Graduation Requirements

The Graduation Requirements feature allows administrators to set graduation criteria for a student cohort by defining graduation subjects, setting up graduation programs, and assigning students to a specific graduation program. Multiple graduation programs can be defined for individual schools, as well as for individual student cohorts. Administrators and counselors can track student progress to ensure they are meeting the requirements to graduate using the Graduation Requirements Report.

Setting Up Graduation Subjects

The district will first set up all the graduation subjects. Once the graduation subjects are set up, they can be assigned to courses in the Course Catalog or Courses & Sections.

1. From the Grades menu, click Graduation Requirements under the Setup submenu.

2. The Graduation Requirements screen is separated into two tabs: Graduation Subjects and Graduation Programs and Requirements. Click the Graduation Subjects tab.

Existing graduation subjects that have already been set up are listed. New graduation subjects can be added at the bottom of the list. For public schools, each state designates the graduation subjects.

3. To add a new subject, scroll down to the blank row next to the plus sign.

4. Enter the Sort Order. The sort order determines the order the graduation subject appears on this screen, the order in which subjects display within a graduation program, and the order in which requirements display in a progression plan. The sort order is also used when creating student schedules. Courses in a graduation subject with a lower sort order (e.g. sort order of 1) have a higher priority over courses in a graduation subject of a higher sort order (e.g. sort order of 10). Required subjects should have a lower number entered for the sort order so that they have a higher priority than electives.

5. Enter the Title for the graduation subject.

6. Enter the Short Name. The first two digits of the short name are used in state reporting. Focus allows short names that are longer than two digits, but only the first two digits are reported to the state. This is useful if you want to split a subject area, for example HOPE and traditional Physical Education. In the example below, both of the short names start with PE, but HOPE has an underscore and CP added to the short name. This allows you to separate HOPE and traditional Physical Education when associating courses with these subjects and when setting requirements, but both HOPE and Physical Education are reported to the state using PE.

7. You also have the option to set a Min School Year and a Max School Year for specific subjects. Setting a Min and Max year determine the years the subject is active.

8. When finished, click Save at the top-right corner of the screen. The new subject is added to the list.

9. Existing graduation subjects can be edited by clicking any fields underlined in blue. Once changes are made, be sure to click Save before navigating away from the screen.

10. To delete a graduation subject, click the delete button (black minus sign) to the left of the row.

It is not recommended to delete a graduation subject. Instead, set the Min and Max School Year as described in step 8 to make the subject inactive.

a. In the confirmation screen, click Delete to delete the subject or Cancel to go back to all listed subjects without deleting.

11. Once graduation subjects are set up, the Graduation Subject Area/Graduation Requirements Subject can be assigned to courses via the Course Catalog or Courses & Sections.

Setting Up Graduation Programs

Administrators will set up graduation programs and assign graduation subjects to each program. Graduation programs define how many credits students in a program will need in order to graduate for each graduation subject assigned to the program. Multiple graduation programs can be defined for individual schools. Graduation programs are assigned to students in their enrollment record.

1. From the Grades menu, click Graduation Requirements under the Setup submenu.

2. The Graduation Requirements screen is separated into two tabs: Graduation Subjects and Graduation Programs and Requirements. Click the Graduation Programs and Requirements tab.

Any existing graduation programs are displayed, each represented by a tab. The graduation subjects and number of credits for each subject are listed within the tab.

3. To add a new graduation program, click the plus sign (+), located at the end of the listed programs.

Graduation Requirements

Any existing graduation programs are listed in the table with the Program Title, Sort Order, Short Name, Default, Weight by Credits, Min School Year, and Max School Year.

Graduation Requirements

If a post secondary school is selected, the CTE column displays as well.

Graduation Requirements

4. To add a new program, scroll down to the blank row next to the black plus sign.

5. Enter the Program Title, Sort Order, and Short Name. The sort order determines the order in which the graduation programs appear.

6. Select the Default check box to automatically assign the graduation program to a student when the student enrolls. Setting a program as the default will not change the program for existing students who already have a program assigned.

7. Select the Weight by Credits check box to determine if the program will be weighed by credits when running the Graduation Requirements Report.

When the check box is left cleared, the enrolled courses will display as 1 credit.

When the check box is selected, the enrolled course will look to course_weight_credits or credits in master_courses.

