Documentation for Administrators

Course History

Updated on

The Course History screen displays the Grade Summary and the Detailed Report, which both includes the student's grades, GPA (if applicable), teachers, courses, credits, etc. in a selected marking period and/or school year. The columns in this report can be filtered for specific information. Administrators have the ability to update grades as well as print transcripts with a selected letterhead directly from this screen. Note: The Course History screen only displays for post-secondary schools.

Student Search

1. In the Grades menu, click Course History.

Course History

This navigates to the Course History screen where a Student Search displays.

Course History

2. Enter the applicable search criteria, and click Search.

Course History

See Searching for Students for more information on conducting a student search.

To pull data for all students, leave the Student Search text box empty.

The Course History Report

Clicking Search on the last screen will navigate to a new Course History screen where you can view grades, GPAs, and more for the selected students defined in the Student Search module. When multiple students are pulled into the Course History report, the cumulative and weighted GPAs and credit information of every student will display on the screen.

Course History

1. At the top of the screen click the submenu options to view a breakdown by a selected marking period, such as Quater 4, Semester 2, Full Year, or by Course History. Course History is selected by default.

Course History

2. Click on any student’s name to navigate to the Grades section of the student record for more details.

Clicking the student's name navigates to the Detailed Report or the Grades Summary depending on the screen most recently viewed.

Course History

3. To close out of the selected student and return to the main Course History screen, click the red X next to the open student’s name in the header.

Final Grades - Course History - Acosta, Giavanna

a. Upon closing the student, you will be redirected back to the main Search Screen. To return to the list of students based on your previous search, click the Back to Search Results link at the bottom of the screen.

Final Grades - Course History - Acosta, Giavanna
The Detailed Report

1. Click on any student’s name to navigate to the Grades section of the student record for more details.

If the screen defaults to the Grades Summary, click View Detailed Report.

Course History

The Grades section of the student record includes many features to track student performance, review course history, and complete multiple tasks from the same screen.

Final Grades - Course History - Alaniz, Dorian

2. Just beneath the Student Info tabs, are additional tabs used to identify specific semesters, or progress/marking periods, etc. Click on any one of these tabs to change the data to reflect the marking period selected. The option defaults to Course History.

Final Grades - Course History - Bush, Kennrick

When a new one is selected, it will move to the front of the listed periods/exams, as shown in the image.

Final Grades - All Years - Bush, Kennrick

When Course History is displayed, additional information displays which varies by district depending on the settings enabled via Setup > System Preferences. In the example shown, Cumulative GPA, Cumulative Weighted GPA, Extra Curricular GPA, Total Credits Earned, Total Credits Attempted, Quality Points, and Cohort Year are displayed.

Depending on the marking period selected, different information will display on the screen. For example, the information explained about only shows when Course History is selected.

Program sections display in the upper right corner containing the Program Code, Program Title, Earned CPC or OCP, Enrolled Hours, Attended Hours, Required Hours, Percentage Completed, and Basic Skills Exam status. Note: The information displayed here also varies depending on the settings enabled via Setup > System Preferences.

3. Click View Grades Summary to view the student's grade in a summary format. See The Grades Summary for more information.

Final Grades - Course History - Alaniz, Dorian

4. To view a legend for Comment Codes, click the corresponding link. In the Comment Codes pop-up, you will receive a description of each code.

Final Grades - Course History - Bush, Kennrick

5. You have the option to print transcripts from this screen. Select the kind of transcript you’d like to generate for printing from the pull-down, and then select Print.

Final Grades - Course History - Bush, Kennrick

Clicking Print will generate a print preview screen. From this screen you have several options Print (printer icon) and Download (down arrow). When finished, click Return to Focus to return to the Course History screen.

Final Grades - Course History - Alaniz, Dorian

By default the following columns display: Year, Marking Period, Course, Course Number, Percent, Percent, Grade, Grade Scale, Cred. Attempted, Cred. Earned, GPA PTS, Weighted GPA, Affects GPA, Teacher, Grad Subject, Comments, Report Card Comments, Internal Notes, Course History, Locked, Start Date, and End Date.

