District GPAs/District GPA Details

Schools and Cohorts

GPA Weight Factors


Overview

The GPA Configurations page allows a district to add, configure, and edit custom district GPAs as well as GPA Weight Factors for each district defined GPA. A District can also enable or disable the Aeries built-in GPAs.


The GPA Configuration page is a feature of Aeries intended for use by early adopters and can only be turned on by a System Administrator. Please contact Aeries Support for information on enabling this feature for your district.



District GPAs/District GPA Details  

The District GPAs section displays built-in GPAs that are available for district use. Districts can also add their own District-defined GPAs in this section. When a user selects a GPA, details for that particular GPA will display in the District GPA Details section below the District GPAs listing.


Aeries Built-in GPAs

Aeries Built-in GPAs are active by default; however, the built-in GPAs can be inactivated if a district prefers to define their own GPAs. To inactivate an Aeries Built-in GPA, select the desired GPA from the GPA list. The details for the built-in GPA will display in the District GPA Details section. Select the Edit icon. The Edit District GPA Details window will open. The built-in GPA can be inactivated by clicking on the drop-down arrow in the Status field and selecting “Inactive”. Click the Save button to save the changes. 


Inactivating built-in GPAs may limit the options that are available on the Transcript Definition - GPA Options tab for the Enhanced (1-column) transcripts. For example, after the Weighted Academic GPA and Weighted Total GPA are inactivated ...


GPA Configuration - District GPAs tab - Inactive Built-In GPAs


the Weighted GPA option is no longer available in the Transcript Definitions GPA Options tab ...


Transcript Definitions - GPA Options - Weighted GPA no longer available


To remove the Weighted GPA option from the Transcript Definition - GPA Options tab:

  • Inactivate the Built-in Weighted Academic GPA
  • Inactivate the Built-in Weighted Total GPA

To remove the Unweighted GPA option from the Transcript Definition - GPA Options tab:

  • Inactivate the Built-in Non-Weighted Academic GPA
  • Inactivate the Built-in Non-Weighted Total GPA

To remove the Academic GPA option from the Transcript Definition - GPA Options tab:

  • Inactivate the Built-in Weighted Academic GPA
  • Inactivate the Built-in Non-Weighted Academic GPA

To remove the Total (Non-Academic) GPA option from the Transcript Definition - GPA Options tab:

  • Inactivate the Built-in Weighted Total GPA
  • Inactivate the Built-in Non-Weighted Total GPA

To remove the Academic 10-12 GPA option from the Transcript Definition - GPA Options tab:

  • Inactivate the Built-in Academic  10-12 GPA


Note: Activating and inactivating are only changes that can be made to a Built-in GPA on the GPA Configurations page.



District GPAs

Districts can add District-defined GPAs for use at specific school sites. When a District GPA is added, a Regular Weight Factor is automatically added to the GPA Weight Factors section of the newly created District GPA.  To add a District-defined GPA click the Add District GPA button.


The Add District GPA Details window will open.

GPA Configurations - Add District GPA


General Info Section

Short Name - Enter a short name for your District-defined GPA. There is a 6 character limit for the GPA Short Name.
Long Name - Enter a long Name for your District-defined GPA. There is a 20 character limit for the GPA Long Name.
Status - The Status field is used to Activate or Inactivate a GPA.
Description - Enter a Description for your District-defined GPA.
Calculate Weighted GPA - If this option is selected the District-defined GPA will calculate Weighted GPAs.
Calculate Non-Weighted GPA - If this option is selected the District-defined GPA will calculate non-weighted GPAs.

Note: Both the Calculate Weighted GPA option and the Calculate Non-Weighted GPA option can be selected simultaneously. If both options are selected, a Weight Factor for the Calculate Weighted GPA option will need to be added in addition to the Regular Weight Factor that is automatically created when a District-defined GPA is added. 

Calculate Using - This option defaults to including the Credits Attempted when calculating the GPA. If the option Courses Taken is selected, then the GPA calculation is a simple average of the grade points divided by the number of courses (i.e., the number of transcript records). 

