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How to Compute Grade Averages

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Date3/28/2018
TitleHow to Compute Grade Averages
Summary
Summary2

MMS Online Clients: this article is designed to walk the user through the steps involved in computing term and semester grade averages. This operation uses the grade averaging rules setup in the Admin Portal > Grade Book > Configure Averaging menu.
 
In MMS Generation’s version of this operation, if both numeric and letter grade averages need to be computed, the operation has to be run twice: once for numeric averages and a second time for letter averages. This is no longer necessary. Running this operation will compute both numeric and letter grade averages in one pass.

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 completed before term and semester averages can be calculated.

  1. Grades entered for students.
  2. If averages are to be calculated for letter grades, the grade point values assigned for each grade in the Valid Grades List (currently found in MMS Generations > Grades Reporting Jobs > More Grades Editing Jobs > Edit Valid Grades List) must be unique. This needs to be done for Grade Point Value Group Level 0 Grade Points, which is the default level used or the level indicated in the Configure Averages - General Rules set in the Admin Portal.

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  1. In the Admin Portal, Set Marking Period Dates.

  • All marking periods for which you will calculate averages need to be set to FGE Only (Final Grade Entry Only). Generally, these will be the semester (MAV and S2A) averages and final average (FAV) marking periods.

  • If there is more than one grade plan, this will have to be done for each grade plan that has a calculated average. See the screenshot below.

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  1. In the Admin Portal, Configure Averages – General Rules. 

  • Use this operation to set up the school-wide rules for computing averages. The options in configuring  Grade Averaging are as follows:
  • whether to Use Unrounded Averaging with up to 4 decimal places of extra precision
  • which marking periods may be averaged – the ‘target’ marking periods (for example, a 4-quarter school would typically use Mid-Year Average, Semester 2 Average and Final Average)
  • which marking periods may be used to compute averages
  • how to handle unexpected grades (such as letter grades when the course is set for numeric grades)
  • how to handle ‘special’ grades (such as ‘Pass’, ‘Incomplete’, etc.)
  • whether to exclude any courses from averaging
  • how to proceed when a marking period used to compute an average is empty
  • how to proceed when an exam grade is empty
  • how to round for letter grade averaging; whether to assign a maximum or minimum grade when a student’s average falls above or below a threshold
Note: Regardless of the option selected in the Grade Rules tab for Letter Grade Courses (see below), the grade averaging operation in the portals area will always use the second option. The default level is set to use level 0 values. It is important that the correct level is set here. All courses use the same level.
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  1. In the Admin Portal, Configure Averages – Weighting. 

  2. Use this operation to set up the default weights that are applied to the marking periods used in computing averages.
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  1. Log into MMS through the SSO page.
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  1. Click on Grades > Compute Term & Semester Averages.

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  1. From the drop-down list, Select grade to calculate, choose the marking period for which you want to calculate the average. Only those grades that have been set up correctly (as final grade entry (FGE), with rules and weights) in the Admin Portal are available.

  2. Use grade point value groups from level. The operation uses the level set for letter grades in the Admin Portal’s Grade Book Configure Averages - General Rules, even if that option is not selected to be used.  It will never use the level set in the Staff Portal’s Course Catalog.  The same level is used to compute all letter grade averages.
  3. Include withdrawn courses. Select this run-time option to include students’ withdrawn courses in the computation process.

  4. Overwrite an existing grade with a calculated grade. This option is selected by default. When you take this option, the averaging operation will calculate a new average for those courses that already have an average entered manually through the Teacher Portal or the Student Grade Editor, calculated through the Teacher Portal’s Grade Book, or computed through this operation.

  5. Overwrite locked grades. Depending on how the Teacher Grade Book is configured, teachers may be able to lock semester or final average grades. By selecting this option, new averages will be calculated for locked grades.

  6. View Current Weighting Rules. Click this button to open a window which displays the weighting options for the selected grade. All grade plans that include this grade and have had weighting rules set in the Admin Portal are displayed. See below for an example.

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  1. Course Selections. Choose which courses or teachers for which you want to calculate averages. The grid can be sorted and filtered by each column. Use CTRL+click to select or deselect multiple rows.

  2. Current Grade Rules Summarization. Click this to view the general rules set in the Admin Portal.

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  1. Set the range of students to be processed. By default, all students in the current filter are selected. The selection of students can be further refined 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.  Compute.

Additional Information

Additional KBAs are available at CR Knowledge Base.
Additional Tech Bytes are available at CR Tech Bytes.

Applies to VersionsCR Portals – Version 1.4; MMS Generations: 14.2.16; Portals: 4.9.2.
Key WordsCompute Grade Averages, final average, semester average, FAV, MAV, S2A, current weighting rules, Term averages

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