requirements. Counselors use the Grad Status button in the Academic History application to calculate an individual student’s graduation requirements status.

Follow the steps below to calculate graduation requirement for one student.

• Launch Zangle. Click Academic History. Click Academic History. • Complete Steps A-D.

Click Find or List to display the desired student’s record.

A

Click Grad Status to see the student’s graduation requirements.

A new window will appear.

B


A Y in the Passed column designates that the student fulfilled that category’s requirement.

Unless all marks have been posted for all semesters, this will always read Fail, indicating that the student has not met all scholarship requirements for graduation.

Check Show Sums to display a more detailed report. C

Click Recalc to calculate this student’s graduation requirements.

Note: Recalculation should be done anytime a student's academic history is edited or his enrollment records are modified in such a way as to affect the fulfillment of Graduation Rule that was assigned (for example, if the student is transferred to a continuation school).

D

Click OK.

E


A Y in the Passed column designates that the student fulfilled that category’s requirement.

Click Print. A dialog box opens to give you three different ways of displaying this information in report form.

F It might be easier to perceive the student’s progress toward graduation if you make the window bigger by dragging the bottom edge down.

Unfortunately, we can’t simply recommend clicking the Maximize button because many users have experienced the Print, Recalc, and Close buttons becoming unavailable when doing so.


SAMPLES OF THE THREE REPORTS: RESULTS, TRANSCRIPTS BY SUM, TRANSCRIPT ALLOCATION

Results

Click Results. G

Click Preview.

A Graduation Requirements Results report displays in a new window.

H

This is a print out of the display on the previous screen.


Transcripts by Sum

Click Transcripts by Sum. I

Click Preview.

A Transcripts by Sum report displays in a new window.

J

This report shows courses passed for high school graduation organized by subject area.


Transcripts by Allocation

Click Transcript Allocation. K

Click Preview.

A Transcript Allocation report displays in a new window.

L

Add means that the credit will be added to that specific graduation requirement when calculating the graduation status.

Here you can see the Year and Term the course was completed and passed to earn high school graduation credit.


Part III:

Reports


Requirements Status Report

This report can be run at any time during the school year to check students’ progress toward high school graduation. Essentially, you check only one graduation class at a time because you are required to choose one and only one specific eligibility rule when you run this report. The report lists the students who have that particular eligibility rule assigned on the Miscellaneous tab in Student Editor, listing all of those graduation requirements, how many credits toward that requirement are earned, and if that requirement has been met.

Note: If you click the Meeting Requirements radio button next to Include Students, the only students who will appear on the report will be those who have met all graduation requirements.

Note: Be sure to recalculate the Graduation Requirement Status after making changes to Academic History and before running this report.

Follow the steps below to configure and review the Requirements Status Report.

• Open Zangle. Click Academic History. Click Reports. Click Requirements Status report.

From the Eligibility Rule drop-down menu, choose the desired eligibility rule.

A

Click All Students.

B

Click Show Requirement Sums to display graduation requirement details.

C

Click Preview to review the report.

D


Click the X to close the cover sheet.

E


Part IV: Miscellaneous

Information


Grade (Mark) Suppression

Grade Suppression is a district policy described in Administrative Procedures 4770 and 4705. Reviewing the Course of Study or the 4100 course file will provide additional information as well. The intent of this policy is to encourage a student who receives a D or F under certain circumstances to repeat the same course to earn an A, B, or C, thus improving the cumulative GPAs. The following pages provide examples.

General Rules 1. Ds or Fs received in suppressed courses are not counted in graduation credits and are

excluded from cumulative GPA calculations. 2. In order for the suppression policy to apply, the student must originally earn a D or an F

and repeat the exact course with the same district course number. (Suppression does not apply to an A, B C, NC, NG or P.) In some cases, the suppression policy will be applied when course equivalents exist.

3. An Incomplete (I) is treated as an F. 4. Both the original taking of a course and the repeat of the course must occur at district

schools. (Suppression does not apply to courses taken out of district.) 5. Both entries must be during different terms. (In Zangle, courses taken in Quarter 1 and

Quarter 2 are in different terms.) A course with the same course number will not suppress another entry of the same course and course number within the same term.

6. Some courses are excluded. For example, multi-credit, year long courses are not included in this policy.

7. A D is not suppressed in a multi-credit course. (A credit was earned if the student received a D).

8. All courses in the student’s permanent history are displayed in the Zangle Academic History application and are printed on the Student Profile.

9. If the course was taken and repeated during or prior to 1991-1992, no suppression occurs.

10. If the course was taken and repeated 1992-1993 through 2007-2008, the suppressed course will not print on transcripts.

11. If the course was taken or repeated during 2008-2009 or later, the suppressed course will print on transcripts, preceded by a hyphen. The repeated course that causes the suppression will not be designated with a character preceding the course number.

12. A course that is suppressed when printed on a transcript will be designated in Academic History with a Y in the Repeated (Rpt) column. The repeated course that causes the suppression will also be displayed with a Y in the Rpt column.

13. When suppression applies, both instances of the course and their respective marks appear. However, credit is only earned for the instance of the course with the higher mark; the instance of the course with the lower mark earns 0 credits. If the marks turn out to be the same, credit for the first course is suppressed and credit is earned for the second course.