Final Grades - Course History - Alaniz, Dorian

The Locked column displays when the following steps have taken place:

  • The district must first enable Use Individual Final Grades Field Permissions via Setup > System Preferences > Default School Preferences > Grading tab.
  • Then, the district can view and enable the Final Grades Fields from the Permission Type pull-down via Users > Profiles.
  • Select the View and Edit check boxes for the Locked field to allow the selected profile to view or view and edit the Locked feature.

When the setting "Use Credit Hours" is enabled via Setup > System Preferences > Scheduling, the Credit Hours Attempted and Credit Hours Earned columns display.

Final Grades - Course History - Austin, Dolores

6. Click the Show [State} fields button to display additional columns and display more information, such as School, Gradelevel, course flags, etc. In the example shown, Show Florida fields is displayed.

Final Grades - Course History - BARTON, CLINT

7. To hide the additional fields, click the Hide [State] fields button. In the example shown, Hide Florida fields is displayed.

Final Grades - Course History - BARTON, CLINT

8. If one or more letters has been attached to the course history tab from the Print Letters & Send Email screen, the Grade Report column will display a Grade Report button for one selected letter and a Grade Report pull-down for multiple letters.

Click the Grade Report button or select the letter from the pull-down to open the letter in a PDF print preview screen. From here, you can download or print the letter. Note: The Grade Report option only applies to post-secondary schools.

You can print a Grade Report for the course history for inactive students/students without an enrollment record regardless of the year selected from the school year pull-down.

For more information on how to set up the Grade Report, see Generating the Grade Report (Attach to Tab: Course History Record).

9. Click the modal icon to view individual records from a data table in a pop-up modal to alleviate having to scroll horizontally on large tables. 

Final Grades - Course History - Alaniz, Dorian

a. To close the modal, click Close, press Esc, or click the dimmed background.

Final Grades - Course History - Alaniz, Dorian

If the modal is opened on a non-insert row, blue arrow buttons are displayed, allowing cycling through the other records without having to close the modal.

If the modal is opened on an insert row, a Create button is displayed next to the Close button on the modal, allowing a record to be created.

Final Grades - Course History - Alaniz, Dorian
Adding, Editing, and Deleting Grade Records on the Detailed Report

Your ability to create and delete records is driven by the Permission Type: Final Grades Fields > Final Grades Record > Create and Delete enabled via Users > Profiles. Note: Your district must also have the setting Use Individual Final Grades Field Permissions must be enabled via Setup > System Preferences > Default School Preferences > Grading tab in order to edit Final Grades Fields permissions.

1. To add a new row of data, use the blank top line. Select the Year, Marking Period, and Course from the pull-downs.

Final Grades - Course History - Alaniz, Dorian

When the Course is selected, the Course Number, Grade Scale, and Cred. Attempted will automatically populate.

2. When the setting "Use Credit Hours" is enabled via Setup > System Preferences > Scheduling, the Credit Hours Attempted and Credit Hours Earned columns display. Enter or edit the credit hours, as needed.

Final Grades - Course History - Austin, Dolores

3. Enter the Percent, then press Tab or click out of the field. Upon entering a percentage, the letter Grade, Cred. Earned, and GPA PTS fields automatically populate.

Final Grades - Course History - Alaniz, Dorian

You must enter a letter Grade to save the record.

4. You can then select whether the grade Affects GPA by selecting the check box, if applicable.

Final Grades - Course History - BARTON, CLINT

5. You can select a Teacher, a Grad Subject and enter Comments and Internal Notes as needed.

6. Select the Course History check box to indicate that the grade and corresponding data should appear on the student's Course History.

Final Grades - Course History - BARTON, CLINT

7. Select the Locked check box to lock the marking period's grade and prevent automatic recalculation upon a grade change being performed. Note: Automatic recalculation is dependent on the setting, “Recalculate parent marking period grades and GPAs when a teacher posts grades or a grade change request is approved” enabled via Setup > System Preferences > School Preferences / Default School Preferences > Grading.

