Chancery SMS – Historical Info - Ysleta High School · •Semester 1 grade – enter this in the Sem1 row under the Leveled Numeric Grade. • Semester 2 grade – enter this in

Chancery SMS – Historical Info

Entering Historical Data for Students Migrating into a YISD School Before you can enter historical information for a student, the registrar must enroll the student in your school. You need only enter historical data for students enrolling from non-YISD schools. (If the student is enrolling from another YISD school, the student’s historical data is already in the database.)

These instructions describe how to enter data from previous years into the Historical Info module of SMS. Typically this information is entered from the student’s transcript.

Entering the student’s current year information is a separate task that will be described in a separate document.

A. From the Home page, look up the student and open the student’s demographic page. In the control bar,

click Historical Info.

B. On the Historical Info page select Actions > Add Historical Year.

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C. For the first school year in the student’s record, enter the first year of that school year in the Year field. (E.g. for the school year 2009-2010, enter 2009).

Enter the first year of the school year. For example, 2009-2010, enter 2009.

The school field is case sensitive. Therefore, when searching for a school, enter the first couple of letters in upper case. (ex. “AMER” for Americas HS)

D. If the student attended another Texas school during the specified year, type the first letters of that school in UPPERCASE in the School field and select the school when it appears.

E. If a student attended a school outside of Texas, type the first letters of OUT OF STATE SCHOOL in the

School field and then select it.

F. In the Grade level drop-down, select the student’s grade level for the selected historical year.



G. If the student was in an Out of State school, scroll to the bottom of the page and in the Credit Awarding Campus field, select your school.

H. Repeat steps B to G for every unique year/school combination on the student’s transcript. That is, if the student attended only one school in each year, you need only create one historical year for each school year on the student’s transcript. If the student attended multiple schools in a single year, you must add a separate year for each school the student attended in that year. For example, if the student attended two schools in 2009-2010, you must create two 2009 years, one for each school.

I. Click the 0 in the No. Courses column to enter the student’s courses for the corresponding year.

J. Select Actions > Add Historical Course.

a



K. In the Course Number field, type the first characters of the course number and click Lookup.

L. Click the checkbox corresponding to the appropriate course and click OK.

The Course information will then automatically populate from the District Course Catalog:



M. In the District Grades panel, enter the semester and final grades (whichever are on the student’s transcript) as follows:

• Semester 1 grade – enter this in the Sem1 row under the Leveled Numeric Grade.

• Semester 2 grade – enter this in the Sem2 row under the Leveled Numeric Grade.

• Final grade – enter this in the AvgNC row under the Leveled Numeric Grade.

• Under the Leveled Grade Points for each of these grades, enter the grade points appropriate to the

course level. (That is, if the course is NOT an AP, Pre AP, or Dual Credit course, the grade points are the same as the grade. If the course is an AP or Dual Credit course, and the grade is 80 or above, the grade points are equal to the grade + 10 and if the course is a Pre AP course and the grade is 80 or above, the grade points are equal to the grade + 5.)

• If the grade is passing, in the P/F column, select P.

• If credit for the course was awarded at the semester, enter the Potential Credits and Credits Earned

on the Sem1 and/or Sem2 row. If the credit for the course was awarded on the final grade, enter the Potential Credits and Credits Earned on the AvgNC row. NOTE: if the student earned 0.5 credits, enter this as “0.5” and not “.5”.

N. On the Texas AAR Information panel, enter any applicable AAR Special Explanations code that should appear on the transcript. (See the transcript legend for AAR Special Explanations below.)

O. Enter the AAR Sequence Code. (This determines the section of the transcript under which the course

appears.)

P. Enter any applicable Special Credit Codes that should appear on the transcript. (See the transcript legend for Special Credit Codes below.)



i. Click OK.

ii. . Repeat steps I to H for each course in the year. Then proceed to the next year.

AAR Special Explanations Codes

The following codes may appear to the right of the course name: 2=Career and Technical (CTE); 3=Out of State or Private;A=Advanced Technical Credit; C=Correspondence Course;D=College Dual Credit;J=HS Course before 9th;L=Local Credit Only;P=AP Course;Q=Pre-AP Course;R=Summer School Course; T=Credit by Exam;X=Innovative Course;Z=Distance Learning Course

Special Credit Codes

The following codes may appear to the right of the credit column: M=Loss of Credit Due to Absences 1st Semester; N=Loss of Credit Due to Absences 2nd Semester; R=Course Repeated No Credit; S=Pending EOC Results;+=Credit Recovered; Y=Credit Averaged



DENYING CREDIT DUE TO LOSS OF ABSENCES

Indicates why credit was denied for a passing semester average and displays the code on the transcript.