Show on Printed Transcript - This option defaults to checked. When this option is checked the District-defined GPA will be printed on the one-column enhanced transcript, when it is not checked it will not be printed on the transcript.


Course Selection Section

Courses - GPAs can be configured to run based on specific course selections. The three Courses options are: Courses, Course Characteristics, and Grad Status GPA Courses.  


Courses

This selection will define the group of courses to be included in the GPA calculation based on a field in the Courses page.  In the example below, the group of courses is being selected using the CRS.NA field where Academic, Non-Academic and Honors courses are defined on the Courses page. This selection is using the <> (not equal) comparison coupled with 'N'. This selection will include all course whose CRS.NA field does not equal 'N'. This comparison will include Academic and Honors courses in the GPA calculation but will not include Non-Academic courses based on the CRS.NA field.

GPA Configurations - Add/Edit District GPA Details - Course Selection sub tab - Courses example Conditions and Comparisons for Courses option:

=   Equals

<> Not Equal

IN  Contains

>  Greater than

<  Less than

<= Less or Equal

>= Greater or Equal


The IN comparison will include any values that are provided to the right of the equation. Commas must be used to separate a list of values. Also, comparison of a field with no data or a comparison of a field with a space must denote those conditions with either single or double quotes, such as '' or "" for No Value and ' ' or " " for a Blank. Records with fields that have either No Value or a Blank will be analyzed in the same manner. 


In the below example both conditions would produce the same results. Courses with either No Value or Blank or H in the CRS.NA field will be included in the District GPA calculation. 

GPA Configurations - Add/Edit District GPA Details - Course Selection sub tab - No Value or H example

GPA Configurations - Add/Edit District GPA Details - Course Selection sub tab - Blank or H example


Course Characteristics

This selection will define courses to be included in the GPA calculation based on the characteristics of a course set on the Characteristics tab on the Courses page. Transcript records with the same selection in the Course History Characteristics (CHC) will also be included in the GPA calculation.


GPA Configurations - Add/Edit District GPA Details - Course Selection sub tab - Course Characteristics example


Grad Status GPA Courses

This selection will define courses to be included in the GPA calculation based on the Grad Status GPA which is designed primarily for Texas schools.  


Off Grade Course Inclusion - This option will include Off Grade Courses in the GPA calculation.  The calculation will be based on selections made in the Off Grade Courses page. Please refer to the Off Grade Courses documentation for more information on configuring Off Grade Courses.


Rank Section

GPA Configurations - Add/Edit District GPA Details - Rank sub tab


Rank Type – Rank type must match the selected Calculate Weighted or Non-Weighted option if only one option is selected. If both options are selected, then the Rank type can be either Weighted or Non-weighted.
Rank Groups - The number of desired rank groups can be set to group students by rank in lieu of giving each student an individual rank number. The Rank Groups can be a number from 0 to 100. A Rank Group of 0 (the default) will create class ranks based on the size of the class. For example, a class size of 200 students the rank groups will range from 1 to 200. A Rank Group of 10, or decile, ranking will create 10 class rank groups that range from 1 to 10.
Calculate Top % - If a percentage number is entered the District Defined GPA will calculate for all students but only the top number of students designated by the percentage will be ranked. For example, if 20 is entered, the District Defined GPA will calculate but only display for the Top 20% of students will receive a rank.
Display Top % to Parents and Students - If a percentage number is entered only the Top % GPA will display in the Parent/Student Portal or print on the transcript. For example, if 35 is entered, the District Defined GPA will only display in the Parent/Student Portal for the top 35% of students, and it will only appear on the transcripts for the top 35% of students. 


NOTE: Rank Type should either be Weighted GPA or Non Weighted GPA to align with the GPA being used. If no ranking is desired then set the Rank Groups, Calculate Top % and Display Top % to Parents and Students to all 0.


Languages for GPA Labels Section

GPA labels support translations in other languages. GPA labels translated in this section will display on the Student Transcript Report.

GPA Configurations - Add/Edit District GPA Details - Languages for GPA Labels sub tab


Student Statuses to Include Section

Select the Student Status tags to include in the calculations of the GPA, Class Rank and Class Size. In the below example the students that graduated early will be included in the Class Rank and Class Size. 

