Use this page to view information for the criteria you use to calculate student's eligibility for athletic and club activities. The setups are defined for each building.
Note
Report card eligibility setups are stored in the same tables as Honor Roll Setups. The system sets the group to ELIG for all report card eligibility setups. Eligibility types are displayed as honor rolls on the Course Catalog, Master Schedule, and Level Table pages.
If needed, enter criteria on the search page for a Simple or Advanced Search, and then click Load.
On the Search Results panel, click the setup's link.
On the Report Card Eligibility Setup page's Definition panel, click (Additional options), then select Define Alternate Language Messages.
On the Alternate Language Messages window, enter translations for languages as needed.
Click OK.
If you have made other changes for the eligibility setup that you want to save, you must click Save. If you only changed the translations for the message, the changes were saved when you clicked OK.
If needed, enter criteria on the search page for a Simple or Advanced Search, and then click Load.
Click (Additional options), then select Run Report. The report will open in a new tab in your browser.
Fields
Definition Panel
Field
Description
Building
Building associated with the eligibility setup.
Eligibility Type
Code for the eligibility setup. Character/5
Description
Description for the eligibility setup. Character/255
Processing Order
Order that the eligibility setup should be processed. If a student is disqualified by the first eligibility setup, then the student is not processed by the next setup.
Student Grades
List of student grades that should be included in the eligibility calculation.
Select codes from the field's drop-down list, or click (asterisk) to select all codes, then remove any that do not apply.
Active
Checked if the eligibility setup is active for the current year.
Include as Default
Checked if all courses added in the Course Catalog should be included in this eligibility setup type by default. When course-sections are added to the Master Schedule, the Course Catalog's setting defaults to the Master Schedule.
When you save a new eligibility setup and you have checked this field, existing Course Catalog and Master Schedule records will be updated to be included in this eligibility setup type.
Eligibility Message
Message to print when student is not disqualified by this setup. Character/255
Eligibility Status for Disqualified Students Panel
Use this panel to select how the eligibility status should be set for students who are disqualified by this setup.
Field
Descriptiion
Set Status Based On
Series of checkboxes to determine how the eligibility status should be assigned.
Select:
Calculation Only - to base the student's eligibility status solely on the criteria. In this case, eligibility is determined by the criteria without regard for the student's current eligibility. The student's overall eligibility status is determined by the most severe status actively assigned to the student for one of the eligibility types, for example, for report cards or behavior. If you select this option, use the Status field to the right of the option to specify the status to assign when a student meets the criteria. Current Status - to base the student's eligibility status on both this criteria and the student's current eligibility status. For example, if a student's status is Eligible, the calculation could change this to Probationary, and if the status is already Probationary, the calculation could change it to Ineligible. If you select this option, use the Current Status grid that displays to the right of the option to specify the progression of status codes.
Status
The status to assign if the student meets the criteria.
This field can be accessed only if the Set Status Based On field is set to Calculation Only.
Current Status Grid
Use this section to set up the eligibility status codes to assign when students are disqualified by this setup. The section enables the assignment of a particular code based on students' current status codes. For example, you could set up a progression where students' status can change from Eligible to Probationary and from Probationary to Ineligible.
This grid can be accessed only if the Set Status Based on field is set to Current Status.
Current Status
Select the eligibility codes to use to specify the next progression of eligibility status. You can select multiple codes from the field's drop-down list. For example, the codes in this field could reflect that students are eligible.
New Status
Select the eligibility code to assign when the student meets the criteria and is currently assigned one of the codes displayed in the Current Status field.
(Delete)
To delete a record, select the row's Delete checkbox, then click Save.
Duration of Status
Select the appropriate duration for the status assigned when a student meets this criteria. The duration determines the expiration date for the status.
When the Overall Eligibility Calculation is run, the student's status will be calculated based on all eligibility records that have not expired. The status also depends on other eligibility calculations, such as the Attendance Criteria Calculation, Behavior Criteria Calculation, and Progress Calculation.
Select:
SD - School Days - to specify that the student is ineligible for the number of school (membership) days entered in the Number of Days field. For example, if a student should be ineligible for 3 weeks of school days, enter 15. CD - Regular Calendar Days - to specify that the student is ineligible for the number of calendar days entered in the Number of Days field. Calendar days do not consider whether school meets on those days. For example, if a student should be ineligible for 3 weeks, enter 21, which would include weekends and other non-membership days within the period. (Duration Type) - to use durations defined for your building, such as Marking Period or Quarter. In addition, the system allows future durations to be applied by appending "Next" to the beginning of these options, for example, Next Marking Period or Next Quarter.
