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Year End Procedures

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Year End Procedures

SIS End of School Year Procedures

Student Support Services

Area/Task sort ascending Timeframe/Suspense Office Responsible Notes
504 Accommodations: Conduct any reviews needed using 504 ED Plan
Continual
Locally determined POC
All Schools
ESL: Summary data entered
Continual
ELL Teacher/Registrar
All Schools
Gifted Education: Summary data entered or updated
Continual
Gifted Teacher / Registrar
All schools
3 Records Returned
 

Student Characteristics (Data)


Area/Task sort ascending Timeframe/Suspense Office Responsible Notes
Career Technical Endorsements (CTE): Endorsement(s) verified and transcript noted—Update ROTC course PEL301J as needed
Last week of school
Counselor, ET
Secondary schools
Contact #1 identified (as sponsor with accurate employment type)
Continual
Registrar
All schools
Counselor name entered
Continual
Registrar
All Schools
Enrollment type set to FT 4+ classes or PT 1-3 classes or Auxiliary
Continual
Registrar
All Schools
Post Secondary & Scholarship Information
Last week of school
Counselor
Secondary schools
Registration status updated to reflect disposition of withdrawing students
Last week of school
Registrar
All schools
6 Records Returned
 

Educational Characteristics (Data)


Graduation Status

Area/Task sort ascending Timeframe/Suspense Office Responsible Notes
Graduation status and graduation date entered.  Complete Graduation Status Information Template in full.
Before year end roll over
Registrar/District POC
1)Choices modified to the following:  a)  graduated, or b) not graduated
2)Date must reflect date student earned diploma-leave data blank for students not gradating on time;
3)District SIS can provide assistance for mass update
1 Records Returned
 

Student Course Marks

Area/Task sort ascending Timeframe/Suspense Office Responsible Notes
AP Course transcript records for students who did not take AP exam are modified to reflect an unweighted GPA
Following AP exams; Before running GPA/Class Rank; last week of school
Counselor or Registrar
Secondary Schools
GradeSpeed indicate last cycle to 'Read Only'
Ongoing
When all grades have been input - prior to YEP
All Schools
Incomplete (" I ") marks for all terms resolved/updated
Prior to running final report cards and transripts
Registrar
All schools
Quarter 4 and Semester (S2) marks received and verified
Last week of school
Registrar
All schools
Quarter 4, Semester 2, and Cumulative GPA has been generated and saved to PDF for record keeping
Last week of school
Registrar
All Schools
5 Records Returned
 

Report Cards

Area/Task sort ascending Timeframe/Suspense Office Responsible Notes
Final year generated and archived electronically by grade level and Year of Graduation (YOG)
Last week of school
Registrar
All schools
Paper copy of final report card printed and filed in student cumulative folder
Last week of school
Registrar
All schools
2 Records Returned
 

Transcript

Area/Task sort ascending Timeframe/Suspense Office Responsible Notes
Final transcript for student with earned credit courses printed & filed in student's culumative folder
Last week of school
Registrar
Secondary schools
1 Records Returned
 

Other

Area/Task sort ascending Timeframe/Suspense Office Responsible Notes
Class rank generated for graduating seniors and juniors
Last week of school
Registrar
Secondary schools
Grade Retention: Identify students who will be retained and send list to district SIS ET; District provides list to HQ SIS
Last week of school
District SIS
All schools
2 Records Returned
 

Master School Schedule

Area/Task sort ascending Timeframe/Suspense Office Responsible Notes
Complete draft school schedule for new SY; School must identify scenario to be committed by District SIS and adhere to the SY naming convention (ie; 2014-15 Schedule)
Before year end roll over
District SIS
All schools
1 Records Returned
 

Assessments

Area/Task sort ascending Timeframe/Suspense Office Responsible Notes
Keyboarding mastery – Data exported by school and consolidated by District/Area
Periodically through the end of School
School SIS
Schools including grades 3, 4, 5, & 6
SRI Data:  Exported by District/Area
Before end of year processes completed
District SIS
1) 6th & 9th grade & all students in READ 180;
2) All schools
2 Records Returned