Cycle Grades

Grades > Cycle Grades

The Cycle Grades page allows you to review and enter end-of-cycle and end-of-semester grade data, including cycle and semester averages, working final grade, override grades, exams, citizenship grades, and comments. When all data has been entered correctly and is ready to post, you must submit the cycle and/or semester grades to the campus administrator.

For self-paced courses, see the Self-paced Courses section at the bottom of this page.

Update grades:

1.        The Semester field displays the current semester by default. Click drop-down arrow to view another semester.

2.        In the Course Section field, click drop-down arrow to select the course section for which you want to enter cycle and/or semester grades.

3.        Click Retrieve Data. The semester-cycle grades table displays all students currently enrolled in the course section.

      Students are sorted by last name, unless you have specified a custom sort order on the Arrange Student Order page.

      You can use the following keys to navigate the fields:

o      Press ENTER after you enter each grade to move down the list to the next student. Press SHIFT+ENTER to move up the list. You can also press the up and down arrow keys to move up and down the list.

o      Press TAB to move across the list to the next assignment. Press SHIFT+TAB to move back to the left.

      The ID field displays the student's ID. Click the student ID to view the student's profile.

      The Name field displays the name of the students in the course.

      If the course is set up to post alphabetical grades, and the Show averages as alpha field on the Assignment Grades page is selected, alphabetical cycle grades are displayed. Otherwise, numeric cycle grades are displayed.

      Withdrawn students are not automatically displayed. To see withdrawn students in the list, select Show Withdrawn Students. A withdrawn student has the message "withdrawn" and the withdrawal date displayed by his name. The withdrawal date may be the student's withdrawal date from school or his withdrawal date from the class.

To hide withdrawn students, clear Show Withdrawn Students.

      No data is displayed for future cycles.

      No Show students are not displayed.

      Once saved, failing grades are highlighted in pink.

Note:

For transfer students, the prior cycle grades are entered at the campus level.

4.        The columns can be sorted according to your preferences.

Closed Cycles/Semesters

For cycles and semesters that are closed, the following applies:

      For closed semesters, the posted semester grades are displayed under the Posted Sem: # heading, where # is the closed semester. Click Expand Previous Semester Detail to view all data for the closed semesters, including the cycle grades, semester exam grades, and semester averages. If you are currently in the first semester, the Posted Sem # heading is not displayed.

Semester averages may or may not be displayed depending on your semester exam pattern and number of semesters.

      A previous semester average is not displayed for one-semester courses or two-semester courses that use semester exam pattern 2.

      For four-semester courses that use semester exam pattern 2, the previous semester average is displayed.

      For four-semester courses that use semester exam pattern 1, the three previous semester averages are displayed.

Click Collapse Previous Semester Detail to hide data for the closed semester.

      Posted cycle grades for the current semester are displayed under the Posted Cycles heading below the cycle numbers. If you are currently in the first cycle of a semester, the Posted Cycle heading and cycle numbers are not displayed.

      If a cycle or semester is closed, the average is pulled from the grade course record and is display only. If an override grade was entered for the cycle or semester grade, the override grade is displayed.

      For data on a posted cycle, click the cycle average. A dialog box opens to display the posted cycle average, calculated cycle average, citizenship grade, and report card comments for the cycle. Click close to close the dialog box.

(iTCCS only) If the Posted Cycle Average and Calculated Cycle Average are different, you can request that a student's posted grade be updated in the grade course record:

      Click to submit the request. The request is submitted, and a message is displayed indicating that the request was sent. Click close to close the dialog box.

      If you click the cycle average again before the request is approved, a message is displayed indicating that a grade update is pending. If necessary, you can retract the request by clicking the X button. If you retract the request, a message is displayed indicating that the request was canceled. If you close and reopen the dialog box, the button is displayed again allowing you to submit a request for a grade change.

Current Cycle

For the current cycle, the following applies:

      Current cycle information appears under the Current Cycle: N  heading, where N is the cycle number.

      Current cycle information includes the following:

      The Average/(Auto Grade) field displays the student's working cycle average, which is based on the data entered up to this point on the Assignment Grades page. This value is recalculated as assignment grade data is entered or changed for the student. The average becomes the student's cycle average, unless the cycle grade is pre-posted or an override grade is entered in the Override field (either by the teacher or an administrator).

      If the grade in this field is an auto grade, the grade is displayed in parentheses in a lighter shade than a working cycle average. The auto grade is not displayed if the student has a working cycle average.

      For more information on calculating averages, view the Help for Weighting Type on the Administer Categories page.

      The Override field allows you to override a student's working cycle average with a different grade (e.g., if the student's working cycle average is 69, you may give the student a cycle grade of 70). You can also type N/G to assign an override grade of no grade.

