SMS School End of Year Procedures

May 9

2014 This document is designed to assist SMS users with the end of year processes and procedures. If you have any questions or comments regarding this reference guide, please contact the ITD Service Support Center at: 2-3000 (443-642-3000 externally). You also can reach the ITD Service Support Center by sending an email to ITDsupport@bcps.k12.md.us.

SMS EOY

Table of Contents IMPORTANT DATES ........................................................................................................................................................ 1

Grade 12 Students ..................................................................................................................................................... 1

Grade PreK–11 Students ........................................................................................................................................... 1

SMS Open Lab Support.............................................................................................................................................. 1

BCPSS Calendar ......................................................................................................................................................... 1

Grading, Promotion/Retention, Graduation ................................................................................................................. 1

Grade 12 Students—Due May 22, 2014 .................................................................................................................... 1

1. Ensure that all graduating students have current grade level “Grade 12” in SMS. ..................................... 1

2. Ensure that all grades for seniors are complete for the year. ..................................................................... 1

3. Produce and save Transcripts and Report Cards for seniors. ...................................................................... 2

4. Update Promotional status of seniors to “Promoted” or “Retained” in SMS .............................................. 2

5. Updating graduation date to “June 1, 2014” and graduation status to “Graduated” in Historical for graduating seniors ................................................................................................................................................ 2

6. Update the enrollment code for graduating seniors ................................................................................... 2

Grade PreK–11 Students—Due June 17, 2014 .......................................................................................................... 3

1. Ensure that all grades for all students are complete for the year. .............................................................. 3

2. Produce and save Transcripts and Report Cards for seniors. ...................................................................... 3

3. Update Promotional status of all students to “Promoted” or “Retained” in SMS ....................................... 3

4. Do not change the current grade level of students. .................................................................................... 3

FAQs and Troubleshooting Tips ..................................................................................................................................... 4

Why aren’t my final grades calculating? ................................................................................................................... 4

Why aren’t credits appearing on a transcript? ......................................................................................................... 4

SUMMER ENTRY / EXIT CODES ...................................................................................................................................... 5

PTG HELP DOCUMENTS ................................................................................................................................................. 5

EOY DATA CLEANSING REPORTS .................................................................................................................................... 6

Board Policies and Regulations ...................................................................................................................................... 6

SMS School End of Year Procedures, 2014 1

IMPORTANT DATES

Grade 12 Students Senior exam window May 14–19

PTG Sync for senior Report Cards May 14–21 (noon on May 21)

Last PTG sync for senior Report Cards May 21 at noon

High school principals must sign the graduation attestation form in eForms May 22

Distribution window for senior Report Cards May 27–May 30

Grade PreK–11 Students PTG Sync for final Report Cards* June 4–13, last sync June 13 at 10 a.m.

Final exams (grades 9–11) June 10–13

Distribution of final Report Cards June 11–16

Final Date to Promote / Retain June 17

*Please note that final course grades are NOT automatically calculated for elementary students. Teachers at Elementary and Elementary/Middle schools must enter a final course grade on the Final Grade Reporting Term screen in PTG:

SMS Open Lab Support Schedulers needing SMS assistance should sign up to attend an open lab session on the Professional Growth System.

SMS Open Lab Assistance May 7, 9, 13, 15, 19, 23, 27, 29; June 2, 4, 6, 12

BCPSS Calendar For the complete 2013-2014 School Year Calendar, please click HERE.

Grading, Promotion/Retention, Graduation

Grade 12 Students—Due May 22, 2014 You must perform these steps for all grade 12 students (seniors) BY MAY 22, 2014:

1. Ensure that all graduating students have current grade level “Grade 12” in SMS.

2. Ensure that all grades for seniors are complete for the year. The following cases should be addressed. Related resources are linked. Also, please see notes at the end of this section!

