Grade Averaging and Class Ranking Training Document

Grade Averaging
Class Ranking
This utility calculates grade average
and class rank for the current year.
The process also updates the
student grade averaging record,
inserting row on the grade
averaging tab.
TEA provides no guidelines to districts for
ranking their students. A district’s GPA
policy is determined by its local district
policy. For this reason, setting up and
running Grade Averaging and Class
Ranking will vary greatly between
districts. The district’s GPA policy should
be outlined in the Campus Student
Handbook or a similar document.
Grade Averaging (GA) is set up in the Grade
Reporting tables.
First, check your Campus Control
Options and make sure your Ranges and
Conversions are set where you want
them. This is how you want the Grade
Conversion Information if you want an A
to be worth 4.0 grade points, a B to be
worth 3.0 grade points, a C to be worth
2.0 grade points. This is how the College
4 point GPA works. It uses these ranges.
Select Grade Point Grade Averaging to use
the grade averaging tables. GPA looks like
3.94 , 2.35
Select Numeric Grade Averaging to use the
numeric grade averaging operator/value
tables. Numeric looks like 98.674 , 72.123
Let’s look at Numeric Grade Averaging first.
Using this adds points to the final grade for
ranking purposes only.
Districts differ on how they set this
up. Some districts have the
categories Basic, for special ed
classes, Regular, for regular classes,
Honors, for honors classes, AP for
advance placement classes, PreAP,
for preAP classes, and others.
Examples are:
H Honors > Adding 5 points to final grade
B Basic > Subtracing 5 points from final grade
AP Advanced Placement> Adding 10 points to final
R Regular > Not doing anything, grades are as they are
The extra points are added
to or subtracted from the
final grade. This is for the
purpose of Class Ranking only
and are not written on the
Transcript or grade records.
Here is a good example:
You can set a range.
For example, if your
average is between a
90-100, you get 10 pts
added. If your
average is between
70-89, you only get 5
Remember, this
should already be
spelled out in your
Student Handbook.
Let’s look at
Average now.
Are there any questions
on setting up Numeric
or Grade Point
Averaging in Grade
Reporting Tables?
Setting up the courses, or
making sure they are labeled
correctly is extremely important.
The process will not work as
intended if they are not and the
calculations will not be as you
To set up or change a
course’s GA Weight or
Table, go to Grade
Master Schedule>District
• NOTE******
• Grades of blank, I, N/G, will be adjusted to a zero
for grade averaging, and the course is counted in
the student’s total number of courses if the course
GA Weight is not set to 0. For this reason, it is VERY
IMPORTANT to print the Blank, Incomplete, Failure
(SGR1000) report based on the type of grade(s)
which will be used for averaging (cycle, semester,
or final)
Courses must be
marked H for high
school credit at the
junior high level. Be
sure to code the
consideration to J,
high school level
course taken at
junior high. This will
appear on their
Don’t forget to
set the junior high
Most districts don’t run GPA
and Class Ranking for the
junior high campus, other
than the high school credits,
because there is really no
need for it.
When high schools run grade averaging and class
ranking, credit level H is written to students’
current year grade average rows.
If the H.S. Credit Lvl Courses for Middle School field
is set to Yes, the Grade Averaging and Class
Ranking utility includes only courses taken for high
school credit at the middle school. The credit
level H courses taken at middle school are the
only courses included in the student’s grade
average row.
You will want to run the following reports
to verify the GA Weight and Credit
SGR 0130
SRG 0100
SGR 0050
To run Grade Averaging and Class Ranking,
go to Grade Reporting> Utilities> Grade
Reporting and Class Ranking.
To run for high school only, choose No for the
HS Credit Lvl Courses for Middle School.
To run for junior high/middle school high
school credit level courses, choose Yes.
For the Process, choose the GA type you use. If you
run both, class ranking will be applied to the last one
run. There is no need to run both; some districts like to
see both.
Next, choose the grade level(s). You can
select more than one. Choose Track, and
Report Sort Order.
Choose Print Credit if you want the credits to be
printed. If you would like Course Entry Dates verified,
check the box. You have the option to Exclude
Students from Ranking if they are taking a course that
excludes them from Honor Roll.
In the Normal Max field,
type the number that is
used to flag students with
excessive courses. If the
course factor is greater than
this number, an asterisk (*)
prints next to the student’s
course factor. The number
must be two digits. If
Graduated WD students are
to be included in the
ranking, enter the WD code.
Early computation can be used if the Grades Used for
Grade Average field is set to S (semester) in campus
control ooptions. The grade averaging and class
ranking process will use the cycle grade selected in
place of the last semester grade.
To calculate averages before the end of the school
year, you may use the Early Computation feature.
Some districts rank their students after the 1st or 2nd 6
weeks of the 2nd semester. To do this for the 2nd
semester 1st 6 weeks, check the first box. Choose the
2nd box if you want to compute at the end of the 2nd
semester 2nd cycle. Click Execute to calculate.
College 4 point
The calculation of the College 4 pt GPA is consistent among
districts all over. It is calculated differently than district GPAs.
Colleges often look at this GPA instead of the district GPA
because each district has their own way of determining their
GPA. Set the number of decimal places in Grade Reporting.
