2008 TRANSCRIPT EXCHANGE AND HOPE GPA CALCULATION PROCESS

2008 TRANSCRIPT EXCHANGE AND HOPE GPA CALCULATION

PROCESS

Session Overview

Topics in Today’s Session:

• Overview of the Transcript Exchange and HOPE GPA process

• Overview on extraction, upload and release process• Overview on HS to PS transcript exchange process• Update on the Capture and Edit process• Overview / Update on STARS reporting• Overview of the previous graduate process• Overview of any Legislative updates• Question and Answer

Overview of the Transcript Exchange and HOPE GPA process

DAVID LEEVice President Research & Analysis

Georgia Student Finance Commission

2008 TRANSCRIPT EXCHANGE AND HOPE GPA CALCULATION

PROCESS

Transcript Exchange and HOPE Scholarship Eligibility Process

School Profile Screens

Independent Colleges

HOPE-Eligible

Student List

School ID

School Weighting Indicators

School Term Definitions

School Grading Scale

School Credit Qualifiers

School Grading Qualifiers

Student Test Record

Student Academic Status

Student Course Record

Student Demographic

Student Academic Status

Student Course Record

School Weighting Indicators

School Term Definitions

School Grading Scale

School Credit Qualifiers

School Grading Qualifiers

Transcript Database

GPA Calculation Process

Transcript Data Extraction and

Formatting

GPA Data Extraction

Georgia Standard High School Transcript

HOPE-Eligible Feedback Loop

Data

Entry

Georgia High School

Student Information

System

Student Information

SystemSIS Data Extraction

Course Numbering Translation

Private Schools Only

Capture and Edit

Transcript Exchange Process for HOPE GPA Calculations

HS

HS

HS

HS

1. Upload Senior Transcript Data to GAcollege411 Counselor Center

5. Calculate GPAs

Data in Transcripts Appears to Match Profile

6. Generate ReportsEligible

Ineligible

7. Verify ResultsOr Upload Corrected Data

GAcollege411“My 411”

8. Upload Verified GPAs for Student Access

Scholarships and Grants System

9. Upload DataFor PostSecondary Use

4. Data Analysis –

Examination of School Profile and Transcript

Data

2. Data Loaded to

GAcollege411 Database

3.Data Downloaded to GSFC

Data Mismatch: Profiles or Transcripts

Need Modification

2007 Final HOPE GPA

Final GPA Calculation process ended September 14, 2007

Students are not on HOPE-eligible list until schools have verified the final calculation

Final HOPE Statistics as of September 14, 2007:

Out of 618 schools & estimated 82,000 graduating seniors –

Number of Schools Uploaded Transcripts - 611 (98.9%)

Number of Schools with GPAs Calculated - 609 (98.5%)

Number of Schools with Verified GPAs - 600 (97%)

Number of Students with GPAs Calculated - 82,671 (100%)

Number of Students who have been Verified - 82,100 (99.3%)

Percent of Eligible Students who were Verified - 99.9%

2007 Final HOPE GPA Results

Final HOPE Statistics as of September 14, 2007:

Out of the 82,100 graduating seniors verified

Number of Eligible Students 2007 - 34,079 (41.5%)(Eligible Number = 34,124 but Schools Failed to Verify 45 Students) –

99.9% of Eligibles Were Verified

Number of In-Eligible Students 2007 - 48,021 (58.5%)(In-Eligible Students = 48,547 but Schools Failed to Verify 526

Students) – 98.9% of In-eligibles Were Verified

Number of Eligible Students 2006 - 51,832 Average for 2005/2006 - 50,580

HOPE GPA 2007 Results

• 34% decrease in the number of HOPE Eligible Public School Students over the 2005/2006 Average

• 17% decrease in the number of HOPE Eligible Private School Students over the 2005/2006 Average

HOPE 2007 Results Analysis

• Wide Variation in Grading Scales Among Public Schools

• Wide Variation in Weighting Practices Among Public Schools

• Wide Variation in Course Offerings Among Public Schools

Wide Variation in Grading Scales Among Public Schools

Highest A:• 115- 2 Schools• 110- 54 Schools• 106- 4 Schools• 105- 26 Schools• 101- 1 School• 100- 277 Schools

