Los Angeles Unified School District Transcripts – The Electronic Cumulative Record December 6, 2012 Vicki Gonzales Karen Green

Los Angeles Unified School DistrictTranscripts – The Electronic Cumulative Record December 6, 2012Vicki GonzalesKaren Green

Agenda

Review Outcomes Review Materials SSIS demonstration of TR01 vs TR51 SSIS check of TR04 for accuracy Adding Courses Taken Outside LAUSD

Outcomes

Participants will identify LAUSD policy and procedures to

document courses on the electronic cumulative record

distinguish technical procedures to input courses on the electronic cumulative record

associate SSIS TR programs that assist in monitoring student progress towards graduation

Transcripts Notebook SSIS TR Programs SSIS Adding Courses Taken Outside Regular LAUSD Program

To TR01 LAUSD Cumulative Record Handbook for Secondary Schools LAUSD SSIS COURSES by Title BUL-1100 Criteria for Granting Instructional Credit in Secondary Schools BUL-1040.2 Credit for Concurrent Enrollment in High School and Community

College BUL-1885 New ROCP Course Numbers BUL-1758 Adult School Equivalent Academic Course Options for

Concurrently Enrolled Students BUL-2533 Procedures for Granting Credit and Achievement in Foreign

Language BUL-1545 Foreign Student Transcripts BUL-787 Guidelines for School Enrollment of Students in

Out-of-Home Care BUL-M-128 Guidelines for Independent Study (now BUL-1100) SSIS Addition to Program TR04 – AB1802 Conferences SSIS Program TR60 – Check progress toward graduation SSIS Program TR61 – Graduation Audit Report changes?

Transcript ProgramsNormal downloads for student course work: TR22 – mass posting of final marks to cumulative file (e) TR72 – mass posting of final summer session marks to

cumulative file. Done at the actual summer school site (e)

TR71 – summer session marks from another school to cumulative file. Wait for the ok from SSIS to continue (e)

TR31 – obtain transfer data from other district schools

Cumulative Record HandbookThe AP,SCS is responsible for interpreting and evaluating the subjects, credits, and marks and for instructing the credit clerk or other individuals responsible for entering this data in the electronic transcript (TR01).

SSIS Electronic Transcript Programs

TR51 – view display of courses completed by a student

TR01 – view and modify course records, access is limited. Function keys

SSIS Electronic Transcript Programs

Add courses to student recordDistrict SchoolOut of District Accredited SchoolCommunity CollegeROP – Occupational Center Adult School

Check TR04 for graduation credit

Transcript Protocol and ProceduresProtocol and procedures need to be

established and communicated Prior approval Standard forms Course equivalent, course evaluation Point persons for entering courses

on TR01 Cumulative record verification

Example #1Student Record Number 1025

Transcript –Course number – 310301, 310302Course title – Alg 1A, Alg 1BCredits attempted – 5.0Final mark – AGrade level – 10End date – 2/10/11, 6/15/11Location – 8610 Panorama HS

Adding Courses Taken Outside LAUSD

BUL-1100 Guidelines for Granting Instructional Credit

Credit may be granted for courses taken outside the home school only when arrangements have been made with the home school prior to enrollment.

Adding Courses Taken Outside LAUSD1. Out of District Schools – Accredited Schools

BUL-1100 – Criteria for Granting Instructional Credit

If the course aligns with the LAUSD course and content standards, the subject marks and credits may be accepted at the face value of the accredited school

www.wascweb.org to check school status Use COURSES to look up district course numbers Note: TR01 course search displays all courses –

current and obsolete IMPORTANT!!! Use the correct 6 digit course

number. Programs TR04, TR06, TR07, and TR08 base information and printouts on accuracy of the 6 digit course number.

Adding Courses Taken Outside LAUSD1. Out of District Schools – Accredited Schools

BUL-1100 – Criteria for Granting Instructional Credit

0.5 Carnegie Units = 5 semester credits transcripts with semester grades or annual grades English or Social Science requirements must be

entered as semester courses. all other departments may use course with 10

credits or enter 2 semester courses edit title of courses, should come from transcript


English I – 1.0 Carnegie Unit, mark=A, grade level=9th, 07-08, Troy HS, Troy, Ohio

LAUSD equivalent English 9A, English 9B, Credits = 5.0 per course Final Mark = “A” per course Grade Level = 9th

End date = 2/12/10, 6/17/10 Location code = Troy HS, Troy, Ohio

Adding Courses Taken Outside LAUSD2. College Courses

BUL-1040.2 Rev Credit for Concurrent Enrollment for High School and Community College