Example 1: A student receives an F in Course 1570 (English 3) during Semester 1 of Grade 10. The student repeats this same course during Semester 1 of Grade 11 and earns a passing mark (D, C, B or A). Course 1570 taken in Grade 10 will appear on the transcript preceded by a hyphen, and Course 1570 taken in Grade 11 will also appear. The credit earned will be counted in grade 11. The cumulative GPA will include only the passing mark.

Example 2: A student receives a D in Course 1541 (English 2) during Semester 2 of Grade 9. The student repeats the course in summer session and earns a higher passing mark (C, B or A). Course 1541 taken in Grade 9 will not print on the transcript; Course 1541 taken in summer will appear. The credit will be counted in grade 10; the cumulative GPA will include only the higher mark.

Notice the Ys in the Rpt column.

The credit earned in grade 10 will be counted in the cumulative GPA.

Notice the Y in the Rpt column and the number of credits in the Credit column. The credit earned will be counted in grade 11.


Example 3: A student receives an F in Course 1402 (Speech 8th) during Semester 1 of Grade 8, takes the same course again Semester 2 of Grade 8, and receives a passing mark. The first course will be suppressed on the transcript and the F will not be calculated in the cumulative GPA.

Example 4: A student receives a D in Course 5050 (Beginning Chorus) during Semester 1 of Grade 9, takes the same course again in Semester 2 during Grade 9, and receives a passing mark. Both courses will remain on the transcript and be calculated in the cumulative GPA because this is not a repeated course.

The original course will remain on the transcript.

Both courses will display on the transcript because this is not a repeated course.

Note: There is no Y in the Rpt column!

Notice the Ys in the Rpt column. The first course will not appear on the transcript and the F will not be calculated in the cumulative GPA.


Example 5: A student receives an F in Course 5711(Phys Ed Mlvl SH) during Grade 9 in Semester 1 and during Grade 10 in Semester 2. The student receives a passing mark (D, C, B or A) in the same course in Semester 1, Grade 10. None of the failing grades will be suppressed. Course 5711 is a course that is excluded from grade suppression.


Graduation Requirements and Eligibility Rules

The IT Department sets the Graduation Requirement field on the Miscellaneous tab in Student Editor when a student becomes a ninth grader based on credits earned. The Graduation Requirement eligibility rule applied to a student is equivalent to the student’s Class Of designation. So students who are 9th graders in 2008-09 are Class of 2012 and would have the 2012 Comprehensive eligibility rule chosen as the Graduation Requirement. Students who entered 9th grade in 2005-06 are 12th graders in 2008-09, are Class of 2009, and will have the 2009 Comprehensive eligibility rule applied as the Graduation Requirement.

HOW TO ASSIGN A GRADUATION ELIGIBILITY RULE If for some reason, a school needs to manually set the eligibility rule in the Graduation Requirement field, follow the steps below. You may need to have your school’s Power User or Enrollment clerk help you complete this process:

Follow the steps below to manually set an eligibility rule.

• Launch Zangle. Click Enrollment. Click Student Editor. • Complete Steps A-E. Steps A is shown below. Steps B-E are on the following pages.


A


Click Edit. C

From the Graduation Requirement drop-down menu, choose the appropriate eligibility rule.

D

Click Save. E

If this student is not to be included in class rankings, click the Not Ranked box.

Click Misc. B


Records Access Log

The Records Access application, found in the Enrollment module, is a simple utility for recording where student records were sent. There is a report entitled Records Access found in the Enrollment reports application which can be used to print a report for records entered in this application. • Launch Zangle. Click on Enrollment. Select Records Access. • Complete Steps A-E. Step A is shown below. Steps B-E are on the following page.

Click Find or List to find the desired student.

A


Click the Record Access Log tab.

Click Add. The screen will change. C

B

Enter information. • Access Type: Select Colleges • Date: The date of the request,

or the date of the access. • Name: The name of the

person/entity making the request.

• School: The school being sent the transcript. Use the choices that were used when adding a mark from another school.

• Reason: Enter the reason. • Circumstance: Enter the

circumstance. • What Records: Enter the

records that were sent. • Document Type: Choose

Transcript. • How Sent: Choose the correct

venue of delivery. • Notes: This is a free form field.

D

Click Save E


Class Rankings

Factors affecting class rank calculations • When you are ranking students, part-time students at the selected school will not be included in

class ranking. • Only students with an Active status will be used. • The class size used for ranking is based solely on the number of students in that grade level at the

time that the ranking is calculated. Note: Grade level is determined by credits earned.

Note: For Special Education Non-Diploma bound students, please contact the Special Education Department at 619-725-7700.

Excluding Students From Class Rank There are students who should not be included as part of a class rank. Those students need to have the Not Ranked box checked on the Miscellaneous tab in Student Editor. You may need to have your school’s Power User or Enrollment clerk help you completed this process.

Follow the steps below to exclude a student from being included in Class Ranking.

• Launch Zangle. Click Enrollment. Click Student Editor. • Complete Steps A-F. Step A is shown below; Steps B – F are on next pages.


A


Click the Misc tab. B

Click Edit.

C


Click Not Ranked. D

Click Save.

E

Click Quit. F

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