To enter into a permanent file the data concerning each student's completed courses choose Marks/Grades, Automatic Transcript Update. This information will be later utilized in printing Student Transcripts.
It is expected this program will be run at the completion of a term when final marks/grades have been entered for all courses.
A course is transferred only if it has a passing mark/grade and it has not been recorded under that date of completion previously. Therefore, a date should be used which will not correspond to any date to be required later for the automatic entry of credits. For example, a student receives a 50% in a course in semester 1 and re-enrols in the course in semester 2 and receives a mark/grade of 70%. If you ran Automatic Transcript Update at the end of first semester and the end of the second semester, both with 03/06 (June) entered as the date the courses were completed, the higher mark/grade from the second semester would not be recorded.
A warning message will appear if there is the possibility that marks will get posted as zeros. Each school has a letter grade group called Conventional. Although Maplewood defaults the name Conventional and the code is CONV, some rename it to Not Used as an example. If the CONV letter grade group is modified and the "Allow Numeric (Percentage) Marks" is unchecked, transcripts will be updated with zeros rather than the actual marks. In order to prevent this from happening, a new warning will appear if this box is unchecked. New checkbox - Use mark if exists in column 6. To support credit summary functionality through Report Builder for Report Cards, a new checkbox has been added to the Calculate Credit Requirements Achieved screen: Under Classes In Timetable - Assume a passing mark for current classes, to "Use mark if exists in column 6". To use any credit summary information in Report Builder for Report Cards, Calculate Credit Requirements Achieved must be run with this checkbox checked. In order to ensure a student's transcript entry get linked to the correct code, the program checks that the course code, grade, and course number match between the values in the courses table (e.g. what's in the student's timetable) and the values used in the code table (e.g. what will end up in the transcript). If all 3 values do not match, then it will match based on the course code only (as it has done in the past).
There are six options that you can choose for automatic updating:
At the end of a semester or at the end of the school year, use Automatic Transcript Update to add courses and marks/grades into the students' history records. We recommend that you make a backup of your school data before proceeding.
If you are using the Final Report Card from the Marks/Grades menu area, and if the credit summary is included at the bottom of the report cards, you must print your final report cards before using Automatic Transcript Update. The reason is the credit summary already takes the present courses into account, so if the report cards are printed after the transcripts are updated, the present courses will be counted twice in the credit summary.
Before you can add courses to the history records, the course codes must be entered into the Code File by using File, School Setup Codes. The Code File also records the course title (printed on the transcript), and the category of the course (used to determine the number of compulsory credits).
Automatic transcript update does not provide any functionality to automatically add codes to the codes table. If a course is not required for transcripts, then final marks will not be posted to the transcript and the course will not be added to the codes table.
Alberta, BC, and Manitoba only
For the schools who are entering their own Provincial Exam marks, then transferring these into conventional columns, designated column for Exam and Final mark, leaving column 6 for the School's mark.
Program is now transferring Conventional marks (schools, Exam, and Final) to the student's transcript when the code is flagged 'Provincial Exam'. Otherwise, only the school's mark will get into the 'Mark' column and the other fields will show ' - '.
Interface now has 3 drop-down boxes:
Mark Column - default is column 6
Exam Mark. col. - default is N/A
Final Mark Col. - default is N/A
Each field can be reselected for specified column(s)
The Exam and Final marks will only be transfered if the code has Provincial Exam checked in the code file for the specified course.
i.e. Mark - column 6
Exam - column 4
Final - column 5
Nunavut only