8. To commit the line of data, click any of the fields, then press Enter. The new line of data will turn yellow.

Final Grades - Course History - Alaniz, Dorian

9. To save the information, click Save.

Final Grades - Course History - Alaniz, Dorian

10. If any of the student’s grades or data is added or edited, the field will turn yellow and the Save button will enable (turn red). Be sure to save all changed or added data before navigating away from the screen.

Final Grades - Course History - BARTON, CLINT

11. Depending on your profile permissions you may have the option to delete data from the Course History screen. To delete a record click the delete button (red minus sign).

Final Grades - Course History - Alaniz, Dorian

For a better view while entering data, click the modal icon. Select the applicable options from each pull-down and enter the necessary text. Click Create once complete.

Final Grades - Course History - Alaniz, Dorian
Course History Fields Explained
General Fields
Field Explanation
Year Displays the school Year the course was taken.
Marking Period
Displays the school Marking Period the course was taken.
Course
Displays the Course name and number as defined in the Course Catalog.
Course Number
Displays the Course Number as defined in the Course Catalog (if applicable).
Percent
Displays the percentage earned in the course.
Grade
Displayes the letter Grade earned in the course.
Grade Scale
Displays the type of grading scale appliciable, such as Regular, Honors, Advanced Placement, etc.
Credit Hours Attempted
Displays the number of credit hours attempted; i.e. the number of credits the student was able to earn for the course.
Credit Hours Earned
Displays the number of credit hours earned for the course.
Cred. Attempted Displays the number of credits attempted; i.e. the number of credits the student was able to earn for the course.
Cred. Earned Displays the number of credits earned for the course.
GPA PTS
Displays the student’s GPA (grade point average) points calculated by quality points/cumulative points. GPA points are associated with the letter grade and are not adjusted by the credits attempted or earned.
Weighted GPA
Displays the student’s weighted GPA, which take into account the difficulty of the student’s classes.
Affects GPA
Determines whether or not the course taken affects the student’s GPA. If this check box is left cleared, the course grade will not impact the student’s GPA.
Teacher
Displays the name of the Teacher of the course.
Grad Subject
Displays the graduation subject of the course.
Comments
Displays Comments made when entered via Course History.
Course Comments Displays course comments entered by teacher and administrators applicable to the course.
Internal Notes
Displays Internal Notes made when entered for other staff members.
Conduct
Displays comments selected for students via the Conduct pull-down configured by the disrict; this option may also appear as a text box, where conduct comments can be entered.
Course History
Determines whether or not the course will be included in the student’s Course History. If this check box is left cleared, the course will not display while viewing the Course History tab.
Locked

Select the Locked check box to lock the marking period's grade and prevent automatic recalculation upon a grade change being performed. Note: Automatic recalculation is dependent on the setting, “Recalculate parent marking period grades and GPAs when a teacher posts grades or a grade change request is approved” enabled via Setup > System Preferences > School Preferences / Default School Preferences > Grading.

