Report Card Cycle Procedures

This topic provides an overview of the process for generating report cards that print course data.

1. Update the MR Building Configuration (Administration > Mark Reporting Setup > Setup > MR Building Configuration) to:
   • Change the Current RC Run field to the current report card run that the building is processing. Teacher Access Center and Report Card by Course options default to the current report card run and calculations also use the Current RC Run value to determine whether a course is completed.
   • Verify that the correct settings are selected on the Teacher Access panel so teachers can enter information as needed in TAC.
2. Run the Scheduling/RC Synchronization (Mark Reporting > Utilities > Build Report Card Data > Scheduling/RC Synchronization) option before you begin report card processing in the beginning of the year to create report card records. Before teachers begin entering grades, you should always synchronize scheduling information to update report card records. This option:
   
   • Creates and updates report card records to reflect changes made to a student's schedule.
   • Updates report card records to reflect changes to courses in the Master Schedule.
   • Trails grades for courses that users have trailed in Scheduling.
   You may need to repeat this step before printing report cards if you make changes to student schedules or the Master Schedule that you want to have reflected on the report cards for the current report card run. For example, if credit information was incorrect for a course and you updated the Master Schedule to the correct credit, then you must run the Scheduling/RC Synchronization option to update the attempted credit in the report card records for students.
3. If teachers can view absence totals for a class when entering grades, run the Transfer Class Attendance to RC (Mark Reporting > Utilities > Calculations > Transfer Class Attendance to RC) option to transfer the absence totals for the absence codes specified for an absence type to report card records.
4. Enter grades, comments, attendance and course competency information using one of the following options:
   • Teacher Access Center - Teachers can enter grades for students on a page that lists all students in the course for the marking period. If the teacher uses Gradebook, they can load grade information for report cards.
   • Report Card By Course - Users can enter grades for the current marking period on a page that lists all students in a course. Click By Competencies tab to enter assessments for course competencies. (Mark Reporting > Entry & Reports > Office > Report Card by Course)
   • Report Card Summary - Users can view grade and comment information for all marking periods of a course for a student. (Mark Reporting > Entry & Reports > Student > Report Card Summary)

5. If your building calculates mark types based on Gradebook averages or on the averages of other mark types, run the appropriate average calculations as needed.

   If	Then
   Teachers load marks in Teacher Access Center	Teachers run the Load from Gradebook option on TAC's Report Cards page.
   Mark type is calculated based on Gradebook averages and IT staff runs the option to load marks	Run Gradebook Averages Calculation (Mark Reporting > Utilities > Calculations > Load Gradebook Averages)
   Mark type is calculated based on the average of other mark types entered by a teacher. For example, the final mark is calculated as the average of the marking period and exam mark types.	Run Mark Averages Calculation (Mark Reporting > Utilities > Calculations > Mark Averages Calculation)

6. Run selected Mark Reporting reports to verify and analyze report card data.
   • Missing Submission - Lists the teachers who have not submitted grades using Teacher Access Center. If any information has been entered for the class, the submission is not considered missing even if the teacher only submitted part of the data. (Mark Reporting > Entry & Reports > Report Card Reports > Missing Submission)
   • Verification Sheets - Provides grade entry verification information for teachers. (Mark Reporting > Entry & Reports > Report Card Reports > Verification Sheets)
   • Comment Usage Report - Displays comment usage totals to help you determine which comments are used most frequently. (Mark Reporting > Entry & Reports > Report Card Reports > Comment Usage)
   • Mark Usage Report - Displays totals to help you analyze the marks that have been issued. You can sort the report by course or teacher. (Mark Reporting > Entry & Reports > Report Card Reports > Mark Usage)
   • Student Mark Summary - Lists students who have received specific marks or blank marks. You may use this to print a list of students who are in danger of failing a grade. (Mark Reporting > Entry & Reports > Report Card Reports > Student Mark Summary)

7. Run the following calculations as applicable to your building:

   To Print Report Cards that Include	Run
   Class absences for a course based on information entered in Attendance	Transfer Class Attendance to RC (Mark Reporting > Utilities > Calculations > Transfer Class Attendance to RC)
   Honor roll messages and a current GPA total	Honor Roll Calculation (Mark Reporting > Utilities > Calculations > Honor Roll Calculation)
   Semester GPA	GPA Calculation (Mark Reporting > Utilities > Calculations > GPA Calculation)
   Cumulative GPA and Class Rank	GPA Calculation (Mark Reporting > Utilities > Calculations > GPA Calculation) then Rank Calculation (Mark Reporting > Utilities > Calculations > Rank Calculation)
   Earned credits for courses	Course Credit Calculation (Mark Reporting > Utilities > Calculations > Course Credit Calculation)
   Daily attendance totals	Attendance Error Scan (Attendance > All > Utilities > Attendance Error Scan) then Attendance Day Totals Calculation (Attendance > All > Utilities > Day Totals Calculation) then Interval Totals Calculation (Attendance > All > Utilities > Interval Totals Calculation).

8. If your district has state reporting requirements to report state course records based on local courses, you also need to run the Course Equivalency Calculation (Mark Reporting > Utilities > Calculations > Course Equivalency Calculation) option.
   If you assign credit based on the state course records, you must run the Course Equivalency Calculation option prior to running the Course Credit Calculation.
   If you calculate averages for state courses, you must run the Course Equivalency Calculation option prior to running the Mark Averages Calculation.
9. Verify data and make corrections as needed. You may need to repeat various steps of the report cards cycle to correct report card information.
10. Run the Print Report Cards (Mark Reporting > Entry & Reports > Report Card Reports > Print Report Cards) option to generate report cards for students.
    • The first time you run this option for a report card run, you must enter a check in the Refresh MR Data Before Print box to create the data warehouse.
    • Also, if you have changed report card information and you want the information to be reflected on the report cards for the current run, you must generate the data warehouse before printing report cards.
11. If you calculate student activity eligibility based on Report Cards information, run the eligibility Report Cards Calculation option (Registration > Entry & Reports > Eligibility Calculations > Report Cards Calculation) for the appropriate report card run.
12. If you calculate students as at risk based on Report Cards information, run the at risk Report Cards Calculation option (Interventions > All > At Risk > Report Cards Calculation) for the appropriate report card run.