      If the student's cycle grade is pre-posted, the pre-posted grade is displayed in this field. You cannot override a pre-posted cycle grade.

      If you post an override grade for a student even if there are no categories for the course, the weighting type is automatically set to percentage.

      The Citizenship field allows you to enter the student's citizenship grade for the current cycle. Valid grades are E, S, N, U, A, B, C, D, and F.

For Leander ISD elementary campuses, this field is named Effort instead of Citizenship.

Note:

·       The campus may have the citizenship grade set to automatically give all students a default grade. If so, you only need to enter a grade for students whose citizenship grade differs from the default.

·       For iTCCS users, if the campus does not give citizenship grades, or if you are not allowed to post citizenship grades, the Citizenship field is not displayed.

      The Report Card Comments field allows you to enter up to five one-character comment codes to specify the comments you want to print on the report card (e.g., Excessive Talking and Finishes Work On Time).

For a list of valid report card comment codes and descriptions, click Show Comment Legend. The comment legend is displayed on the right side of the page allowing you to view valid codes. To hide the comment legend, click Hide Comment Legend.

      (TxEIS only) The Report Card Narrative field is displayed if enabled at the campus level, and only displayed for the current cycle. You can type up to 5000 characters which will appear on the student's report card.

      For Elementary English Language Arts courses at elementary campuses only, the Reading Level column is displayed. In the Reading Level field, click drop-down arrow to select the student's reading level.

o      For iTCCS, this column is only available for Leander ISD, and the column is displayed if the course has the word "reading" in the course title. The options are: Above, Below, or On grade level.

o      For TxEIS districts, the column is displayed for credit level E courses that have a service ID with ELLA. The available options are set by the district in the TxEIS Student system. The Reading Level field is only displayed if the table is setup in TxEIS Grade Reporting on Maintenance > Gradebook Options > District > Reading Levels.

      For Leander ISD elementary campuses only, under Notes, you can add notes about the student. The notes are specific to the campus, semester, cycle, and student; however, these notes are not unique to the course section, which means that all teachers who have the student for the current semester/cycle will be able to view and update the notes. Click the note icon to open the Student Cycle Note dialog box.

o      If no notes exist, the icon is gray note icon gray.

o      If notes exist, the icon is green with an N existing note icon green.

Last Cycle (End of Semester)

During the last cycle of a semester, the following applies:

      End-of-semester information is displayed under the Semester Grades heading.

      End-of-semester information includes the following:

      The Exam field allows you to enter the student's semester exam grade.

      If the exam grade is incomplete, type I. If an I is saved and posted for either a cycle average or exam grade, the semester grade will be I.

      If the student is exempt from the exam, type X.

o      To fill all blank exam grades with X (exempt), click Fill Exempt Exams. All blank grades for the exam are changed to X.

o      If the student has a pre-posted exam grade, it is displayed in the field and cannot be changed.

      The Working Average field displays the student's working semester average, based on the data entered up to this point. The value is recalculated every time you access the page, click Calculate Semester Averages, or save grades.

      The Override field allows you to override a student's working semester average with a different grade (e.g., if the student's working cycle average is 69, you may give the student a cycle grade of 70). You can also type N/G to assign an override grade of no grade.

      The Posted Average field displays the posted semester grade. The field is blank until a semester grade is posted.

      For campuses that do not have semester exams every semester (e.g., a four-semester campus that has semester exams at the end of the second and fourth semesters), the semester averages are only calculated if there is a semester exam for the current semester.

      During semesters that have semester exams, the following applies:

o      The Exam field is displayed.

o      The Working Average field displays the average of the cycles since the last semester that had an exam. The semester exam is included in the calculation according to campus settings.

o      If the current cycle is the last cycle of the semester, the Exam and Working Average fields are displayed under the heading Semester Grades. Otherwise, the working semester average is displayed under the heading Semester Average.

o      When you view a previous semester that has a semester exam, the Exam and Working Average fields display the posted grades.

o      You cannot enter a semester exam grade for a standards-based/skills-referenced course.

      During semesters that do not have semester exams:

o      The Exam field is not displayed.

o      The Working Average field displays the average of the cycles since the last semester that had an exam.

o      When you view a previous semester that does not have a semester exam, neither the exam nor the semester average is displayed.

      If a final grade has been posted for the course, the grade is displayed under the Working Final Grade heading.

      If the semester is closed, the Posted Average field displays the average from the grade course record.

      If a cycle grade is blank, the semester grade is not calculated.

      For the final grade, the following applies:

      Final grade information is displayed under the Working Final Grade heading.

      The working final grade includes the posted semester average for any previous semesters and the working semester average for the current semester.

      If a posted semester average exists for the current semester, the posted semester average is used in the final grade calculation. If there is no posted semester average for the current semester, but an override semester grade exists, the override grade is used in the final grade calculation.

