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Use the menu and go to Grades > Operations > Compute Course Credits or use the search function found in the My Dashboard area.
The following opens.
Select the Credit Category to save the calculated credits. The credit categories available are those which have been created in Edit Credit Categories in Generations. The category description selected should indicate current year credits.
Next, choose the Grade Point Value Group 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.
Select to compute Current year credits.
Select to Include transfer courses in computing the course credits. Transfer courses are courses a student took at a different school and the courses were entered into the database as transfer courses for the purposes of credit calculation, computing GPA, and transcripts.
Allow substitution when empty grade field(s) are found. Select the grade substitutions to be used for empty grade fields. 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 Generations (Grades > More Grades Editing Jobs > Edit Grade Schemes).
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.
Here is another possible grade field substitution for final average:
Click OK to return to the main setup area.
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.
Click OK to return to the main setup area. The number of students selected is displayed:
Check the Email Log File box to access the Compute Course Credits Log. Once checked, a field is made available in which to enter an email address to send the log.
The log displays the detailed results of the credit calculation, including credit totals the operation 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.
The operation 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 Vision SIS: School Configuration > Editing > 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 considered toward this credit calculation. If the grade for this marking term IS NOT shown, then the operation did not consider the grade toward 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 #7 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 of 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 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 Generations.
- Is the grade is considered a non-credit grade? Non-credit grades are set as NC in the P/F/NC column in the Edit Valid Grades List currently found in Generations.
- Empty grade field - no substitution. The operation found an empty grade field and did not know which grade it should substitute in this situation. Go back to step #7 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.
It is recommended that the Settings be saved for future calculations.
Credits are now calculated and can be included in transcripts, report cards, etc.