Florida Fields
Field
Explanation
Semester Content
Displays additional information pertaining to semester courses, such as whether the course is a Course Term, S1 (Semester 1), or S2 (Semester 2), etc.
District
Displays the District number and name where the course was taken.
School Displays the School number and name where the course was taken.
Gradelevel
Displays the Gradelevel of the student when the course was taken.
Course Number, Substituted
If the student took a course as a substitute for another course, the course that is being substituted would be entered in the Course Number, Substituted.
Course Flag 1-4 Displays course flags applicable to specific courses, such as Gifted, Virtual, Honors, etc.
Distance Learning
Displays Distance Learning information that has been identified for the course, such as Web-based, Not Distance Learning, etc.
Online Course
Displays Online Course information that has been identified for the course, such as Y - Online Course, N - Not an Online Course, etc.
Instructional Hours
If the student is enrolled in technical education courses earning WDIS hours, entered hours displays here.
Industry Certification Identifier 1-3
If the student is enrolled in technical education courses and attempting to earn an industry certification, the entered identifier displays here.
Industry Certification Outcome 1-3
If the student is enrolled in technical education courses and attempting to earn an industry certification, the entered outcome displays here.
 Industry Certification Date 1-3 If the student is enrolled in technical education courses and has earned an industry certification, the date the certification was attempted or earned displays here.
Dual Enrollment Institution Type
Displays information pertaining to dual enrollment. If the student is enrolled in another institution for college credits, it would be indicated here.
Course Assessment Status
Displays information pertaining to the student’s EOC exam status, such as A - Took and passed EOC, B - Took and failed EOC, etc.
Voc./Adult Gen. Program Code
Displays the student’s Voc./Adult Gen. Program Code, if applicable. This only pertains to student enrolled in adult or vocational (technical) programs.
IET Program Number Displays the IET (Integrated Education and Training) Program, if applicable.
Course Substituted, Subject Area
Displays the Subject Area of the course that is being substituted. I.e. If the student has taken a course in place of another one, the Subject Area for which that course stands in would be identified here.
Total Clock Hours Earned Toward Award
If the student is enrolled in vocational (technical) courses, the total clock hours earned towards completing the program requirement displays here. This is the number of hours the student has been awarded, which may vary from attended hours if the student completed the program.
EOC Exam Term
Displays the End of Course exam term, such as Full Year Exam, Semester 1 Exam, etc.
End of Course Achievement Level
The End of Course Achievement Level applies to virtual courses. The field displays achievement levels, such as Level 1-5, Not a virtual course, etc.
Credit By Assessment
Displays whether the student earned credits via an assessment. This check box should only be selected if the student is full-time and has never been enrolled in the corresponding course but has taken and passed the statewide standardized end-of-course assessment.
Location of Student
Displays information regarding the student’s location.
Completion Point Code 1-6
Displays OCPs (technical programs) and LCPs (adult education programs) earned by the student.
Completion Point Code Date 1-6
Displays the dates the student earned OCPs (technical programs) and LCPs (adult education programs).
Modified Completion Point Code
Display the student’s modified occupational completion point (MOCP) during the year selected.
Voc. C Points Mod Date
Displays the student’s modified occupational completion point (MOCP) date during the year selected.
Virtual, Date of Completion Displays the student’s date of completion when attending the course virtually.
Attended Hours
Displays the student’s Attended Hours in an enrolled vocational program.
Course Completion Code Displays the student’s course completion code defined by the district and FLDOE course directory.
Start Date Displays the date the student started the course.
End Date Displays the date the student completed the course.
Texas Fields
Field
Explanation
Audit
Displays whether the course is linked to a specific Audit, such as FY, S1, S2, Summer, etc.
Special Explanation Code 1-3
Displays Special Explanation Code(s) entered that pertain to the course, such as Counts as PE Credit, Credit by Exam, etc.
Academic Achievement Record (AAR) Use
Displays the AAR subject for the course, such as Mathematics, Science, English Language Arts, etc.
District
Displays the Distrcit number and name where the course was taken.
School
Displays the School number and name where the course was taken.
No Credit
Displays the code, which indicates why the student did not earn credit for the course; for example, 04: Course was passed, but credit was not received due to excessive absences…See the following link for a complere list of codes: Pass/Fail Credit Indicator Code
Gradelevel
Displays the Gradelevel of the student when the course was taken.
Num Abs
Displays the number of absences recorded while enrolled in the listed course.
Dual Credit Indicator
Indicates whether the student was eligible to receive both high school and college credit for a college course.
ATC Indicator
Displays the ATC (Advanced Technical Credit) code indicates a high school course for which college credit may be awarded by a post-secondary institution under the conditions of a local articulation agreement or the statewide ATC program agreement.
Course Completion Indicator
Indicates whether or not the student finished the full sequence of instruction for a course. Note: 1 does not mean that the student met all of the requirements to receive credit or a grade for the course.
College Credit Hours
Displays the number of college hours a student earned for the completion of a dual credit course.
Pass/Fail Credit Indicator
Displays a pass or fail and credits awarded indicator, such as Passed, But No Credit (other parts of the course have not been taken).
Absence Failure
Displays a check box indicating whether the course was failed due to poor attendance.
PEIMS Course Number
Displays the PEIMS (Public Education Information Management System) Course Number: Student taking end-of-course assessments are enrolled in a course being considered for STAAR Alternate 2 that contains a PEIMS course number indicating that the coursework is accessed through prerequisite skills.
PEIMS Short Title
Displays the PEIMS Short Title for the PEIMS Course.
Non-Campus Based Instruction
Displays the institution the course was taken, if the course was taken on a non-campus based location, such as College Campus Based Course, Credit By Exam, Texas Virtual School Network (TxVSN) Statewide Online Course Catalog, etc.
Semester Content
Displays additional information pertaining to semester courses, such as whether the course is a Course Term, S1 (Semester 1), or S2 (Semester 2), etc.
Summer Dual Enrollment
Indicates if the course was a dual enrollment course (for college credit) taken over the summer.
OnRamps Dual Enrollment Indicator
Displays the OnRamps Dual Enrollment code, which indicates that the student has successfully completed an OnRamps dual enrollment course. Note: OnRamps is an innovative dual enrollment program coordinated by The University of Texas at Austin.
The Grades Summary

