1. 2015 WVDE REGIONAL SCHOOL COUNSELOR CONFERENCE SUPPORTING STUDENT SUCCESS: A SHARED VISION

2. SETTING GRADUATION YEAR AND THE NEXT YEAR LINE

3. SETTING THE GRADUATION YEAR FOR CLASS 12 IN PREP FOR SETTING NEXT YEAR LINE CLASS DEFINITIONS - STU.221

4. SET NEXT YEAR DISTRICT, SCHOOL, CLASS - SCH.608

5. PRINTING THE GRADUATION DATE AT THE TOP OF THE TRANSCRIPT SET DATE OF GRADUATION - GRD.601.

6. ALTERING NEXT YEAR LINE FOR NK, SS, RETAINEES, AND DOUBLE PROMOTIONS MAINTAIN STUDENT INFORMATION - STU.301

7. PROMISE SCHOLARSHIP

8. PROMISE SCHOLARSHIP DATA - PRM.DTA

9. CHECKING THE PROMISE DATA FOR ACCURACY  Missing courses will need to be reviewed. If a student is currently taking the course but does not yet have credit for the course, it will show in the missing courses list. Likewise, if a student has transferred in from another state, they may have an equivalent course.  If you receive a social security number error, that must be corrected. If it’s in WVEIS, you will want to correct and run the build file again after checking with other counselors.  Always check with other counselors prior to running the build file after the first time. The build file option will remove any manual qualified students that have been noted.  Verify data has been finalized by noting the status by the school name

10. MALINDA’S PROMISE FAQ’S  Act and sat scores are not collected from WVEIS, HEPC receives them directly from the testing agency  The program calculates core and overall GPAs based on final grades in the transcript file and final grades not posted  Required core courses missing will be listed, if currently in the course it will not be listed  If the student is currently enrolled in a course and no final grade exists the GPAs will have an * beside them flagging the GPA as calculated only on existing final grades  All students are sent to HEPC, qualified students will not be awarded unless they have applied for promise  Only student identifying information for matching purposes, core and overall GPAs and a flag of whether they are eligible or not based on the GPAs and having the required courses are sent to HEPC  Promise applications closed march 1  An 8 th semester promise file will be collected the first part of June for an overall final grades calculation and course requirements for use with a 2 nd round of awards

11. TRANSCRIPTING GRADES FROM INSIDE THE WV PUBLIC EDUCATION SYSTEM  WVEIS will transfer all transcript grades when a student is enrolled at the new school, using the student id number from the transferring county  Using social security number and birth date helps identify an existing student number in WVEIS  When dropping a student, transcript grades and post summarized absence history (county policy may vary on this)

12. TRANSCRIPTING GRADES FROM OUTSIDE OF WV PUBLIC EDUCATION  When a student enrolls in WV public education from private, parochial school, or from out of state, the automatic transfer of transcript records cannot happen. Instead, the sending school should forward a transcript of the students academic progress to date.  In order to give these students the same benefits enjoyed by our WV public education students, the school enrolling the student should record these classes as follows:  Carefully examine the student’s transcript to determine which courses your school is willing to accept as valid. (It would be a good practice to establish guidelines for your school regarding courses that will be accepted, or courses that will need further review before being accepted.  At a minimum, each core course (at the middle school level) or course for high school credit (at both middle and high school levels) should be recorded, each as a separate transcript entry, provided your school is willing to accept that the course and grade given are valid reflections of the student’s ability.

13. ENTERING THE COURSE IN THE TRANSCRIPT PROGRAM  For the school and district, use your school number and district (ex. School 308 and district 012) as the school accepting the out of state credit as valid.  For the course code, match the course with the most appropriate course id from the course code manual (http://wveis.K12.Wv.Us/wveis2004/support.Htm). Your county WVEIS contact and/or curriculum director can provide guidance should you need help identifying the proper course ID.  For the fifth and sixth digits, use o0 (capital letter o, then the number 0). For example, sixth grade math would be 3006O0.  For the title, use OTH then the subject name. For example, OTH math 6.  All other fields should be completed as normal. Use the grade and credit given by the previous school.  Once you have finished recording all accepted credits, you may choose to print a WV transcript for the student record file

14. STU.EDT – STUDENT EDIT REPORTS

15. STUDENT EDIT REPORTS - STU.EDT  It has never been easier to run edits and keep data clean!  Data in real time  May be run independently  May be run at any time during the year  Can rerun once corrections are complete  Reports may also be downloaded to a pdf by clicking “click to view as PDF” at the upper right corner of the listing.  Only visible on the principals menu

16. COUNTY/SCHOOL EDIT LINK MENU STU.EDT

17. 1. ENROLLMENT HISTORY EDITS 1. ASSIGNED AND ENROLLED BUT CURRENT CLASS AND REGISTER DO NOT MATCH  Identifies students who have a different this year class level on basic tab compared to register on enrollment tab

18. 2. ASSIGNED AND ENROLLED BUT SEX AND SUBREGISTER DO NOT MATCH  Identifies students who have a different sex on basic tab compared to sex on enrollment tab

19. 3. ASSIGNED STUDENTS NOT ENROLLED  Identifies students enrolled in your school without an enrollment code for your school. This information can be accessed on the enrollment tab.  Summer school graduates and early graduates will also appear on report. These students are correct. They must stay in until promotion is run.