The check box can also be applied to Middle Schools. When the check box is selected, the enrolled middle school courses will display as 1.

8. You also have the option to set a Min School Year and a Max School Year for specific programs. Setting a Min and Max year determine the years the program is active.

Graduation Requirements

9. If a post secondary school, select the CTE check box to determine if the program is applicable to CTE.

Graduation Requirements

10. Click the Save button located in the top-right corner of the screen.

Graduation Requirements

11. Once saved, a tab will display for the new graduation program. Now, you will add the graduation subjects and number of credits that are required to the program. See Setting Up Graduation Requirements for more information.

Setting Up Graduation Requirements

Administrators will set up graduation programs and assign graduation subjects to each program. Graduation programs define how many credits students in a program will need in order to graduate for each graduation subject assigned to the program. Multiple graduation programs can be defined for individual schools. Graduation programs are assigned to students in their enrollment record.

1. From the Grades menu, click Graduation Requirements under the Setup submenu.

2. Click the Graduation Programs and Requirements tab.

3. Any existing graduation programs are displayed, each represented by a tab. The graduation subjects and number of credits for each subject are listed within the tab. Click the applicable graduation program to view, edit, and add graduation requirements.

Clicking the graduation program lists all graduation requirements including the Title, Type, Grad Subject, Courses, Assessment, SQL, Sort Order, and Credits.

Graduation Requirements

4. To add a new graduation requirement, scroll down to the blank row next to the black plus sign.

Graduation Requirements

5. Enter the graduation subject in the Title text box.

6. Select the Type of graduation requirement from the pull-down. Options include:

Grad Subject: If selected, this allows you to select the graduation subject set up via the Graduation Subjects tab.

Assessment: If selected, this allows you to set one or more tests that students must pass to graduate. When multiple tests are selected on one row, students only need to pass one to complete the requirement. 

Custom List of Courses: If selected, this allows you to select a list of courses that serve as a custom graduation subject.

SQL: If selected, this allows you to specify an arbitrary SQL query that return three columns, student_id, matched (true or false), and display_text (the text displayed in the report upon hovering over the check box).

7. If you selected Grad Subject as the Type, select the applicable Grad Subject from the pull-down. Note: Subjects must first be set up in the Graduation Subjects tab.

8. If you selected Assessment from the Type pull-down, select the applicable tests from the Assessment pull-down. This ensures that students pass one of the selected tests before earning the designated graduation subject.

Graduation Requirements

If you belong to California district, a Language pull-down displays to the Assessment column from which you can select a specific language for the test administration.

9. If you selected Custom List of Courses from the Type pull-down, select the applicable Courses from the pull-down. This ensures that students pass all selected courses before earning the designated graduation subject.

10. If you selected SQL from the Type pull-down, enter the customized SQL in the provided text box.

11. The Sort Order text box should be left empty as it pulls from data entered via the Graduation Subjects tab. Note: A Sort Order must be entered if Custom List of Courses or SQL is select as the subject Type.

12. In the Credits field, enter the number of required credits for the subject.

13. Click the Save button located in the top-right corner of the screen.

14. Continue adding graduation subjects and credits in the same manner. Be sure to click the Save button.

15. Graduation programs can be edited by selecting the program tab, clicking the desired field, and making the change. Click Save to save your changes.

16. To delete a graduation subject from the program, click the delete button (black minus sign).

17. To delete a graduation program, click the Delete this program link at the bottom of the graduation program tab.

a. In the confirmation screen, click Delete to delete the program or Cancel to go back to the previous screen without deleting.

Assigning Graduation Programs to Students

1. To set up a student's graduation program, locate the student via Students > Student Info. For more information on finding students, see Searching for Students.

2. Once selected, click the Graduation tab and/or field to select the correct Graduation Plan for that student.

3. Select the applicable graduation program from the Graduation Plan pull-down.

The information entered/selected on the Graduation tab does not drive the Graduation Requirements Report. For the report to populate for the specified student, the Graduation Requirement must be set on the Enrollment screen.

The Mass Assign Student Info document includes guidance to assign Graduation Programs to students en masse.

Additional Features

Sort data by clicking any of the headers. Click once for ascending order; click twice for descending results. In the example displayed, data has been sorted by clicking Program Title twice.

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

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.

If looking for specific information, type the data in the Search text box provided and press Enter.