Transfer grades for drops/adds

When students transfer between different sections of the same course, you can transfer their grades from the section they drop to the section they add.

For example, assume a student enrolls in Section 1 History. After Term 1, she transfers to Section 2 History. The system creates two transcript records for the student, and report cards print two records – one for each section. Both transcript records contain the same course for the same schedule term, and both are full-year courses.

You can merge these transcript records so that report cards display only one record for this course. The system moves all grade and comment values to the newest transcript record based on the grades, and then deletes the old transcript record.

Note: Aspen does not transfer the grades if it cannot determine the newest transcript record based on its grades, or if the transcript records contain a grade or comment in the same column.

Before you transfer the grades, run the Transcript Drop/Add List report to view the students who are affected. Then, use the Merge Drop/Add function to transfer the grades.

To print the Transcript Drop/Add List report:

1. Log on to the School view.
2. Select Grades > Transcripts.
3. On the Reports menu, click Transcript Drop/Add List. The Transcript Drop/Add List pop-up appears.
4. Enter the report parameters.
5. The report displays in the format you select.

   

To transfer the grades:

1. Do one of the following:
• To merge drop/adds for several students, use the Grades tab, Transcripts side-tab.

  Note: Merging records for several students should be done very carefully.

• To merge drop/adds for one student, use the Student tab, Transcripts side-tab.

2. Select the transcript records you want to merge.
3. On the Options menu, click Show Selected.
4. On the Options menu, click Merge Drop/Adds. The Merge Transcript Drop/Adds pop-up appears.

5. 

5. Select one of the following to determine the records the system should consider in the merge:
• Current selection (usually 2 records)
• Current Year Transcripts
• All Transcripts

6. Select the Merge transcripts with different schedule terms checkbox to allow grades to be merged that were earned in courses that had different schedule terms in the master schedule. For example, if you need to merge the grade a student earned in Gym during Semester 1 with the other course of Gym they were enrolled in during Semester 2.
7. Select the Merge transcripts from different schools checkbox to allow grades that were earned in different schools to be merged.

   Note: The courses you merge from different schools have to be associated with the same district-level course. Also, the system disregards schedule terms when merging courses from different schools.

8. Click OK.
9. Run the Transcript Drop/Add List report again to confirm that the students’ names no longer appear.