Lowest A:• 93- 1 School• 90- 363 Schools

Highest B:• 92- 1 School• 89- 363 Schools

Lowest B:• 85- 1 School• 80- 363 Schools

Highest C:• 84- 1 School• 80- 363 Schools

Lowest C:• 77- 1 School• 75- 34 Schools• 74- 47 Schools• 73- 15 Schools• 71- 49 Schools• 70- 217 Schools

Highest D:• 76- 1 School• 74- 34 Schools• 73- 47 Schools• 72- 15 Schools• 71- 1 School• 70- 49 Schools

Lowest D:• 70- 364 Schools

No Grade of D- 217 SchoolsHighest F:

• 69- 364 Schools

Note: These Grading Scales Describe the Grades that are Posted on the Official Transcripts of Students

There is Wide Variation in Local Weighting Practices Among Public Schools

Out of 180 Public School Districts:

• 49 Systematically Weight AP Courses• 7 Systematically Weight IB Courses• Only 28 Systematically Weight Honors Courses• 8 Systematically Weight PSO/Accel Courses• 11 Systematically Weight Some Other Type of Course

(Examples: Gifted, Pre-AP, Advanced)• 31 Public Schools Weight Individual Courses

General Reasons for the Decrease in the Number of HOPE Eligible Students

• Exclusive Use of 4.0 Scale Rather than an 80 Numeric GPA

• Removal of Local Weights Added by Schools

• Inclusion of Failing Grades in 2007

Overview on extraction, upload and release process

DEMI FOGLETranscript Exchange Specialist

Information Technology Division


Let’s Get Started

Select the Preferences Tab

Specify your SIS System

Select the Counselor Tools Tab

Download Extract Software

Downloading and Installing Using the Extract Utility

Extract Reporting Software

Running the Extract Utility

Launching the SASIxp Configuration Utility

STEP 1

STEP 2

STEP 3

STEP 4

STEP 5

Downloading and Installing Using Report Utilities

Viewing Upload Results

Uploading All Students

Selecting Students Individually

Releasing Transcripts to GSFC for HOPE Calculations


JANINE ROBINSON-COMBRE Associate Vice President

GACollege411


DESEREE EDWARDSProject Manager

GACollege411


High School Counselor:

Send Transcripts to Colleges

High School Counselor: Send Transcripts to Colleges

Step 1: Go to

www.GAcollege411.org

Select “School Counselors”

link

http://www.gacollege411.org/

http://www.gacollege411.org/

Step 2:

Select “Counselor Center” link


Step 3:

Select “Go to Counselor Center” button


Step 4:

Login to Counselor Center

Enter your usernameEnter your passwordClick the “log on” button


Step 5:

Open Transcript Manager

Select “Counselor Tools” menu

Select “Transcript Manager”


Step 6:

Search for desired transcript(s)

In this instance, user searched for a date: 07/06/2007

The search function looks in all of the columns visible in this report


Step 7:

Select Transcripts

Select each transcript that you wish to send (all selected will be sent to the SAME college)

Click “next” button


Step 8:

Select Destination(s)

If sending to GSFC, select both checkboxes

Otherwise, select only the appropriate College(s)

Click “next” button at bottom of the page

High School Counselor: Send Transcripts (Optional)

Step 9:

Confirm your selections

If the correct student names are listed, and the correct destination schools, then Click “finish” button



Step 10

Finished

A message indicating success will appear

Remember to Log out

What is Electronic Transcript Exchange?

• Allows transcripts from Georgia High Schools to be sent electronically to Post-secondary institutions in the state;

• Counselors may send using the same method they used for HOPE transcripts;

• Students may have the ability to send transcripts and applications together electronically.

You can:

• Specify transcript type• Enable/Disable Student

release to Colleges• Attach transcript file• Identify High School• Request e-Mail receipt• Send file to Xap

• High School participants: Bibb County, Cobb County, Gwinnett County, Fulton County, Colquitt County, Irwin County; Tift County

• Post Secondary participants: Georgia College & State University, Macon State, Georgia Tech, Abraham Baldwin, Kennesaw State, University of Georgia and Georgia State

Pilot program began September 30th

• “Process is simple and efficient”;• “Like having proof in ‘black and white’ that the

transcript has been sent”;• Some “called just to be sure that the schools

received the transcript, and they did”;• “Don’t know if I like the idea of students

sending themselves”;

High School Feedback

• “Overall process is easy one”;• “The data is presented in a format that is easily

readable”;• “The download process is similar to application

download”; • “Staff will need some additional training, but it

should not be very much. The standardized format should make the evaluation process much easier and faster”.

