End of Year Check List
Verify CRDC Data
Check for missing Final grades (use search data fields attached)
** High & Middle schools - also check for Semester 1 final grade
ALL STUDENTS MUST HAVE A FINAL GRADE
Store - Q4, S2, E2, F1
Teachers turn in Grade Verification reports, dated and signed
Save a copy
Final Report Cards
All students’ names, gender & DOB should be verified by homeroom teacher
Use check list to ensure cum records are in order for grades transitioning to next school
Send cum label report with folders to AMS for rising 6th graders
Teacher must print their grade book for each subject, keep a copy and give
Data manager a copy
Use the following discipline reports to verify and correct your discipline data:
State Discipline Report
Incident Report by School
Incident Victim Report by School
Student Incident Report
Make sure there are no Hearings Pending-there must be a final action taken
Verify with your principal all PD and RO incidents are coded correctly. Reminder-these codes require law enforcement consultation from your principal.
Check incidents that must be reported to law enforcement-must have entry to show reported to law enforcement
Check incidents with weapons, must have line with weapon listed (Object)
Check incidents with victims
Incidents where students were referred to the alternative school must have a line indication that
Follow discipline entry procedures for making corrections-must run report, clear cache, run report again for changes to show
June 12 Final day to enter or edit discipline
Approve Discipline report on or before June 30
School Setup > Full Time Equivalencies - make sure all grade levels at your school are checked
Activities will automatically carry over into the next schools year during the EOY process.
If you have activities that will not apply to next year, you should clear those out. You should also remove students that should not be in activities that you want to carry over.
You can clear out activities by using the Clear functions. Start Page > System > Clear Activities
You can clear out students that will not be in an activity next year in mass using Student Field Value.
Query the students in the group - Click on Fields and select the activity name to select the students in the group > Functions > Hand Select
Highlight the students you want to remove
Functions > Student Field Value > Fields > Select the activity you want to remove the students from; leave the New Field Value blank, this will remove the check for the students, thus removing them from the activity.
Remove any 2015/16 schedules for students not returning
Student Scheduling Setup
Remove Graduation Year
Uncheck Scheduled - Next School must be current school and next grade the 2015-16 grade
DO NOT TRANSFER OUT OR TRANSFER TO OTHER SCHOOL prior to year end
Student Scheduling Setup - Next school is the current school, next grade is the current grade, graduation year populated, Scheduled should be checked
The EOY process will populate the default retention code of RACD. You will adjust that code as
needed after the EOY process.
NOTE- Self-contained remaining at current school-same as above, with the exception,
You will change the retention code posted during EOY to promotion.
Print report with student names
Check over list and make sure all students are in the correct next school and
ACEC only –check rising grade 13 students
Send retention list with names to Debbie Jarman
**Read to Achieve – These students will be adjusted after summer camp. More information to come
Send list to Debbie and Charity Faulkner
Send transportation forms to Charity Faulkner
Check repository for duplicate PK students and send names to me
Run list for pre-registered students and make sure all are listed, have next grade of 0, next school (your school) and Scheduled is checked.
Student Scheduling Setup
Transition PK going to KI have a next grade of 0, next school (your school) and Scheduled is checked - Student Scheduling Setup
Check start and exit dates for all KI - August 25, 2015-June 3, 2016
W2 Withdrawal Codes
Run list to identify students with W2 withdrawal code (see attached search guide)
9TH Month PMR
Run 9th month as soon as it becomes available and run often to check for errors
Wait as long as possible to approve
Make sure all students are listed on the current enrollment
Make sure there are no 10-Day Violations
Print and approve no later than June 12
Run Power Tools, School Enrollment Audit and Section Enrollment Audit (run frequently)
All errors must be cleared up before year end process is run
Verify 2016-17 students have the correct next school and next grade and scheduled is checked if they are to be scheduled.
Use PowerTools to clean up all enrollment and section enrollment errors, blank stored grades, grade/percentage not matching, etc
Check years and terms
Date Validation reports/exports
Next School/Next Grade
Query students by grade level (16-17 KI /enroll_status=-1)
lastfirst Student Name
schoolid Current School
grade_level Current Grade
next _ school Next Grade
Sched_NextYearGrade Next School
Data Validation Search Examples
**will show current 6th grade students that do not have grade 7 as the
next grade search for all grade levels and the next grade
**will show current 6th grade that do not have Anson Middle as next
*Anson Middle us to check current 8th grade -next grade=9,
next school 040700, 040306, 040304
*WPS use to check current 4th - next grade =5 next school=4-040330
*high schools use to check graduates - next grade =99, next school=999999
Note - all incorrect fields can be mass updated
**the mass update screen will not show students that already have the fields indicated
End of Year
Check start and dates for all sections for current year and scheduling year
Check with me before leaving for summer or going on vacation
Run rank on last time prior to committing schedule and set default frequency to Daily
Can be changed to manually whenever needed
Commit Master Schedule on or before June 24th
End of Year Repots
Refer to PowerSchool End of Year Document
Print/Save (H:) everything you possibly think you might need over the summer and next year
Email a copy to Debbie
Run School & Section Enrollment Audits (clear and errors)
Make sure years and terms are correct and have the Import File year number populated (follow commit guide)
High Schools Only
ALP Report (Anson Academy)
Populate the exit date for currently enrolled students and make sure exit date is populated for students who withdrew during the year.
Students are to be counted absent when not physically present; there is no exemption
from 180 days of attendance for seniors or exam exemptions. Students must be present ½ of the school day in order to be counted present. Note: Please refer to the attached DPI memo.
Check to make sure Next School is 999999; Next grade is 99
All grades must be entered & FF Must be entered for attendance failures prior to calculating GPA/Rank
*Check Historical Grades for students who transferred in during the year.
GDVS - Last day for entries or corrections June 13th; data will be pulled June 15th
Check seniors for CPR endorsement
Athletic Eligibilty – run before June 30th, but after all grades are final
Transcripts must be run for all students. Print before June 30th, but after all grade changes are final.
IMPORTANT: Always compare the transcript GPA with the GPA on the Ranking Report. They should match at the end of the year. If not, investigate to correct.
Note - CFNC will automatically generate transcripts 10 days following the last day of school
If stored - System - Export Historical grades, enter F1 for the store code.
Search for W2 Withdrawals - Exitcode=W2 Use entry date of July 1, 2016