Each high school shall establish a procedure for students to follow regarding obtaining permission to take a course at a community college and college/university

Procedure must be communicated to all students and staff

Concurrent enrollment form must be signed by counselor



Procedures for posting in TR01 Course offered on school site (ex: period 7)– create bubble number in CL31 using the appropriate

1070nn number and the official college course title Create a class in CL01, for Days Met use X, assign

class to certificated staff member Use CL04 to enroll students in class Final marks may be entered via ISIS but the

college name must be entered in TR01Note:Does not print out on cum label, considered enrichment, goes toelective area of TR04



Procedures for posting in TR01

Student attends college class off campus Create a bubble number in CL31, use course

105020 Create a class in CL01, use Days Met code of Z,

assign to certificated counselor or APSCS Add class to student schedule CL04 If course taken for graduation requirements, use

course numbers from BUL 1040.2 Post course in TR01 and cum record manuallyNote:Does not print on cum label, goes to elective credit on TR04



Procedures for posting in TR01 If course taken for graduation requirements, use course

numbers from BUL 1040.1, course is listed once and receives credit according to articulation agreement

If course taken for enrichment, use 107nnn generic course numbers, courses will be included in the UC/CSU applications (TR04) but not in the LAUSD GPA (TR06), use college course title, ending date, and name of college

If course taken for graduation requirement and also earns an augmented point use 106031 for Math, 106336 for Physical Science

• The only courses that receive an augmented GPA point are Math 227, Statistics; Math 265, Calculus with Analytical Geometry; Math 261/262, Calculus I/II; and Physics 6, General Physics I


LA Valley College – Health 11, Principles of Healthy Living, mark = A, 12th grade, 3 units

LAUSD Equivalent Course code – 260103 Course title – PR HEALTHY LIVING Credits – 10.0 Final Mark – A Grade Level – 12 End date – 12/1/12 Location – LA VALLEY COLLEGE

Adding Courses Taken Outside LAUSD3. ROP Courses

REF-1885.0 New ROCP Course Numbers and Course Alignment with the California Academic Content Standards and the LAUSD’s High School Career Pathwayswww.ropcenter.org for schedule of classesROP office: 213-241-53336 digit course numbers begin with 6

60 Arts and Media 61 Finance and General Busines 62 Public and Social Services 64 Agriculture 65 Education 67 Health and medicine 68 Home Economics 69 Engineering Technology and Industrial

Technology


3. ROP CoursesREF-1885 New ROCP Course Numbers and Course Alignment with the California Academic Content Standards and the LAUSD’s High School Career Pathways

Procedures for entering ROP classes on the TR01 Create a bubble number in CL31 Create a class in CL01, use “ALL” in Days Met column for on site

classes or “X” for off site classes If class is offered during regular school day, add ROP teacher to FC01

and use real employee number, list teacher as “R” in field 133 for ROP, and use teacher number in CL01

Run TR22 to post final marks on electronic transcript If class offered Saturday, afterschool, or summer, record the class titles

and final marks on the “cum label” and in TR01 manually when hours are completed - example 30 hours=2.5 credits


ROP Harbor Occupational Center – Comp Op./Lit, 615052, 5 credits, mark= A, 7/30/12

LAUSD equivalent Course number – 615052 Course title – Comp Op/Lit Credits – 5.0 Final Mark – A Grade Level - 11 End date – 7/30/12 Location code – 9180 ROP Harbor Center

Adding Courses Taken Outside LAUSD4. Adult School Courses

BUL-1758 Adult School Equivalent Academic Course Options for Concurrently Enrolled Students Senior high school students must obtain approval

from counselor before enrolling in any adult school course

Do not enroll concurrent student in same adult school course and high school course simultaneously

Do not enroll senior students in adult courses immediately prior to graduation

Seniors need to sign a statement of acknowledgement that all assignments need to be completed before credit can be issued

Seniors must have a counseling session before enrolling

Adding Courses Taken Outside LAUSD4. Adult School Courses

BUL-1758 Adult School Equivalent Academic Course Options for Concurrently Enrolled Students

Credits Determined by the counselor Must be approved prior to enrollment Transferrable and equivalent courses Seat time

Recording in TR01 Enter 6 digit course number, title of course, and adult

school location code


Belmont Adult School – US Hist/1, 370170, mark=A, 12th grade, 8/16/10, 5 credits

LAUSD equivalent Course number – 370170 Course title – US HIST/1 Credits – 5.0 Final mark – A Grade level – 12 End date – 12/1/12 Location code – 9039 Belmont Adult

Adding Courses Taken Outside LAUSD5. Foreign Transcripts

BUL-1545 Foreign Student Transcripts

Generally, in grades nine through twelve, courses that are similar in content and address the same State content standards as those listed in the most recent revision of the Guidelines for Instruction will receive credit only.