Post Secondary Feedback

Post Secondary Feedback, continued• “Transcripts need header/footer added to aid upload to our

imaging product (if there is more than one page and they get separated, we can’t match them up)”;

• “A larger font for type on all transcripts would be appreciated. The type is very small and there seems to be enough space for larger type”;

• “Some inconsistencies in Year/Term submissions by schools. Could be because they were putting in for test, but want to be sure data is clean and consistent”;

• “Some inconsistencies in Weight Indicator - some numerical codes, some blank, some AP only. Prefer uniformity across transcripts”.

Update on new process flow and report features on STARS

BOB LAHLPlanning and Administration Manager

Information Technology Division


Update on Capture and Edit Process

• Purge prior years data before new year process• System automatically create backup copy of DB

(MMDDYYYYHHMMSS-all.bls)• Verify current version 1.27• Designed to allow schools with no SIS to data enter

required student transcript data• Download via STARS system – (WinZip required)• Allows schools to view / update transcript data• Automatic update to missing / incorrectly formatted field• Import / Exports data in standard Xap file layout


Version # 1.27

• Designed to allow schools with no SIS to data enter required student transcript data

– School Information– Term Information– Student Information– Academic course history






• Download via STARS system– Full version– Update– Latest version on STARS– WinZip required to install program

(www.winzip.com)




• Allows schools to view /update SIS transcript data– View / Update student data– View / Update Course data– Batch update data fields







Version # 1.27




• Import / Exports data in standard Xap file layout



Version # 1.27



Version # 1.27



• 2008 Preliminary / Final process began on Sept. 17th• Dual processing through April• On-line report options for 2007 Final and 2008 Preliminary /

Final• New error report for ineligible POS / Diploma types• Transcript load error report• Prior Year graduate reports available


September 2007

October 2007November

2007December

2007January 2008

February 2008

March 2008 April 2008 May 2008 June 2008 July 2008 August 2008September

2008

Sept 14, 2007- HOPE

2006/2007 ends

Oct 23, Oct 25, and Nov 6, 2007-

Transcript Exchange and HOPE GPA

Training

Feb 15, 2008- Deadline for uploading

and verifying preliminary transcripts for the class of 2008

Sept 12, 2008- HOPE

2007/2008 ends

June 30, 2008- Recommended

completion date for uploading and verifying final transcripts for the

class of 2008

August 29, 2008- Deadline for uploading

and verifying final transcripts for the class of

2008




Underclass transcript processing

• Ability for schools to upload underclass transcripts (currently testing)

• Process period to be determined• Grade level on transcripts required• Progress calculation only performed• Progress reports for underclass students


• NEW Reports to be released• Prior year graduate reports (if processed electronically)• Underclass Progress reports• Underclass GACollege411 Progress report

Verification Tips

• Review School rules • Review unverified eligible and ineligible list• Review detail reports• Review error reports / make corrections• Review transcript load error report• Verify both eligible and ineligible list

Overview of the previous graduate process

CAYLEE FRENCHSenior Manager

Origination Services



• Review of 2007 Out-of-state and Previous Graduate processing • GSFC received over 1250 transcripts from students who

graduated either from an out-of-state high school or before May 1, 2007.

– Completely manual process for calculations using an Excel Spreadsheet

– Time intensive due to the number of high schools that had to be contacted to gather additional information

– GSFC is now current on all out-of-state and prior year graduate transcript processing


• 2008 Out-of-state and Previous Graduate processing • “Previous Graduates” are those students that graduated prior to

December 1, 2006. • High schools and counties that have the system capability to do so

will be able to submit transcripts for previous year graduates electronically

– Submit under the 2008 Final heading and GSFC will separate them into a different database

– Schools will see reports on STARS with the previous graduate calculations and must verify the calculation

– Students will NOT be able to view calculation on GAcollege411.org, but will receive a letter

• Enhanced internal process for paper transcripts for previous and out of state graduates


DAVID LEEVice President Research & Analysis


Overview of any Legislative updates

Potential Legislative Issues May Include:

• Weighting of Honors Courses – Requiring Statewide Standards for Honors Courses

• Not Counting Technical College Courses Taken in High School Towards HOPE Hours

• Standardization of Public School Grading Scales• Standardization of Public School Grade-Weighting

Practices

Questions?

Documents

2008 TRANSCRIPT EXCHANGE AND HOPE GPA CALCULATION PROCESS