Searching for Missing and Incomplete Grades in Historical Grades

Missing grades (blank grades) and incomplete grades play an integral part in Academic Records for the student.

  1. Run the Stored Grades - Missing / Blank Grades for the term from PSCB Custom Reports to review missing grades and correct if applicable.
  2. If changes need to be made or grades are missing, they will need to be manually added/corrected in PowerSchool on the Historical Grades page. This is necessary because the Historical Grades page does not automatically update when a teacher changes a grade in their gradebook.
  3. Leave the blank grades for R7VA, VHCC, LHGS, etc. for ease of entering later (normally doesn't apply to Q1-Q4). However, note that blank grades will hinder a student from being on the honor roll when it's calculated in PS.
  4. After updating all the appropriate blank or missing grades, request to have the remaining blank grades deleted en masse through the backend of the database by the SIS Specialist for your school.
  5. Remind teachers that they need to send you a Grade Change Form if they change a student's grade after they have been stored (date shared at the time of request) so you will know to update them in Historical Grades. You can also see the date and time by looking at the log field on the "Edit Stored Grade" page of Historical Grades.
  6. If grades need to be stored for students who were withdrawn from class prior to the end date they will need to be manually entered as well.
  7. If a student transferred to your school from another school within Washington County before grades were stored at their previous school please communicate with that school in order to obtain the students grades and manually enter them into PowerSchool (with the appropriate school name.
  8. When manually entering/updating grades the following applicable fields should be addressed along with the school and course/section information.

For report cards, a blank grade will show as a space on the report card and a grade if INC will show for incomplete grades if the teacher manually entered it in the gradebook before grades were stored.
For honor roll calculations, a blank grade or a grade of INC will reflect a grade of zero (0) in the average and disqualify the student from the Honor Roll.
For transcripts, only the final grades are displayed on the official transcript. An F1 grade in Historical Grades are calculated as an average from the term grades. If a term grade is a missing grade, the average will be significantly lower with the zero (0) averaged into the calculation.

Use the Stored Grades-Missing/Blank Grades report in PSCB Custom Reports > Grading to find missing grades.

Note: If a student has an incomplete (INC) at the end of a school year, it should be updated before the start of the new school year. If the student doesn't complete a class assignment, the grade should be considered a zero(0) and averaged into the grade for the class.

Use the Stored Grades-Search report in PSCB Custom Reports > Grading to locate the incomplete grades (INC).

Additional Information! If a teacher actually selected INC as a term grade in their gradebook, it will also need to be stored as such in Historical Grades. This will hinder a student from being on the Honor Roll when it is calculated in PowerSchool. It will also show up on report cards and transcripts as INC if corrected in Historical Grades.

In addition to running the Stored Grades-Missing/Blank Grades report in PowerSchool to find missing grades in Historical Grades, you can also run the Stored Grades-Search report to find Historical Grades listed as INC.

Note: Both of these only look at current year grades.
Note: The teacher must also fill out a Grade Change Request form in the case that they update an INC grade in their gradebook.

A student shouldn't have an INC as a final grade for a previous year once a new school year begins, so it would be best to address these as early as possible. In situations where the student has been given more time to complete grades, be sure to note that it needs to be updated at the beginning of the new school year. Exceptions regarding this procedure should be made at the school level.

Reminder: GPA issue when manually updating a blank grade 1 message Jennifer Rhea jrhea@wcs.k12.va.us Tue, May 7, 2024 at 12:54 PM To: "Kristy M. Noe" knoe@wcs.k12.va.us, Susan Davidson King susan@wcs.k12.va.us, "Gross, Trina" trinag@wcs.k12.va.us, Diana Smith dsmith@wcs.k12.va.us, Catherine Baker cbaker@wcs.k12.va.us, Julie Matlock jumatlock@wcs.k12.va.us, Chelsea Campbell ccampbell@wcs.k12.va.us, Hannah Lowe hlowe@wcs.k12.va.us, "Garrett C. Amburgey" gamburgey@wcs.k12.va.us, "Susan M. Sullivan" smsullivan@wcs.k12.va.us, Tonya Buffalow tbuffalow@wcs.k12.va.us, Kimberly Holmes knholmes@wcs.k12.va.us Cc: Lisa Okes lokes@wcs.k12.va.us High and middle school counselors:

Now that we're nearing the end of the school year please take this reminder into consideration while preparing for final grades and transcripts.

In an email jrhea sent on 5/7/24:

It has been brought to my attention that the GPA Calculations are set to be excluded for some credit bearing (F1) final grades in Historical Grades. In researching this, I found that the store grades process automatically changes it to be excluded when the grade stored is BLANK. If manually updating blank grades in Historical Grades, all applicable fields below must be updated.

Grade GPA points Percent Earned credit hours GPA Calculations to Include

Note that once you update all of these fields GPA's will need to be recalculated.

This is not typically an issue because final grades usually aren't blank in the teachers' gradebooks. However, R7VA student grades aren't entered in teacher gradebooks because the teachers aren't WCS employees. With this being the case, when storing grades for the schools the blank grades get stored as such causing the other fields to be blank as well. If you need assistance double checking your students let us know. We will be glad to help.

Also, keep in mind that when you manually enter grades, whether current school or previous school grades for transfer students, you must include the 4 digit Credit Type (i.e., for school year 2023-24 you should enter 2023). I went ahead and corrected these for you according to the terms listed for the historical grade. Thanks, Jennifer