AOP students (AOP Scheduling in the Home School)

Home & Hospital students (Average Grades for Partial Quarter in Home & Hospital)

Bridge class students

Special Grades NTQ and I (Finding all NTQ and I marks)

Missing Grades (Data Cleansing Report 126 in eWeb and SMS Missing Grades Report)

Calculate Grades, Credits, & GPAs—run twice (Calculate Grades, Credits, & GPAs)

SMS School End of Year Procedures, 2014 2

3. Produce and save Transcripts and Report Cards for seniors. Produce and save Transcripts and Report Cards for seniors. Make copies for the cumulative files and another set for your school files. Also, save the PDF file. (Please keep an electronic copy of the Final Report Card on file.)

4. Update promotional status of seniors to “Promoted” or “Retained” in SMS This may be done for an individual student or may be mass assigned to a list of students. Due May 22!

5. Updating graduation date to “June 1, 2014” and graduation status to “Graduated” in SMS>Historical for graduating seniors Do not make these entries for students not graduating this spring. Due May 22!

6. Update the enrollment code for graduating seniors Please follow this reference guide carefully. Do not make any changes to the enrollment codes for students not graduating this spring. Due May 22!

Alternative Options Program (AOP) students For students enrolled in an AOP, the AOP must run the Calculate Grades, Credits, & GPAs process once grades are complete. Once this has been done, the home school will see these AOP course grades and credits when it runs the students’ transcripts. Home schools should contact the AOP to ensure grading tasks there are complete.

Home & Hospital students If students were enrolled in the Long-Term Home & Hospital program, the students’ home school should receive a grade report from H&H. These grades can also be seen in SMS, via the control bar link Upton>LTHH Info. In cases where the student was enrolled in H&H for only a partial quarter, the home school should average the grades from H&H (for the days the student was enrolled there) with the grades from the home school (for the days the student was attending regular home school) to calculate the quarter grade.

Bridge Class students Students not completing Bridge Projects should have the Bridge Course dropped from their schedule (with effective date before 5/22). If a student fulfills the requirement successfully, he/she should receive a passing grade no lower than 70 for the course for both the first quarter and second quarter.

Special Grades NTQ and I The special grade NTQ (Not taught this quarter) is common in elementary schools due to the scheduling system used (Subject Framework, full-year term). In secondary schools, NTQ should rarely if ever appear. If the student was enrolled in the class for the term, the student should receive a grade; a student’s poor attendance, for example, is not grounds for failing to assign a valid numeric grade. If the student was truly “not taught this quarter” they would not have been enrolled in the class this quarter. The special grade I (Incomplete) may be replaced with a valid numeric grade once the student has completed the necessary make-up work. In secondary schools, both of these special grades (NTQ and I) will affect the calculated Semester and Final grades. SMS treats the presence of NTQ or I as exempting the student from the marking period. For example, if a student enrolled in a semester-long course earns a Q3 grade of NTQ or I, a Q4 grade of 50, and an exam grade of 80, SMS should calculate a Semester 2 and Final course grade of 60, as the calculation will be ((Q4x2)+Ex)/3.

Missing Grades Data Cleansing Report #126 Missing Report Card Grades, accessible via eWeb, provides a comprehensive report of all missing Report Card grades that must be corrected. The SMS Missing Grades report is also a useful tool.

SMS School End of Year Procedures, 2014 3

Grade PreK–11 Students—Due June 17, 2014 You must perform these steps for all non-graduating students BY JUNE 17, 2014:

1. Ensure that all grades for all students are complete for the year. The following cases should be addressed. Related resources are linked. Also, please see notes at the end of this section!

In Elementary-configured schools (all that include any grade levels PreK–5) teachers must enter Final grades on the Final Grade Reporting Term screen in PTG.

AOP students (AOP Scheduling in the Home School)

Home & Hospital students (Average Grades for Partial Quarter in Home & Hospital)

Bridge class students

Special Grades NTQ and I (Finding all NTQ and I marks)

Missing Grades (Data Cleansing Report 126 in eWeb and SMS Missing Grades Report)

Calculate Grades, Credits, & GPAs—run twice. (For secondary-configured schools only.)

2. Produce and save Transcripts and Report Cards for seniors. Produce and save Transcripts and Report Cards for all students. Make copies for the cumulative files and another set for your school files. Also, save the PDF file. (Please keep an electronic copy of the Final Report Card on file.) NOTE: Elementary-configured schools should produce the Final Report Card, not the Quarter 4 Report Card:

3. Update promotional status of all students to “Promoted” or “Retained” in SMS This may be done for an individual student or may be mass assigned to a list of students. Due June 17!

