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Student Grades Template

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Target Table: STUD_GRADES

Data Submission Schedule: 40 Day, 80 Day, 120 Day, End of Year (EOY), SUMMER (optional)

Grain:  One record per district / location / school year / student / course / section / semester / marking period num (reporting period)

Load Sequence/Dependencies:

  1. COURSE
  2. STAFF
  3. STUDENT

Template Description – This template defines the Student Grades fact table for Middle and High School course. Student Grades can be submitted during every reporting period (40 Day, 80 Day, 120 Day, EOY) for which a grade pertains.  If a grade and/or credit has not yet been earned for the course, then do not include this record. ONE final “Student Grade” record should be submitted per course/section corresponding with the latest reporting period enrollment record.  One STUDENT GRADE record should be submitted for each “class,” which is identified as a unique combination of COURSE CODE plus SECTION CODE.

File Name Format:  DDD_STUD_GRADES_YYYYMMDDHHMM.fff
File Name Format Example:  001_STUD_GRADES_201907071201.csv

Field Number Field Name Data Type, Required, Code Valid Values
1 DISTRICT CODE Character, Required, Key
2 LOCATION CODE Character, Required, Key
3 SCHOOL YEAR DATE Date, Required, Key
  • 2019-06-30 = SY18-19
  • 2020-06-30 = SY19-20
6 REQUEST SEQUENCE Character, Required, Key​
  • 0
8 STUDENT ID Character, Required, Key​ Enter 9 digit student ID
9 MARKING PERIOD NUM Number (0 decimals), Required, Key​
  • 501 – 40 Day
  • 502 – 80 Day
  • 503 – 120 Day
  • 901 – End of Year (EOY)
  • 903  – Summer (optional)
10 NUMERIC GRADE Number, conditionally Required, Updateable Final numeric grade a
student received in a course.
11 ALPHA GRADE Character, Conditionally Required, Updateable
  • A
  • B
  • C
  • D
  • F
  • I = Incomplete
  • W = Withdrawn
12 PASS/ FAIL Character, Conditionally Required, Updateable
  • P = Pass
  • F = Fail
22 SEMESTER Character, Required, Key
  • 1 = 40 Day
  • 2 = 80 Day
  • 3 = 120 Day
  • 4 = End of Year
  • 6 = Summer (Optional)
24 CREDITS EARNED Number (4 decimals), Required, Updateable
  • 0 = Grade F (failed) OR incomplete class OR non-High School credit class.  Use 0 for Middle School or failed classes.
  • .25 = Traditional High School ½ semester class
  • .33 = 1 College Credit Hour OR 1/3 Credit for Trimester reporting
  • .34 = 1/3 Credit for Trimester reporting
  • .66 = 2 College Credit Hours
  • .67 = 2 College Credit Hours
  • .5 = Traditional High School 1 semester class OR its equivalent in block scheduling systems
  • 1 = 3 College Credit Hours OR traditional year-long High School class OR its equivalent in block scheduling systems
  • 1.33 = 4 College Credit Hours
  • 1.5 = Special case for block classes.
  • 1.66 = 5 College Credit Hours
  • 1.67 = 5 College Credit Hours
  • 2 = 6 College Credit Hours
26 COURSE CODE LONG Character, Required, Key

8 digit course code

SY19 Course Codes
27 SECTION CODE LONG Character, Required, Key
28 CONDUCT GRADE Character, Conditionally Required, Updateable
29 COURSE INSTRUCTOR SNAPSHOT DATE Date, Required, Updateable
SY 18-19 Valid Values
  • 2018-10-01 = 40D
  • 2018-12-15 = 80D
  • 2019-03-01 = 120D
  • 2019-06-01 = EOY
  • 2019-06-29 = Summer (Optional)

 

SY 19-20 Valid Values
  • 2019-10-01 = 40D
  • 2019-12-15 = 80D
  • 2020-03-01 = 120D
  • 2020-06-01 = EOY
  • 2020-06-29 = Summer (Optional)

Template Guidance

  • Student Grades can be submitted during every reporting period (40 Day, 80 Day, 120 Day, EOY) for which a grade pertains.  If a grade and/or credit has not yet been earned for the course, then do not include this record. ONE final “Student Grade” record should be submitted per course/section corresponding with the latest reporting period enrollment record.  One STUDENT GRADE record should be submitted for each “class,” which is identified as a unique combination of COURSE CODE plus SECTION CODE.
  • The following students should not be submitted in this template:
    • Hospitalized students (Location Code = 993)
    • Homebound students (Location Code = 998)
    • Home schooled students (Location Code = 999)
    • Students enrolled in private school but receiving public special education services (Location Code = 997).
  • Course Instructor Snapshot Date, Semester, Course Code Long, Section and Student ID MUST match the corresponding fields in the STUDENT COURSE ENROLLMENT template and the COURSE template. Student ID, Section and Course Instructor Snapshot Date are not in the COURSE template so the matching fields in the COURSE template must be Semester and Course Code Long.  The same School Year, District Code, Location Code, Course Code Long, Section, Semester &Course Instructor Snapshot Date must also be found in the COURSE INSTRUCTOR template to determine the teacher who assigned the grade.
  • Withdrawal (W) and Incomplete (I) STUDENT GRADE records are highly recommended because College and Career Readiness Bureau (CCRB) reviews final grades to calculate Perkins and dual credit funding. Omitting grades may adversely affect funding, so you are strongly encouraged to submit any withdrawal or incomplete grades. Failing to submit W or I grades will result in students being listed on “Missing Grade” exception reports.
Student Grades FAQs