Duration Type Examples (Quarter)
Quarter - Use this option to specify that the student is ineligible for the remainder of the current marking period. The expiration date for the ineligibility will be set to the end date of the marking period as specified in the Marking Period Weeks record. Next Quarter - Use this option to specify that the student is ineligible for the entire next marking period. The effective date for the ineligibility will be set to the start date of the next marking period, while the expiration date will be set to the period's end date. These dates are specified in the Marking Period Weeks records.
Number of Days
Indicates the number of days the student is ineligible for activities. This field can be accessed only if you selected School Days or Regular Calendar Days in the Duration of Status field.
Calculation Panel
GPA Section
These fields affect how the eligibility calculation uses GPA.
Field
Description
Include GPA
Checked if qualification for eligibility is based on a minimum and/or maximum GPA.
Current or YTD (Year to Date)
If eligibility qualification is based on GPA, indicates if the GPA should be calculated for the current report card run or for all report card runs for the year-to-date.
Select:
C - Current - to calculate the GPA based on courses and marks for the current report card run. Y - Year to Date - to calculate the GPA based on courses and marks for the year-to-date.
Minimum
Minimum GPA that a student must have to qualify for activities based on this setup. For example, enter 3.00 if students need to have at least a 3.00 GPA to participate.
Maximum
Maximum GPA that a student may have to qualify for activities based on this setup. For example, enter 3.500 if students cannot have more than a 3.500 GPA to participate.
Precision
Indicates the precision of the GPA value.
Select:
0 - 0 Decimal Places (example 4) calculates the GPA with no decimal value. 1- 1 Decimal Place (example 4.0) calculates the GPA to one decimal position. 2 - 2 Decimal Places (example 4.00) calculates the GPA to two decimal positions. 3 - 3 Decimal Places (example 4.000) calculates the GPA to three decimal positions. 4 - 4 Decimal Places (example 4.0000) calculates the GPA to four decimal positions.
Credit Section
These fields affect how the eligibility calculation evaluates the minimum credit.
Field
Description
Credit to Use
Determines the attempted credit to use in GPA and minimum credit calculations.
Select:
1 - 1.0 Credit for Each Course - to base credit for all courses on the same credit value, regardless of how credit is defined in the Master Schedule. M - Master Schedule Credit - to base the credit on the attempted credit for the course's mark reporting record. This credit is based on the attempted credit entered in the Master Schedule. C - Use Greater of MS Credit or 1.0 - to base the credit on the course's mark reporting attempted credit if it is greater than 1.0 or 1.0 if the Master Schedule credit is less than or equal to 1.0.
Use Partial Credit
Checked if the calculation should use partial credit for courses. Partial credit is calculated based on when the mark type selected in the Mark Types section is issued. The calculation divides the course credit by the number of times the mark type is issued. For example, assume that a full year course receives 1.0 credit and the course receives a marking period grade in marking periods 1- 4, then the credit for a marking period is 1.0/4 =.25.
If this checkbox is not selected, then the full credit is used for the marking period.
Minimum Attempted Credit
Minimum credit that the student must be attempting. For example, enter 4.00 if students must be attempting a minimum of 4 credits.
Attempted credits are calculated based on whether a mark has been issued for the course for one of the mark types selected in the Mark Types section.
If you are not including blank marks in the calculation and the student has a blank mark, that course's credit will not be included in the attempted credits total.
If there is no minimum number of credits, leave the field set to 0 (zero).
Minimum Earned Credit
Minimum earned credit requirement. For example, enter 4.00 if students must earn a minimum of 4 credits.
Include Non-Eligibility Courses
Checked if the credit total should include courses that are not included in the eligibility type. The Master Schedule record determines whether a course is included. For example, select this checkbox if the physical education class is not included in the GPA calculation for eligibility, but should be used to meet the minimum credit requirements.
Courses Section
These fields affect how the eligibility calculation evaluates the number of courses.
Field
Description
Include Courses Not Ended
Checked if the number of courses for a student should include courses that are not completed. For example, select this checkbox if you want to run the calculation in marking period 3 and include courses that the student is taking in marking period 3 that end in marking period 4.
Minimum Number of Courses
Minimum number of courses that a student must take to be eligible for activities. For example, enter 8 if students must take 8 courses to have a full course load. The system checks scheduled courses for the student - either all scheduled courses or all courses included in the eligibility type.
If there is no minimum course requirement, leave the field set to 0 (zero).
Include Non-Eligibility Courses
Checked if the number of courses should include courses that are not included in the eligibility type. The Master Schedule record determines whether a course is included in the eligibility type. For example, select this checkbox if the physical education class is not included in the GPA calculation for eligibility, but should be used to meet the minimum number of course requirement.