4. Do not change the current grade level of students. Students will automatically change grade levels during the roll over process in July based upon their SMS “promoted” or “retained” status in June.

Final Grades In secondary schools (that have only grades 6–8, 6–12, 9–12), the school grade reporter runs the Calculate Grades, Credits, & GPAs process to populate final course grades for students. In elementary schools (all that include any grade levels PreK–5, even if there are also higher grade levels) final course grades are NOT automatically calculated for elementary students. Elementary Teachers must enter a final course grade on the Final Grade Reporting Term screen in PTG.

AOP students For students enrolled in an AOP, the AOP must run the Calculate Grades, Credits, & GPAs process once grades are complete. Once this has been done, the home school will see these AOP course grades and credits when it runs the students’ transcripts. Home schools should contact the AOP to ensure grading tasks there are complete.

Home & Hospital students If students were enrolled in the Long-Term Home & Hospital program, the student’s home school should receive a grade report from H&H. These grades can also be seen in SMS, via the control bar link Upton>LTHH Info. In cases where the student was enrolled in H&H for only a partial quarter, the home school should average the grades from H&H (for the days the student was enrolled there) with the grades from the home school (for the days the student was attending regular home school) to calculate the quarter grade.

SMS School End of Year Procedures, 2014 4

Bridge Class students Students not completing Bridge Projects should have the Bridge Course dropped from their schedule (may be with effective date before 5/22). If a student fulfills the requirement successfully, he/she should receive a passing grade no lower than 70 for the course for both the first quarter and second quarter.

Special Grades NTQ and I The special grade NTQ (Not taught this quarter) is common in elementary schools due to the scheduling system used (Subject Framework, full-year term). In secondary schools, NTQ should rarely if ever appear. If the student was enrolled in the class for the term, the student should receive a grade; a student’s poor attendance, for example, is not grounds for failing to assign a valid numeric grade. If the student was truly “not taught this quarter” they would not have been enrolled in the class this quarter. The special grade I (Incomplete) may be replaced with a valid numeric grade once the student has completed the necessary make-up work. In secondary schools, both of these special grades (NTQ and I) will affect the calculated Semester and Final grades. SMS treats the presence of NTQ or I as exempting the student from the marking period. For example, if a student enrolled in a semester-long course earns a Q3 grade of NTQ or I, a Q4 grade of 50, and an exam grade of 80, SMS should calculate a Semester 2 and Final course grade of 60, as the calculation will be ((Q4x2)+Ex)/3.

Missing Grades Data Cleansing Report #126 Missing Report Card Grades, accessible via eWeb, provides a comprehensive report of all missing Report Card grades that must be corrected. The SMS Missing Grades report is also a useful tool.

FAQs and Troubleshooting Tips

Why aren’t my final grades calculating? First check to make sure there is a grade in each grading period in that term set. For example, if it is a Semester 2 class, you must have a Q3 and Q4 grade; a full year course must have a grade entered in Q1, Q2, Q3, and Q4. Next, rerun the Calculate Grades, Credits, & GPAs process.

Why aren’t credits appearing on a transcript? If it is a historical grade, make sure that on the M4 line there is a Leveled Numeric Grade, Final Grade, Potential Credit AND Credit Earned (see below). There should be nothing in the Leveled Letter Grade or Leveled Grade Points columns.

Also make sure that under Course Information at the top of the course record, “Yes” is checked allowing it to show on transcripts:

SMS School End of Year Procedures, 2014 5

SUMMER ENTRY / EXIT CODES Students completing the school year at your school—that is, not actually enrolling and attending school at any other school for the remainder of this year—must remain enrolled at your school through the end of June. Starting in the spring, all active students are assigned an enrollment End Date of 6/30/2014 and a Status Code “Left.” This is part of the rollover process.

Do not change this code for students who remain enrolled in your school this year.

Do not enter additional Entry codes (R02, R10, etc.); these will be created in the Planning calendar automatically as part of the rollover.

