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How to Compute Career Credits - CR Portal

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Date10/20/2017
TitleHow to Compute Career Credits - CR Portal
SummaryMMS Online Clients: this article is designed to walk the user through the steps involved in calculating career credits.
Summary2
Prior To Implementation

Be an MMS Online Client.
 
Requires administrative/staff access to the Single Sign-On (SSO) page for MMS Portals and Grades.
 
The following must be set up before credits can be calculated.

  1. Courses set up in the Course Catalog with values in the credit fields. In the course catalog the amount of credits each course is worth must be entered. Courses can be worth partial credits. For example, a semester course may be worth 0.5 credits, versus a yearlong course that is worth 1.0 credits. If transfer courses will be used in credit calculations, check the option to include transfer courses to view their credit assignments. This is done in the Staff Portal.

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  1. The Valid Grades List with grades indicated as passing or failing. This is set in MMS Generations by going to Grade Reporting Jobs > More Grades Editing Jobs > Edit Valid Grades List.

  2. Set up Credit Categories. In MMS Generations, go to Grade Reporting Jobs > More Grades Editing Jobs > Edit Credit Categories. Credit Categories are the bins where the calculated credit information will be saved. Credit Categories could be set as Career Credits, Year to Date Credits, etc. You can have as many credit categories as you need. Since credits are calculated every year, there is no need to make specific categories for each year such as Career Credits.

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  1. To add a category, click the User-added image then type the category code, click OK and type the description of the category. Do this as many times as needed until all the categories are created, then click User-added image to Save and Exit.

Resolution

Resolution                                                                                                          

  1. Log into MMS through the SSO page.

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  1. Click on Grades > Compute Course Credits

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  1. Select the Credit Category to which you will save the calculated credits. The credit categories available are those which have been created in Edit Credit Categories in MMS Generations. The category description selected should indicate career credits.

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  1. Next, choose the Grade Point Value Group on which to base the failing and passing grades. Sometimes schools have two categories. For example, one Grade Point Value Group used for the regular student population where 70 is the lowest passing grade, and another Grade Point Value Group used for the special education students where 65 is the lowest passing grade.  

  2. Select to compute Career Credits. When this is selected, the Choose years for career credits becomes available.

  3. Click the Choose years for career credits to view the list of school years from which you can select. Click a school year to add it to the selections where the career credits will be computed. Click the area again to view the drop-down list and select additional school years.

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  1. Select Include transfer courses in computing the course credits. Transfer courses are courses that were taken a different school and entered into the MMS database as transfer courses for the purposes of credit calculation, computing GPA, and transcripts.

  2. Allow substitution when empty grade field(s) are found. If this option is selected, the Set up grade field substitution area is available. Caution is advised when computing credits – as credits are not generally computed for courses without a final average grade. Consider not using Grade Field Substitution when computing credits, except at the end of the year and only if partial credits can be awarded for incomplete courses. This option uses the Credit % for a grade as entered in the Grade Schemes in MMS Generations (Grades > More Grades Editing Jobs > Edit Grade Schemes).

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Select the grade substitutions to be used for empty grade fields. For example, semester grades could be used if the final average has not been calculated or if it is blank. The substitution could be carried further. If there is no mid-year average (MAV), it will substitute Q1 and Q2. If there is no second semester average (S2A), it will substitute Q3 and Q4.
 

If this option is selected, the Set up grade field substitution area is available. The following window opens.


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Here is another possible grade field substitution for final average:

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Click OK to return to the main setup area.

  1. Set the range of students to be processed. By default, all students are selected. The students available in this list are based on the Student Filter. The selection of students can be narrowed further by using the filters in the Student Range area, pictured below.

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Click OK to return to the main setup area. The number of students selected is displayed:

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  1. Check the Email Log File box to access the Compute Course Credits Log. When checked, a field is made available in which you can enter an email address where the log will be sent.

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The log displays the detailed results of the credit calculation, including credit totals MMS has gathered for each class, and a grand total for the student. The log is a tab-delimited text file that is best viewed as a spreadsheet using a program such as Microsoft Excel. 
The log results are easiest to follow when working with a single student at a time. Select only one student, using Student Range. Compute the credit calculation and the log will be emailed to you. Verify the student's courses, using the log. Pictured below is an example of the log.

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MMS will ONLY consider courses that have an associated grade plan. The log includes a Grade Field column which can be used to verify that all courses have a grade plan selected. If the course has a grade plan assigned, the grade field shows the associated grade code, such as FAV, Qt1 or T1.
If a course does not have a grade plan assigned and the course should count towards student course credit totals, correct the problem in Edit Course Sections operation found in the Staff Portal > Manage > Edit Course Sections. Locate the section of the course and then select the appropriate grade plan. Save your changes.
The Grade column of the log shows the grades MMS considered towards this credit calculation. If the grade for this marking term IS NOT shown, then MMS did not consider the grade towards this course credit calculation. This means one of two things:

          (1) If the course is not yet complete, and partial credits are to be calculated for the course, go back to step #8 and choose to substitute grade fields.
          (2) A substitution sequence was not selected for this particular grade field.
Verify the results in the credits column in the log and the student course credit totals (at the bottom of the credits column).

If the credits for the course are shown as zero, look at the Details column for an explanation. Typical reasons are as follows:

  • Empty grade field. MMS does not calculate course credits for an empty grade field. For the current marking term, make sure the student does not have missing grades. Note: You do not need to be concerned about empty grades in marking terms that have yet to occur.
  • Is the grade set up as a failing grade? Credits are not assigned for failing grades. Failing grades are set in the P/F/NC column in the Edit Valid Grades List currently found in MMS Generations.
  • Is the grade is considered a non-credit grade? Non-credit grades are set to NC in the P/F/NC column in the Edit Valid Grades List currently found in MMS Generations.
  • Empty grade field - no substitution. MMS found an empty grade field and did not know which grade it should substitute in this situation. You should go back to step #8 and choose an appropriate grade field to substitute when this grade field is empty. Through grade field substitution, the operation is given the sequence it should follow if it encounters an empty grade field in a student's grade record.
  1. Compute.

  2.  It is recommended that the Settings be saved for future calculations.

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  1. Credits are now calculated and can be included in transcripts, report cards, etc.

Additional Information
Additional KBAs are available at CR Knowledge Base.
Additional Tech Bytes are available at CR Tech Bytes.
 
Applies to VersionsCR Portals – Version 1.2; MMS Generations: 14.2.15.
Key WordsCredits, Calculating Credits, Career Credits, Edit Valid Grades List, Staff Portal > Manage >Edit Course Sections, Compute Course Credits Log

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