Overview
During every grade reporting cycle, on the day before the Grading Window opens, the Grade table must be initialized for the appropriate mark.This process can be run at the District level for schools with the same configurations of Scheduling, and Attendance Types on School Options. When ran from the District, the options of Show Absences, Show Tardies, and Update for One Section are not available. Those options are only available at the school level. Instructions on how to run this process from the school level can be found in the Grade Reporting - Initialize New Grade Reporting Cycle documentation.
From the District, navigate to Grade Reporting > Functions > Initialize New Grade Reporting Cycle.
Security ↑
Table | Permission | Description |
|---|---|---|
| Grades (GRD) | Read Insert Update Delete | User must have Read, Insert, Update, and Delete to view the page, and run the process. |
| Grade History (GRH) | Read Insert Update Delete | User must have Read, Insert, Update, and Delete to view the page, and run the process. |
Configurations ↑
In addition to the permissions listed above in Security, the user will need access to the District. It is not necessary to have access to the individual schools to run this process from the District.
Steps ↑
Follow these steps to complete the Initialization:
- On the Use Setting From School selection menu, choose the school that will be used for the default settings in the options.
- Select the appropriate Reporting Period. When a Reporting Period is selected, the Starting and Ending Dates will be displayed. These dates are for the term selected, as set up in School Options from the Terms (TRM) table of the school chosen in the first step. These dates can be modified.
- If sections in the MST have a Split Term of FIRST or SECOND, Skip Sections flagged for 'FIRST' or 'SECOND' half of the term checkboxes will display. Check one or both to skip initializing the Grade table for those sections. The Use Course Attendance instead of current sections option will only display in period, positive attendance schools. When this option is selected, all the students' classes within the date range will be pulled into the Grade table. When not selected, only the current classes will be pulled into the Grade table.
- The Update Grade History (GRH) checkbox can be selected to copy the previous marks into the Grade History (GRH) table, prior to initializing the Grade table. If the checkbox is selected, a popup will display. Select the appropriate mark to copy to Grade History and press OK. Normally, the previous mark is copied to GRH. For example, if the Grade table is being initialized for mark 3, mark 2 would be copied into GRH.
- If multiple tracks are set up on the school chosen in Step 1, Include Students in these Tracks will include the students in the selected track(s) in the grade reporting cycle.
- Select the mark to be initialized from the Initialize Which Mark dropdown.
- In the Schools to Initialize section, only schools having the same Schedule and Attendance types as the selected school will display. All schools are selected by default. If School Groups have been previously created, the user can choose to use a school group. More information on setting up school groups can be found in the School Groups documentation. Select the schools that will be initialized. Verify that the correct schools are chosen by clicking on Show Selected button. An Alert box will open with the School Numbers listed.
- After all options have been selected, click on the Initialize GRD Table button.
NOTE: Be very careful when choosing the schools to initialize. Only select schools that have similar Terms, Multiple Mark Headings, and Session Types. Setting up School Groups will assist in assuring proper schools are selected when running this process. For example, Elementary vs Master Schedule vs Flex are not allowed. Different Attendance Types such as Daily vs Period or Negative vs Positive are not allowed.