Do not enter a “Left” code if it is absent; this will be populated automatically as part of the rollover.

For returning students AND students who will transfer out for next year, this is how a typical record should remain:

Note: the 6/30/2014 Left code may be absent and that is OK; it will eventually be populated as part of the rollover. If the student is transferring out of your school for next school year (or after 6/16/2014), for example to another county, state, or country, do not make any changes to the student’s enrollment until after the SMS rollover in July. Once the rollover is complete, the SMS 2014-2015 calendar will be active (you will be working in the blue screens then). In July, you may withdraw the student, entering the exit code appropriately (T13, T14, T18, W85, etc.) and seting the “End date” of the enrollment to July 15, 2014. The entries will look like this:

PTG HELP DOCUMENTS Please see the complete PTG support site in TSS and the training videos on the City Schools ITD YouTube Channel (open YouTube.com and search for cityschoolsit).

TASK RESOURCE LINK

Submitting Quarterly Grades http://www.bcpss.org/bbcswebdav/xid-3326446_4

Entering Final Exam Grades in PTG http://www.bcpss.org/bbcswebdav/xid-3604589_4

Final/End of Course Grades in PTG–Elementary Schools Only (in secondary schools, final course grades are calculated when the school grade reporter runs the calculation process in SMS)

http://www.bcpss.org/bbcswebdav/xid-3402784_4

Exempting Scores in PTG http://www.bcpss.org/bbcswebdav/xid-3949106_4

SMS School End of Year Procedures, 2014 6

EOY DATA CLEANSING REPORTS

Report Number Report Title Details

DC Report 12 Aging T10 Students appear on this report because they were assigned a T10 code: Transfer to another BCPSS school but as of the report date has not enrolled in another Baltimore City Public School. Steps to Correct: The sending school must use diligent efforts to locate and document the whereabouts of the student. SMS must be updated by the sending school to reflect that the student has not been enrolled by the receiving school or by the receiving school to show the student has enrolled there.

DC Report 126 Missing Report Card Grades This Report will list all students Missing Report Card Grades. Grades must be entered into PTG/SMS.

DC Report 100 Scheduled Course with Missing / Invalid Teacher

This Report provides list of courses and sections where a teacher has not been assigned to the course/section or a placeholder value was enter for the teacher. The school scheduler will need to go into SMS and assign the proper teacher to the course/section.

DC Report 117 Promotion Verification for Seniors

This report highlights incomplete or incorrect SMS entries for graduating seniors

Board Policies and Regulations For the complete listing of Board Documents, visit http://www.boarddocs.com/mabe/bcpss/board.nsf/public IKA Grading and Reporting

http://www.boarddocs.com/mabe/bcpss/Board.nsf/goto?open&id=8GWSGF70C7D5

IKA – RA Grading and Reporting http://www.boarddocs.com/mabe/bcpss/Board.nsf/goto?open&id=8GWSKE710C8F

IKEA Promotion and Retention in Grades K-12 http://www.boarddocs.com/mabe/bcpss/Board.nsf/goto?open&id=8GWSNZ714632

IKEB Elementary School Promotion and Retention http://www.boarddocs.com/mabe/bcpss/Board.nsf/goto?open&id=8GWSRW717BC4

IKEB – RA Elementary School Promotion and Retention http://www.boarddocs.com/mabe/bcpss/Board.nsf/goto?open&id=8GWSUC71D789

IKEC Middle School Promotion and Retention (Grades 6–8) http://www.boarddocs.com/mabe/bcpss/Board.nsf/goto?open&id=8GWSUC71D789

IKEC–RC Middle School Promotion and Retention (Grades 6 through 8) http://www.boarddocs.com/mabe/bcpss/Board.nsf/goto?open&id=8GWT7H72C543

IKED High School Promotion and Graduation Standards http://www.boarddocs.com/mabe/bcpss/Board.nsf/goto?open&id=87UHQZ7D6EA9

IKED – RA High School Promotion and Graduation Standards http://www.boarddocs.com/mabe/bcpss/Board.nsf/goto?open&id=87UHR27D6EBA