The College 4 point average is
calculated based on the College 4pt
Scale field on the Maintenance > Tables
> Campus Control Options page. The
four-point average is calculated without
weighting. Points are assigned according
to the values for the Grade Conversion
Information A, B, C, D, and F fields on the
Maintenance > Tables > Campus Control
Options > Ranges & Conversions tab.
A = 4 points
B = 3 points
C = 2 points
D = 1 point (if using Ds)
F = 0 points
Algebra I
4 points
English I
3 points
2 points
4 points
Total Points / # of classes, so 13/4 = 3.25
Your turn 
Calculate the College GPA.
Algebra 79
Biology 96
Geography 88
English 70
2 pts
4 pts
3 pts
2 pts
2 + 4 + 3 + 2 = 12
12 pts divided by 4 classes = 3.0
Now, let’s look at a District’s GPA calculation.
Unlike College GPA, District GPA is much more
specific. This shows grade points on a 4.0 scale.
100 = 4.0
90-99 = 3.0 – 3.9
80-89 = 2.0 – 2.9
70-79 = 1.0-1.9
60-69 = 0
<60 = 0
(95=3.5, 98=3.8, 90=3.0, 92=3.2)
English I
English II
87 |
78 |
1.8 2.7
1.6 1.8
Algebra 1 95
Geometry 83
92 |
88 |
3.5 3.2
2.3 2.8
1.8+1.6+3.5+2.3 = 9.2
TOTAL 9.2 10.5
2.7+1.8+3.2+2.8 = 10.5
+ 10.5
19.7 grade pts
GPA=Grade Points divided by # of
grades, so,
19.7 / 8 = 2.4625
You try…………
Find the GPA for these 2 classes.
Not the College 4 point GPA.
English I
English II
78 87
1.8 2.7
76 78
1.6 1.8
1.8+2.7+1.6+1.8 = 7.9
7.9 / 4 = 1.975
Cumulative Grade Average and
Class Ranking
The Cumulative Grade Averaging and Class Ranking includes all high
school courses (that the district designates to include). To access it,
select Grade Reporting>Utilities> Cumulative Grade Averaging and
Class Ranking. The following screen is displayed.
The number of decimal places is pre-set.
Most districts do not include withdrawn students in the
Average or the Rank.
If you are running it for High School Credit, choose H
(High) under credit level.
If you are running it for the
middle/junior high school,
then click on M (Middle).
Choose which process
you want to run, Grade
Point Average or Numeric.
Remember, your district
ranks students and averages
grades using only one of these.
Select the grade level(s) you wish to run.
Then, choose how you want the reports
sorted. Check the boxes if you want the
credits printed and the details printed for
each year selected.
If graduated withdrawn students are to
be included, enter the WD code. Click
The Grade Points, Average, and Ranking will appear
in the student’s record in Grade
Reporting>Maintenance>Student>Individual Maint.,
Grade Average tab.
This student’s GPA was run for his middle school
classes in 2010 and 11. Again, Most districts do not
do that. Notice The M in the first column, meaning
Middle School. The system averaged all the
courses with credit level M.
These highlighted rows are high school level courses.
Those courses were coded with the credit level H. The
G in the last column shows which process was run last,
Numeric or Grade Point.
There was a row created for each of the school years from
7th – 11th grade.
Notice the year 2011 has 2 rows. You can deduce that the
student was in 8th grade in 2011. He had both Middle
School and High School credit level course that year. The
courses that were coded High School credit for the 8th
grader could have been Algebra 1, Spanish 1, etc.
Notice that the Numeric Averages
column all have 0s in them. Numeric
Averaging was not run in this district.
They ran Grade Point Averaging. Also
notice the 4 Point column. This is the
College 4 Point scale we discussed
The next to the last column shows the
number of credits per year and the
ranking for that school year only.
The last column shows the number of
students in that grade level and the rank
the student was that year.
You can see on the bottom of the screen,
this student’s cumulative GPA, including
his 8th grade high school credit level
course, is a 3.46828, his cumulative rank is
7th, the number of students ranked is 27,
the date of ranking was 6/2/14, and this
student is in the 2nd quartile.
Any questions on
Cumulative GPA?
Remember, to run GPA correctly,
you need to see what the district’s
handbook says and have all
courses coded that way. They may
be Regular, Honors, Basic, AP, or
other kinds of courses. Most districts
weight the GA weight as 1,
meaning the course grade counts
only 1 time.
The tables in Grade Reporting must be set up
correctly. I suggest you start from 100 (unless
your highest grade allowed is something
different, like 105 or 110) and number all the
way down to 0 so there is no doubt what
each grade is worth. If a grade is not listed, it
gets 0 grade points for Grade Point Average.
It is a good idea to hand calculate the top
two student’s GPA to make sure everything
has been setup correctly in the system.
If you do not use TxEIS to calculate
your GPA but want to start, you
would start with this year, 14-15
using TxEIS, but manually get grade
points for the previous years. You
can enter values into a spreadsheet
and have it calculate for you, then
manually enter them into each row.
Thank you for attending
this workshop!!
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