20. 4. ASSIGNED STUDENTS WITHOUT ENROLLMENT HISTORY  Identifies students who have no enrollment, transfer, or drop code on their enrollment tab.  The PK and NK students will also appear on this report. These students are correct. They must stay in until promotion is run.

21. 5.ENROLLED IN MORE THAN 1 REGISTER, EXCLUDES SUMMER SCHOOL  Identifies students who have two enrollment codes with no transfer code to remove them from their previous school  This information can be accessed on the enrollment tab.

22. 6.ENROLLED BUT NOT ASSIGNED  Identified students who have been dropped from your school without a transfer or drop code.  This information can be accessed on the enrollment tab.

23. 7. ASSIGNED AND LAST EW DOES NOT MATCH  Identifies students whose last entry code was for a school other than yours.  This information can be accessed on the enrollment tab

24. 2. AGE RELATED EDITS 1. INVALID DATE OF BIRTH  Invalid date of birth - identifies students with a blank birth date

25. 2. AGE LESS THAN 4 BY 9/1 OF CURRENT SCHOOL YEAR  All schools should run this. The birth year being the current year is a common mistake  Identifies students who were under four years old on sept. 1 st of current school year.  Under 4 may be valid for PK or E1 students

26. 3. AGE GREATER THAN 21 BY 9/1 OF CURRENT SCHOOL YEAR  Identifies students that will be or are 21 by September 1 st of current school year.

27. 4. AGE TOO OLD FOR CURRENT CLASS (ON 9/1 OF SCHOOL YEAR)  Identifies students whose age is considered too old for their grade level.

28. 5. AGE TOO YOUNG FOR CURRENT CLASS (ON 9/1 OF SCHOOL YEAR)  Identifies students whose age is considered too young for their grade level.  Check for student who are 0 years old. Birth year is a common mistake

29. 3. FTE RELATED EDITS 1. PART-TIME ENROLLMENT FTE  Identifies students with a part-time enrollment (EC) code, along with their FTE as shown on the registration tab.  All EC students should have a FTE.  FTE values should be between 0 and 1. Ex..5 for half day student

30. 4. SUMMER SCHOOL AND EARLY GRADUATES 1. SUMMER SCHOOL GRADUATES  Edit for high schools only  Identifies summer school graduates with errors only  Look for class not set to SS on basic tab or enrollment tab  Review next year line on basic tab to be sure it is set properly for the student to enter the graduate pool at promotion

31. 2. EARLY GRADUATES  Edit for high schools only  Identifies early graduates with errors  Review next year line on basic tab to be sure it is set properly for the student to enter the graduate pool at promotion

32. FACTORS IN GPA DETERMINATION

33. DEFINING THE GRADE POINT VALUE GRADING SYMBOLS - GRD.250

34. DEFINING THE COURSE LENGTH COURSE DEFINITIONS - SCH.310

35. DEFINING THE COURSE TRANSCRIPT/GPA/WEIGHTING CREDIT COURSE DEFINITIONS - SCH.310 (CONT.)

36. REVIEWING STUDENT GPA GRD.550 PRINT TRANSCRIPT LISTING  All courses that have been transcript  Summarized absence history (optional)  Transcript credit attempted  Transcript credit earned  Grade  Whether included in GPA  Grade points earned for class  Grading category if applicable  Date of graduation  Ranking  Total cumulative GPA GRD.545 STUDENT CUMULATIVE GPA DETAIL  All courses that have been transcript  Transcript credit attempted  Transcript credit earned  Grade  Whether included in GPA  GPA credit  GPA points  Overall credit attempted  Overall credit earned  Overall grade points  Overall GPA  Posted status

37. QUESTIONS???

38. DAWN GESSEL  Director of Information Systems, Putnam County Schools  dgessel@k12.wv.us dgessel@k12.wv.us  304-586-0505 JEREMY BAISDEN  Coordinator of Information Systems, Cabell County Schools  WVEIS Specialist, RESA2  jbaisden@k12.wv.us jbaisden@k12.wv.us  304-957-9833 ext. 53121