Student Credit GPA Reporting

This section of the documentation covers prerequisites and processing related to reporting Student Credit GPA records through eSchoolPlus. We differentiate setup prerequisites you verify the first time you report Student Credit GPA and those you will follow each time you prepare records for this template. The procedural section describes the options and prompt selections you use to create download table records, review and correct data, re-run the download, and produce your final extract file.

Important: Make sure Student Lite and School Entry/Exit data is up to date in SIRS before you submit for any other template.

Student Credit GPA Procedural Checklist

Step
Initial Implementation Prerequisites
	In GPA Setup, verify information for the record your district uses to calculate cumulative GPA (Administration > Mark Reporting Setup > Calculation Setup > GPA Setup).
	At the building level, review Assign Course Credit Setups to confirm each school's credit rules are correct (Administration > Mark Reporting Setup > Calculation Setup > Course Credit Setup).
	Set up the district-level district-defined page, NY State Information (Administration > General Setup > District District Defined > NY State Information).
	In the building-level district-defined page, NY State Information, update the Cumulative GPA Type and Course Building Types fields (Administration > Registration Setup > Building District Defined > NY State Information).
	Verify the appropriate courses have a Transcript Building Type that is also set up for the course building in Step 4 on the building NY State Information page (Scheduling > Courses > Building Courses > Building Course Catalog).
Reporting Period Prerequisites
	Verify that student marks are up to date for the RC Run, term, or year for which you are calculating GPA.
	Run the Assign Course Credit calculation through the current Report Card Run (Mark Reporting > Utilities > Calculations > Course Credit Calculation).
	Run the GPA Calculation for your cumulative GPA Type through the current RC Run, Term, or Year, depending on the frequency defined in the GPA Setup (Mark Reporting > Utilities > Calculations > GPA Calculation).
Submission Procedures
	Run the Student Downloads option for the Student Credit GPA submission (Regulatory > Downloads > Downloads > NY Student Download).
	Review the error log that appears on your homepage (NY Student Credit GPA Download Error Log) and fix data as necessary. You can also review the downloaded data in the Student Download Summary (Regulatory > Downloads > Summary > NY Student Download Summary).
	Re-run the Student Download using the same prompts as in Step 9 as many times as you need to make sure that all errors are resolved.
	Run the Student Extracts option for the Student Credit GPA submission (Regulatory > Extracts > Extracts > NY Student Extract).
	The NY Student Credit GPA file is created in your report directory. Right-click on the file and save it to your PC. The file name will include the School Year and the Date/Time you ran the file before the csv extension.
	Upload the file to the SIRS Level 0 data validation application.

Student Credit GPA Download and Extract Prompts

Following are descriptions for the prompts you use to run the Student Credit GPA download:

Prompt	Value for Assessment File
School Year	The school year you are running the extract for (will default to the current school year).
Run Date	Choose a date for the report to be run "as of". Extract will include students who were active from the beginning of the school year provided in the School Year prompt, until the date specified in this prompt
Use Current Date	Checked if the Run Date should always be the current date. Use this if you run the Student Lite download on a scheduled basis and want to capture data as of the date the process runs.
Building Type	Select the Building Types you want to run the extract for. If you want all buildings, leave this field blank.
Use State Code Equiv. for Grade	Checked if you want to use the State Code Equiv instead of your local Grade in the file.
Have Previous Year Vector
Level 0 Validation	Checked if the download should apply the same data validation as does the SIRS Level 0 application. This is in addition to data validation already performed by the download for the Student Lite collection. If you select this option, the download logs Level 0 validation errors, if any. Refer to the SIRS Level 0 Validation Errors for a listing of possible Student Lite messages related to this prompt.
Collections Panel	Use Student Credit GPA section.
Populate Table	Check to populate the Student Lite download table.
Update Existing	Deletes records that are included in the previous download for the submission period, download, and filter criteria selected.* (For more information on clearing records, refer to Clearing Download Table Records for Deleted Data. If you select this option, you will also be prompted to determine whether download table overrides should be cleared or retained.
Clear All (For School Year)	Deletes all records for the submission period and download selected. If you select this option, you will also be prompted to determine whether download table overrides should be cleared or retained.
Clear Overrides	Deletes any overrides that were entered on the Student Download Summary.

To run the Student Extracts option for Student Credit GPA, use these prompts:

Prompt	Value for Student Credit GPA File
School Year	The school year you are running the extract for (will default to the current school year).
Location Code Length (Zero Pad)	Location Code is not referenced for the Student Credit GPA template.
Column Headers	Checked to have the CSV output file include a header row identifying each column.
Extract Options	Check Student Credit GPA field.