1. Select Student; 2. Click on Historical Info; 3. Click on the course for which credit will be denied; 4. Scroll down to the Grades Information;

a. Under the P/F column, select “F” (fail);

b. Then in the Credits Earned column, change the credits to reflect 0.0 credits earned.

c. Scroll down to the Texas AAR Information and in the “Special Credit Codes” field, indicate the

corresponding code for which student is being denied credit to absences:

M = Excessive Absences S1 N = Excessive Absences S2



AWARDING CREDIT DUE TO LOSS OF ABSENCES

1. Select Student; 2. Click on Historical Info; 3. Click on the course for which credit will be awarded; 4. Scroll down to the Grades Information;

a. Under the P/F column, select “P” (pass);

b. Then in the Credits Earned column, change the credits to reflect 0.5 credits earned for a semester

course or 1.0 for a full year course.

5. Then scroll down to the Texas AAR Information and update the “Special Credit Codes” field to reflect a “+” to indicate that credit was awarded back:



CREDIT AVERAGE

1. Select Student; 2. Click on Historical Info; 3. Click on the course for which credit will be awarded. This is a combination of a passing mark when both

parts of the course average to the 140 rule when both parts were taken during the same year; 4. Scroll down to the Grades Information;

a. Under the P/F column, select a “P” for passing and award the appropriate credit back to the

student, 0.5 credits for a semester course or 1.0 for a full year course.

b. On the AVG NC row, under the Leveled Numeric Grade column, input the final average that the student will be receiving when you combine both parts of that course reflecting the 140 rule. This way the final passing average of both courses combined will reflect on the student’s transcript.



5. Under the Special Credit Codes, indicate with a “Y” that the student will be receiving credit for a failed course but will receive credit based on the yearly average:

EXAMPLE: This student received an 88 for Semester 1 and a 68 for Semester 2 and received a final average of 78 after both parts of the course were combined using the 140 Rule. Credit was awarded back Semester 2 and the credit of 0.5 was applied and indicated with a “Y” next to the credit.

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Calculate GPA

1. To Calculate the GPA for an individual student:

a. On the Home screen, search for the student for which you want to calculate the GPA; b. On the Control (blue) Panel, click on Permanent Record; c. Go to Actions Calculate Cumulative GPAs and Credits and this will run the process to

calculate the GPA and Rank for that individual student (after the process runs, you will need to refresh the page to show the correct calculations):

NOTE: GPA Calculations for all campuses will be running district wide on a nightly basis so that all GPA’s will be current.



Calculating Class RANK

Calculating the Class RANK:

a. On the Home page, on the Control (blue) Panel, click on Grading under Admin; b. Under Step 7: Click on Calculate Class Ranks;

c. Click on the Run button for the first grade level you would like to run first;



d. This process will take a little while and you will see the following message window display while it calculates:

e. When the ranking calculations has finished running, you will see a list of the students which were ranked.

f. Click on the button to save the rank.



g. The Calculated tab will show you the list of the students and their ranking. Notice that this calculated tab gives you the option to recalculate.

h. The Stored tab will show you the date and time you ran and stored the rank.

*** Now that you’ve completed ranking one grade level and it has been stored, you can continue to the run the ranking calculation for the next grade level(s). Follow the same steps (a-h).



TRANSCRIPT REPORT

1. Go to Reports

2. Go down to PEARSON CUSTOM REPORT and click on YISD AAR TRANSCRIPT REPORT (we are currently on version 1.6)

3. To print for an individual student: a. Click on Individual Students b. Type in student’s id # in the Student Number(s), Comma-delimited field c. Click on Run



OR

...you can print up to 7 students at the same time, each student id separated by a comma (ex. 978554,987546,878756,875496)

5. To print completed final grades for a student for the current active year, select the Include Current Year Info checkbox. This will only print out grades if a student has already completed a course and has received credit for the current active year.



4. To print Immunizations on the transcript, please select “Include Immunization Info”


Documents

Chancery SMS – Historical Info - Ysleta High School · •Semester 1 grade – enter this in the Sem1 row under the Leveled Numeric Grade. • Semester 2 grade – enter this in