Additionally, any students with an inactive tag that is not selected will not have their GPA recalculated, and will have their Class Rank and Size zeroed out during the Recompute Cumulative GPAs and Class Rank process.

If a student is in more than one GPA cohort (see Schools and Cohorts below), the GPA record in the non-natural cohort will be updated, and the Class Rank and Size will not be updated.


GPA Configurations - Add/Edit District GPA Details - Student Statuses to Include sub tab


Click the Save button to save all changes. Selected options will be visible in the District GPA Details section.

GPA Configurations - District GPA Details - read view



Click the Continue button to open the Schools and Cohorts Section.



Schools and Cohorts  

The Schools and Cohorts section displays a list of schools that can be assigned a District-defined GPA. Schools designated with a Scheduling Type of Secondary or Flexible on the School Options page will be included in the school listing on the Schools and Cohorts page.

GPA Configurations - Schools and Cohorts

   

Selected - This column allows schools to be selected for inclusion in the District-defined GPA. To select a school place a checkmark in the Selected column for the desired school.
School - This column will display the school name. A school will be listed multiple times based on the Cohorts available at the school.
Cohort - This column will display the cohorts available for the listed school.
Other District GPAs Applied - This column will display District-defined GPAs that are being applied to this School and Cohort.
Natural Grade - This column displays the Natural Grade for the Cohort. The Natural Grade is the expected current grade level of the cohort.

Lock Class Ranks - When this option is enabled the calculation for Class Ranks will be locked by the cohort and grade selected.

Primary GPA - This field indicates which District-defined GPA will be used as the Term GPA on the transcripts for each school and cohort. The system will allow only one Primary GPA for each school and cohort. Please see the Transcript Design Options - Enhanced (1-column) Style for more information on how to set up the Term GPA on the transcript.
Include Other Cohorts for this Grade - If this option is checked other cohorts for this grade will be included in the GPA calculation. For example, a student that is in a different cohort outside of his natural grade because the student advanced a year will be included when this GPA is calculated.  Additionally, a student that is behind his natural grade will also have his GPA calculated if this option is selected.



GPA Weight Factors  

GPA Weight Factors allow weighting of District-defined GPAs.  A Regular GPA Weight Factor will automatically be added when a District GPA is created. By default all Weight Factors are added with 0 Grade Points for all Marks, thus Grade Points will need to be added to all Weight Factors before calculating GPAs. The Do Not Include in GPA column allows a district to exclude a particular mark from the GPA calculation.  Therefore, if a checkmark is entered in the Do Not Include in GPA column the designated mark will be excluded from the GPA calculation for all students.

 

To edit Grade Points enter the desired Grade Point for the Mark in the Grade Points text box located to the right of each Mark. Place a checkmark in the Do Not Include in GPA column for any Marks that need to be excluded from the GPA calculation. Grade Points and checkmarks are saved automatically.

 

GPA Configurations - GPA Weight Factors sub tab


Additional Weight Factors can be added to the District Defined GPA for additional weighting of courses such as for Honors courses. Click the Add Weight Factor button to add a new Weight Factor. 

GPA Configurations - GPA Weight Factors sub tab - Add a Weight Factor button


The Add District GPA Weight Factor window will open.  In this example we are adding a Weight Factor for Honors courses. The new Weight Factor was named Honors Weight Factor. In the Courses Selection Section the Courses type was selected. In the Courses type filter, NA-Non-Academic/Honors field (CRS.NA) from the Courses page was selected. This field will filter for courses that are tagged as equal (=) to H (Honors) in the Courses page. Thus this GPA Weight Factor will only calculate for Honors courses. 


GPA Configurations - GPA Weight Factors sub tab - Add District GPA Weight Factor



Click the Save button to save all changes. The new Honors Weight Factor has been added. This weight factor will only include courses tagged with an H in the CRS.NA field in Courses.  Grade Points will need to be entered for all marks before the new Weight Factor can be used to calculate student GPAs.


GPA Configurations - GPA Weight Factors sub tab - Additional Honors Weight Factor example