Mark Types Section
In this section, select the mark types to use to evaluate options in the Marks Panel and to return the point value to use to calculate the GPA.
Mark types are processed in the order shown. The calculation first uses the mark type in the top row. If that mark type is not found, then the calculation uses the mark type in the second row, and so forth. For example, if Sem (semester grade) is listed first and MP (marking period grade) is listed second, the calculation will use the Sem mark if found, otherwise the calculation uses the MP mark.
To change the order of marks, click the tab to the left of the Code field and drag and drop it to the appropriate location.
Field
Description
Code
Code for the mark type to use. To calculate the GPA, the calculation uses the point value for the mark entered for the selected mark type.
Select codes from the field's drop-down list, or click (asterisk) to select all codes, then remove any that do not apply.
(Delete)
To delete a record, select the row's Delete checkbox, then click Save.
Marks Panel
Blank Marks Section
Field
Description
Include Blank Marks in Calculations
Checked if blank marks should affect the Report Card eligibility calculation.
Disqualify Based on Blank Marks
Checked if students should be disqualified from participating in activities based on the number of blank marks.
Maximum Allowable Blank Marks
Maximum number of blank marks that a student can have and still be eligible for activities. For example, enter 2 if the student is allowed to participate if two courses have blank marks, but not if three courses have blank marks.
Disqualify students who do not have all of the following marks
Each row is a statement that determines how marks qualify the student for activities.
The statement below illustrates how rules are defined:
(Minimum Number) marks of (Low Mark) to (High Mark) for (Course Level) courses.
For example, the following image shows a setup that requires a student to have at least three As to be eligible for activities:
Field
Description
Minimum Number
Select the number of marks they need.
To indicate all of a student's marks must meet the criteria, select the All checkbox.
To specify a number for the minimum, enter a number. For example, if a student must have at least two B marks or higher, enter 2.
Mark Range
In the first field, enter the lowest mark that applies to this range.
In the second field, enter the highest mark that applies to this range.
Course Level
Select the level of the courses that the rule applies to. You can apply the rule to any courses or to courses that use a specific level table.
To indicate that the rule applies to courses assigned to any level, select the Any checkbox.
To indicate that the rule applies to courses assigned a specific course level, select the level code.
(Delete)
To delete a record, select the row's Delete checkbox, then click Save.
Disqualify students who do not have any of the following marks
Each row includes a series of fields that determine how marks disqualify the student for activities. The statement below illustrates how rules are defined:
(Minimum Number) marks of (Low Mark) to (High Mark) for (Course Level) courses.
For example, the following image shows a setup that disqualifies a student from activities if the student has more than one C or any Ds or Fs:
Field
Description
Minimum Number
Select the number of marks that disqualify the student.
To indicate that the student is disqualified if any of student's marks meet the criteria, select the Any checkbox.
To specify a number for the minimum, enter a number. For example, if a student is disqualified if they have two or more C marks or lower, enter 2.
Mark Range
In the first field, enter the lowest mark that applies to this range.
In the second field, enter the highest mark that applies to this range.
Course Level
Select the level of the courses that the rule applies to. You can apply the rule to any courses or to courses that use a specific level table.
To indicate that the rule applies to courses assigned to any level, select the Any checkbox.
To indicate that the rule applies to courses assigned a specific course level, select the level code.
(Delete)
To delete a record, select the row's Delete checkbox, then click Save.
Comments Panel
Field
Description
Comment
List of comments that disqualify a student from participating in activities. If a student receives the specified number or more of this comment for report cards, the student will be ineligible for activities. For example, enter PC (Poor Conduct) if students are disqualified if the teacher has entered a comment indicating a behavior problem.
Number to Disqualify
Number of times that a student must receive the comment to be ineligible for activities. For example, if students cannot participate if they have more then 2 comments of disruptive in class, enter 2. A student will be disqualified if the student gets this comment 2 or more times for the marking period.
If the student should be disqualified for any occurrence of the comment for the marking period, enter 1.
(Delete)
To delete a record, select the row's Delete checkbox, then click Save.
Absences Panel
Field
Description
Absence Type
List of absence types to use as criteria. For example, if students cannot have more than three unexcused absences for a class, select the absence type for unexcused absences.
Absence types are defined in the Absence Types option (Administration > Mark Reporting Setup > Setup > Absence Types) and totals may reflect absences for multiple attendance codes.
Maximum Allowable
Maximum absences that the student may have for a class for this absence type. If the student's total exceeds this number, the student cannot participate. For example, if students cannot have more than three unexcused absences, enter 3.
(Delete)
To delete a record, select the row's Delete checkbox, then click Save.
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