Specific course titles and marks are not to be entered on the cumulative record or the electronic transcript, unless the procedure in item "E" is used.



E. Marks may be accepted and recorded with the specific course title through one of the following procedures:

Verification of the marks earned at the previous foreign school by an examination prepared and administered by the local school.

For example, when the student successfully passes the final at the local school for Biology AB, the course title and marks from the foreign school may be recorded on the cumulative record and the electronic transcript.

Successful completion of an advanced course in the same subject field.

For example, when a student successfully completes Algebra 2AB at the home or local school, then his or her Algebra 1AB marks from the foreign school may be recorded.

Adding Courses Taken Outside LAUSD5. Foreign TranscriptsBUL-1545 Foreign Student Transcripts

ART 200100 MATHEMATICS 310100

BUSINESS 210100 MUSIC 320100 COMPUTER SCI 180100 PHYSICAL ED 330100 ENGLISH 230100 BIO SCIENCE 360700 ENVIRON/AGRIC 240100 PHYS SCIENCE 361300 FOREIGN LANG 250100 SOCIAL SCIENCE 370100 HOME ECONOMICS 280100 VIS/PERF ARTS 380100

INDUSTRIAL ED 290100

In TR01, enter “P” for pass, the number of credits, and the name and city of the school.


5. Foreign Transcripts BUL-1545 Foreign Student Transcripts

English courses taken in an English speaking country, in an American school, or in a school taught in English will provide English credit.

English courses taken in a non-English speaking country or in a school taught in a language other than English will be listed as foreign language credit.



In countries that only offer math taught in an integrated curriculum:

Math 1 may be used as equivalent to Algebra 1 Math 2 may be used as equivalent to Geometry Math 3 may be used as equivalent to Algebra 2 Math 4 may be used as equivalent to Math Analysis.



Geography and History of a particular country will provide social studies elective credit. World History studied in a foreign country and verified (as stated in "E" above) will be listed on the student’s permanent record as World History, Culture, & Geography: Modern World and will meet the World History graduation requirement.

Verification of Course work and Credits given for Foreign

Transcripts

Refer to BUL–1545 ; Attachments A-C. When attachments are completeEnter the information in TR01 Hand post the same information on the Cumulative RecordFile the Original attachment in the Cumulative Record folder.

Adding Courses Taken Outside LAUSD6. Foreign Language Proficiency With or Without

Formal InstructionBUL-2533 Procedures for Granting Credit and Achievement Marks for Foreign Language

If oral and written exam given by school in TR01 record 10 credits using district course number for

language course and level, add final mark given by the teacher, record grade level and date, for location, type

“CREDIT THRU KENNEDY HS EXAM”

If test taken at UCLA or other college in TR01 type district course number 250100, change title to

foreign language and level, record 10 credits and final mark given by UCLA, record grade level and date, for location, type

“CREDIT THRU SCHOOL UCLA EXAM”



If a student demonstrated proficiency by earning a 3,4, or 5 on an AP foreign language exam in TR01 type the district course number 250100 and change the

title to the foreign language with the 4AB level, record 10 credits and mark of “A”, record the grade level and date test was taken, for location, type

“CREDIT THROUGH AP EXAM”



If a student demonstrates proficiency through an SAT Foreign Language Subject Exam or Foreign Language Listening Exam, credits will not be granted In TR01 type district course number 250100, change title to

foreign language without a level, such as FRENCH, record “0” credits and a “P” for a mark, record grade level, date, and for location type

“CERTIFIED BY SAT EXAM”

Adding Courses Taken Outside LAUSD7. Approved Special Programs

BUL-1100 Guidelines for Granting Instructional Credit Upward Bound Med-COR at USC Youth and Government Program at the West Valley YMCA

8. Beyond the Bell CoursesVarious Memorandums

SSIS is NOT to be used for Saturday classes, course and final mark must be entered manually in TR01 and cum record

9. Summer SchoolBUL-1100 Guidelines for Granting Instructional Credit

School approval required 60 hours = 5 credits Enter course manually in TR01 and cum record

Adding Courses Taken Outside LAUSD10. LA County Office of Education Courses

BUL-787 Guidelines for School Enrollment of Students in Out-of-Home-Care

Camp Returnees Enrollment procedures and partial credit Courses entered manually in TR01 and cum record

11. Independent Study BUL M-128 (now 1100?) Guidelines for Independent Study Programs

Direct supervision of classroom teacher - part time City of Angels, full time program Alternative Education and Work Centers (AEWC), for those

who have not attended 45 days or more No independent study credit shall be granted for private

lessons or instruction for which the student, parent, or guardian pays a fee.