1. If the Grades screen opens the Detailed Report, click View Grades Summary.

Final Grades - Course History - Alaniz, Dorian

The Grades Summary displays GPAs, Credits, End of Courses exam information, and the student's active schedule along with grades.

Course History

The student’s Cumulative GPA, Cumulative Weighted GPA, Cohort GPA, Class Rank, Total Credits Earned, Total Credits Attempted, Quality Points, and Cohort Year are displayed in the top left corner of the screen.

The information displayed in the top right corner contains possible EOCs, Online Course Requirements, etc.

The information displayed here may not be applicable to the school. The fields displayed here depend on the settings enabled via Setup > System Preferences.

Course History

The Grade Summary displays the student's schedule including the Pd (Period), Course #, Course name, Teacher, Attended Hours (if applicable), grades for applicable marking periods, such as Q4, S2, etc. and Credits earned for each course.

Course History

2. Select the Show All Years check box to display grades from all school years where grades have been posted. Click Update.

Note: Only posted grades from the student's current school display.

Course History

3. Select the Show All Schools check box to display posted grades from other schools, such as second schools where the student may be enrolled for technical classes, or online classes, etc. Click Update.

Note: If you also selected the Show All Years check box, you will see posted grades from all years at different schools, such as middle school, etc.

Course History

4. Select the Show Exams check box to display exams taken per applicable marking periods, such as Semester 1 Exam. Click Update.

Final Grades, GPA, & Class Rank

Calculated grades are marked with a blue upper right arrow. Calculations of grades are based on the district's grading scheme via Setup > Grade Posting Averaging.

Final Grades, GPA, & Class Rank

5. Select the Show Inactive Courses check box to display dropped courses in the Grades Summary. Click Update.

Course History

6. Select the Group By Course check box to group sections by the state's course numbers. If selected, two courses with the same state given course number will be displayed as one. Click Update.

The image displayed below displays the courses before Group By Course is applied.

Course History

The image displayed below displays the courses after Group By Course is applied.

Course History

7. Click Toggle Columns to customize the columns displayed in the Grades Summary.

Course History

From the Toggle Columns pop-up window, clear the selected check boxes of columns you want to hide from the Grades Summary. For example, if you do not need to see the student's attendance on this screen, clear the selected check boxes for Ex, Unx, and Tardy. The Grades Summary automatically updates.

Hidden columns remain hidden until the applicable check boxes are selected again from the Toggle Columns pop-up window.

8. Click the View Detailed Report link to open a detailed grades screen. See The Detailed Report for more information.

Grades

9. Click Print Assignment Grades for a breakdown of assignments and grades, as well as the ability to print the page. See Printing & Viewing Course History (Assignments) for more information.

Course History

10. If applicable, click the Course link to open the teacher's Web Page.

Grades

11. Click the Teacher names to compose a message via Communication.

Final Grades, GPA, & Class Rank

12. Click the Attended Hours to open the applicable attendance information on the Absence Summary screen.

Course History

13. Click a grade to open more information as it pertains to the grade given on the Course History (Assignments) screen.

Course History
Printing & Viewing Course History (Assignments)

1. If the Couse History screen opens the Detailed Report, click View Grades Summary.

2. Click Print Assignment Grades to open the Course History (Assignments) screen, which displays all assignments for current courses.