      The working final grade is recalculated if a semester exam is administered or an override grade is entered for the current semester.

      For an elementary course that is set to calculate grades using the cumulative year-to-date average (which does not use semester grades), the working final grade will include each posted cycle grade.

Example 1: (Cycle 1 + Cycle 2) / 2 = working final grade for cycle 2.
Example 2: (Cycle 1 + Cycle 2 + Cycle 3) / 3 = working final grade for semester 1.
Example 3: (Cycle 1 + Cycle 2 + Cycle 3 + Cycle 4 + Cycle 5 + Cycle 6) / 6 = working final grade for semester 2.

      For students who were enrolled in a different section of the same course during a previous semester, the working final grade includes the posted semester average for the other section (TxEIS only).

      The working final grade is not displayed for campuses that use the semester grading concept.

      For situations where a student has been enrolled in more than one section of the same course during the first semester, and another section of the course during the second semester, the following applies:

o      If a semester average exists for only one of the first semester course sections, the semester one average is used to calculate the working final grade.

o      If a semester average exists for both of the first semester course sections, the system does not determine which average to use for the first semester. In this case, a question mark (?) is displayed for the semester one average and the working final grade.

Note:

If the student was enrolled in one section of a course during semester one, and another section of the same course in semester two, the average for each semester is used to calculate the working final grade.

Save and print grades:

You must save your grades before you exit this page. Otherwise, your changes will be lost.

Important:

Saving grades is different from posting grades. You can only post your grades once at the end of the cycle, as described below; however, you must save any changes every time you visit this page. This allows you to leave this page and return as you enter cycle grade data.

      In the PIN field, type your four-digit PIN.

      Click Save.

      If your changes are saved successfully, the page reloads, and a message is displayed indicating that the cycle grades were saved successfully.

      If you enter an invalid grade, the grade is highlighted in red, and an error message is displayed at the top of the page. You must correct the error before you can save any changes.

      If you type your PIN incorrectly, the system notifies you that you provided an invalid PIN. You must provide the correct PIN to continue.

      If you change any data on the page and then attempt to leave the page without saving the changes, a warning message is displayed. This includes attempting to change the Semester or Course Section fields before you save changes.

To print the cycle grades displayed on the page, click Print. The Print dialog box opens allowing you to select your printer and settings. Click Print to continue, or click Cancel to cancel printing.

Post cycle and/or semester grades:

After you enter cycle and/or semester grades data for the course, review your input carefully, and save all changes. Once the data is posted by the campus administrator, you cannot change any data. If you discover an error after grades are posted, you must contact the campus administrator to correct any errors.

After grades are posted and the cycle is closed, you can make changes to the grades and view the working cycle average (e.g., for a student who missed the last few days of a cycle due to illness); however, you cannot post any changes. Instead, print your changes and submit your printout to the campus administrator.

When you are satisfied with your input for one or more of the cycle grades, notify the system that you are ready to post.

      Click the Select courses to mark grades as Ready to Post link. This link is only displayed for current cycles that are open for posting. The campus determines when the cycle is open and closed for posting.

      A dialog box opens allowing you to select the course sections that are ready to post. All eligible courses are listed. Select the course(s), and then click Select.

      The dialog box closes, and the selected course(s) are listed below the PIN field. To change the selected courses, click Cancel. The dialog box opens allowing you to reselect the course(s).

      In the PIN field, type your four-digit PIN. The field is disabled for inquiry-only users.

      Click Continue to indicate that your grades for the selected course(s) are ready to post, or click Cancel to cancel the action.

      If your changes were saved successfully, the page reloads, and a message is displayed indicating that the cycle grades were successfully sent to be posted. The message "[READY]" is displayed in the Course Section drop-down list next to the course.

      If you typed your PIN incorrectly, the system notifies you that you provided an invalid PIN. You must provide the correct PIN to continue.

      You can submit your grades more than one time if you make a change shortly after mark the grades as ready to post; however, once the data is posted by the campus administrator, you cannot change any data.

Note:

·       The campus administrator can run a report to determine which teachers have posted their grades and which teachers have not yet posted their grades.

·       If the campus option is set to include exam grades in the semester average, a warning message is displayed if you do not enter an exam grade.

Self-paced Courses

For self-paced courses, the following applies:

      A modified version of the Cycle Grades page is displayed to accommodate cycle grade data for self-paced courses.

      If assignment grades are recorded for the self-paced course, the average (based on the assignment grades) appears under Cycle Average. The use of assignment grades is optional for self-paced courses.

      The final grade must be manually entered in the Override field, regardless of the data in the other fields.

      The semester grades for self-paced courses are automatically posted when they are saved. Type your PIN, and then click Save. If your changes are saved successfully, the page reloads, and a message is displayed indicating that the grades were saved successfully.