Adding Courses Taken Outside LAUSD12. On-line Courses – REF-5670

www.onlinelearning.net Approved courses, A-G Set up like a regular class in CL31, CL01, CL04 using the

District Course numbers for Online courses (begin with OLxx) Use TR22 to transfer marks to TR01

13. Non Accredited SchoolsBUL-1100 Guidelines for Granting Instructional Credit All coursework must receive prior approval from the counselor. Counselors should be very cautious about the schools they allow

students to attend outside of the school day. Generally students will receive credit only Specific course titles and marks are not entered in TR01 Department generic courses numbers ending in “100” are used

ex: ART 200100 In TR01 enter “P” for pass, credits, date, grade level, name and city

of school

Adding Courses Taken Outside LAUSD13. Non Accredited Schools

BUL-1100 Guidelines for Granting Instructional Credit

Marks may be accepted and recorded on the TR01 with specific course titles earned at the previous non-accredited school through one of the following procedures: Pass the final exam at the local school Successful completion of an advanced course in the

same subject field AP Exam taken at previous school if passed with 3,

4, or 5

Credit from Non- Accredited Schools

Schools should be accredited by Western Association of Schools and Colleges (WASC) or one of its regional affiliates:

Middle States Association of Colleges and Schools

New England Association of Schools and Colleges

North Central Association Commission on Accreditation and School Improvement

Northwest Association of Accredited Schools

Southern Association of Colleges and Schools

Adding Courses Taken Outside LAUSD14. Correspondence School Credit

California Code of Regulations UC Extension courses Counselor approval needed prior to enrollment Used when student cannot attend class or school or class is

not offered

15. Private Tutor BUL-1100 Guidelines for Granting Instructional Credit

Credits are not earned for tutoring situations May be acceptable if prior arrangement made, instructor

holds valid teaching credential, meets guidelines for instruction and content state standards, course is 60 hours, student passes school exam

enter courses in TR01 manually, use P for Pass, not CR for credit Mark not included in the GPA computation Not granted if course taken in regular school day or for the

purpose of accelerating to meet graduation requirements

Adding Courses Taken Outside LAUSD16. Home Schooling

Parents shall be informed that courses completed during home schooling will be evaluated on the following factors:

Course aligns to LAUSD course description Course meets content standards Direct instructional time is 60 hours for 5 credits Course syllabus identifies appropriate instructional strategies Credits only are recorded. May be accepted through procedures

for non accredited schools In TR01

Credits only are recorded (not marks, use P for Pass) Use non accredited schools procedure if courses are accepted

17. Community Service Hours No credit is to be issued for community

service hours!

SSIS TR Programs TR04 – Graduation Check, <F8> option

Checks if student is On Target or Not with UC/CSU A-G courses

Number of courses completed recalculated each semester – TR22 run

TR60 – Check progress toward graduationExcel spreadsheet

TR61- Graduation Audit ReportRun in OLDYEARExcel spreadsheet

TR60 creates an Excel report Checks progress toward graduation indicates issues that may be affecting student progress

Fields gathered by the report include: Credits – complete, in progress, failed Absences, suspensions, Spec. Ed., EL CAHSEE, CST Counselor SLC School of attendance

TR61(changes) creates an Excel report

assist schools in auditing graduation data

will display ???? if there is an inconsistency between the Year End Flag assigned to the student and the data elements. The Year End Flags are assigned in program ID94. Information must be updated in ID94 for graduating and non-graduating 12th graders.

Whenever a student has a Year End Flag of “A” (Diploma) the program expects to see no “Credits Needed”, passing scores in both sections of the CAHSEE, “Y” for Computer Literacy and “Y” for Service Learning.

Questions?

Vicki GonzalesLos Angeles Unified School DistrictK-12 Administrative CoordinatorOffice of Data and AccountabilityStudent Information [email protected]

Karen GreenLos Angeles Unified School DistrictSpecialistOffice of Data and AccountabilityStudent Information [email protected]

Documents

Los Angeles Unified School District Transcripts – The Electronic Cumulative Record December 6, 2012 Vicki Gonzales Karen Green