Course History

The screen displays the course name, period/time, class days, teacher's name, current grade, as well as a breakdown of grade per grade category, such as Classwork, Homework, Tests, etc., if applicable The assignments display the Assignment name, Points possible / points earned, Grade, Comments, Assigned date and time, Due date, Category, Assignment Files attached, Date Last Modified, and Student Files uploaded.

Course History (Assignments)

3. Select the Include Inactive Courses check box to display assignments for inactive courses, as well.

Course History (Assignments)

4. Select the Include Courses from Other Schools check box to display assignments from courses at other schools the student is enrolled.

Course History (Assignments)

5. Click View Grades Summary to return to the Grades Summary screen.

Course History (Assignments)

6. Click Print at the bottom of the screen to print the grades and assignments.

Click the Print arrow for additional options, such as Print Preview.

Course History (Assignments)

Upon clicking Print, the print pop-up displays. Click the Printer icon to print the grades. Click the down arrow to download the grades to your computer.

Course History (Assignments)

a. When finished, click X to close the pop-up window.

Course History (Assignments) per Course

1. From the Course History screen, while on the Grades Summary screen, click the letter and/or percent grade link.

Course History

If on the Detailed Report screen, click the View Grades Summary link to open the Grade Summary screen.

Final Grades - Course History - Alaniz, Dorian

2. The course name, period, section, teacher's name, and current grade are displayed in a pull-down. Click the pull-down to select another active course.

Course History (Assignments)

3. Click View Grades Summary to return to the corresponding screen.

Course History (Assignments)

A breakdown of grades per grade category, such as Classwork, Homework, Tests, etc., if applicable, is displayed at the top of the screen, as well as the student's Current grade in class.

Course History (Assignments)

The screen displays the Assignment name, Points possible / points earned, Grade, Comments, Assigned date and time, Due date and time, Category, Assignment Files attached, Date Last Modified, and Student Files uploaded.

Course History (Assignments)
Additional Features

You have the ability to navigate to other sections of student information using the tabs at the very top, such as Demographic, Enrollment, Schedule, etc.

Course History

Click the down arrow next to the student Photo to open the category menu, which includes quick links to the following screens/information, most of which can be accessed by Student Info: Demographics, Schedule, Grades or Course History, Absences, Add Referral, Test History, SSS, Enrollment, Requests, Standard Grades, Activities, Referrals, and Grad Reqs.

Course History

You can also view the listed students in a Customized List, click on the tab. This will display the same list of students with your customized information.

The information/columns displays in the Customized List is set up via Users > My Preferences > Columns in Student Lists. This screen is also accessible via the Customize Student List tab on the Course History screen.

Course History

Click the floppy disk icon to export the listed data to an Excel spreadsheet.

Course History

You can also sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results.

Course History

To make the list full screen, click on the expansion icon (four arrows) next to the Search text box. Once in full screen mode, click the icon again to exit full screen.

Course History

If looking for specific information housed within the resulting students, type the information in the Search text box provided and press Enter.

Course History

If the chart contains several pages of information, Page numbers will displays along with Prev and Next buttons. Utilize these buttons to sift through pages. Click the Page text box to enter a page number. Press Enter to jump to that page.

Course History

To export data to an Excel spreadsheet, click on the Excel icon in the Export section.

Course History

To print data, click on the Printer icon in the Export section.

Course History

Click Filters to further breakdown data.

Course History

a. To add more than one filter to a column, click on the green plus sign.

b. To delete an added filter, click on the red minus sign.

c. Select the gray arrow for more filtering options.

For more information, see Filters.

Click Toggle Columns to customize the columns displayed. For a complete list of columns, be sure Show [State] fields is selected, then you can clear the selection for any columns you do not want displayed.

Final Grades - Course History - Allen, Benjamin

To change the amount of grade records displayed, click in the text field for Page Size. This is defaulted at 20 records a page. Enter the number of records you would like displayed per page and press Enter.

Final Grades - Course History - Alaniz, Dorian
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