Honor Rolls Overview

Modified on Wed, Feb 28 at 10:51 AM

Overview

The honor roll system in Genesis allows the user to define, manage and calculate honor rolls in each of their schools in the district.

The rules are very flexible and allow many different types of Honor Rolls to be created.

User Defined honor rolls can be found in Grading> Honor Roles>User Defined.

We have an Honor Roll Troubleshoot Guide found here.

TABLE OF CONTENTS

Overview
Trial and Honor Roll Runs
Viewing Honor Roll Results
Prerequisites
Creating an Honor Roll
Editing an Honor Roll
Honor Roll Rules
Testing your Honor Roll aka Trial Runs
Running the Honor Roll

Trial and Honor Roll Runs

You can run an Honor Roll in two ways. If you run the Honor Roll normally; the Honor Roll will be calculated and the results will be stored in production.

If you run the Honor Roll in a Trial Run; the results will be stored in a temporary table that doesn't count.

This is useful when you are testing out changes to an existing or new Honor Roll; and want to compare results.

Viewing Honor Roll Results

You can view the students in an Honor Roll or Trial run by clicking on the link in the appropriate column on the User Defined tab.

Clicking on the Adobe Acrobat icon; will bring up a printable Honor Roll in PDF format.

Prerequisites

Before building an Honor Roll, it is necessary to have the following tasks already completed and tested in Genesis:

The Grading System must be completely setup and tested; including:
Pass / Fail parameters on Numeric Grading systems
Pass / Fail flags set correctly for Alpha grade systems
Ignore / Restrict flags set correctly on the Alpha Grades screen
The Curriculum must have the "Used In Honor Roll" flag set correctly on the courses that are intended to be used in the Honor Roll system.
Grades must be posted for the Marking Period that you are building an Honor Roll for. It is nearly impossible to correctly test your Honor Roll without real data.

Creating an Honor Roll

You create one via Grading>Honor Roles>User Defined

Click 'Add an Honor Roll' button and a pop up box will appear. Fill out all required fields.
Click 'Add Honor Roll.'

Editing an Honor Roll

Click the Modify button for the honor roll that you would like to edit the settings for:

From there, you will see all the current parameters selected for the Honor Roll.

You can make changes, and click "Save" when finished:

Modify Honor Roll Screen Settings

Param	Description
Name	This is the name of the honor roll. This is the name that will appear on any reports that print the honor roll. Example names of honor rolls could be Principals List, High Honor Roll and Honor Roll.
Object ID	This is an internal ID. You can use this in letters to pull info from a specific Honor Roll, for example. This is useful when you create Student Letters based on a specific honor roll.
Description	This is a long description of what the honor roll is. An example description might be "All students with a 90 average; no grade lower than a 75." This description only appears on the setup screen; and may be used to describe the rules that this honor roll is intended to have.
Marking Period	The marking period that this honor roll is run and stored in.
Grade Collections Included	An honor roll generally only has one grade collection which is the same as the marking period the honor roll is run for. There are some honor rolls where you may want to include grades from multiple marking periods; or use the Final Grade in the calculation of the honor roll instead of a marking period grade. By default; only the marking period collection for which the honor roll is designed for is checked.
Star Color	Just a new option - you can select a different color for a star on each Marking Period Honor Roll. Leave it blank for default.
Include Students in Grade	These are the grade levels of students that can appear in this Honor Roll. If no grades are selected, no students will appear on the Honor Roll. The list of grades that is shown here are the grades as defined in Setup>School>(Parameters)>Valid Grades.
Students That Are Active On Date	If this field is left blank, any student that has grades in the marking period of the Honor Roll is eligible. If this field is filled in, then the student must have been active in school on the given date. This date default to the last day of the Marking Period as defined in Setup>School>(Parameters->Attendance Cycles. The date can also be defined in Grading>Setup>Collections> (Modify Marking Period).
Minimum Credit Load	This specifies how many (attempted) credits must be in the students active schedule for the year in order to be qualified for the honor roll. The credits are summed from all courses in the students schedule; including courses that may be marked not used in honor roll. Dropped courses are not summed.
Minimum MP Credit Load	(Sum of attempted credits for all grades posted for honor roll grade collections)
If a student receives any comment in this category (Dropdown Selection) for any course, they will be disqualified from this Honor Roll.	If a student has a comment that appears in the specified grading comment category; the student will be eliminated from the honor roll. This feature will look for a comment in this category from any course the student has a grade in; including courses that are marked not used in honor roll. This feature is used if you have a comment code that immediately invalidates the student from being on an honor roll; such as a discipline or attendance issue.
Rank	The rank determines the order in which this honor roll is displayed on the list screen. It is also used when the "Students cannot appear on higher ranked honor rolls" option is checked. The highest level honor rolls should have the lowest Rank number, so they are listed in order starting with the higher honor roll first (ex: "High Honors" may be 90 average or better, and the "Honor Roll" may be 80 or better). When using the Run button on this screen, all of the honor rolls for the selected marking period are run, in the order in which they appear in the list (starting with the lowest 'Rank' number first).
Students Cannot Appear on Higher Ranked honor rolls of the same marking period.	If this option is checked, then any student that may have qualified for this honor roll will be eliminated if they have already made a higher honor roll (honor roll with a higher sequence number). This is used where you may have 2 levels of honor rolls and do not want students on the higher honor roll to appear on the lower honor roll as well. See Rank for more details about how this feature works.
Show Honor Roll in Parents Module	If this option is checked; then a star will appear on the Grading screen in Parents Module. If you uncheck this, the star will not appear.
Include grades from all schools

Honor Roll Rules

The rules of the Honor Roll decide which students are eligible based on their grades.

A default rule is added when you create any new honor roll which states that students must have at least 5 grades.

It is important to note that the following tasks happen before rules are processed for a student:

If specified; if the student has a comment code in the category specified in the parameters section; the student is rejected.
If specified; if the student does not have the minimum credit load in his or her schedule; the student is rejected.

The next thing that happens; is the set of grades is determined. The grades that are used in the following rules are only grades from courses with the "used in honor roll" flag set.

If the student is taking 8 courses; and 6 of those are set to "Use in honor roll"; then the only those 6 grades will be presented to the rules below.

Must have X grades

The student must have at least X grades. The number of grades are grades from courses with the "used in honor roll" flag.

If only 2 of the student's 8 grades have the used in honor roll flag set; then if X was 5; the student would not be included.

No Failing Grades

If any grade that the student has is a failing grade; this student will be rejected.

Failing grades are Alpha Grade that do not have the Passing Grade flag set; or numeric grades that fall under the passing grade as defined in the Grading> Setup> Valid Grades> Numeric Grades screen.

Lowest Numeric Grade

If a student has a grade that is lower than the specified unweighted or weighted grade; the student will be rejected.

Highest Numeric Grade

If a student has a grade that is higher than the specified unweighted or weighted grade; the student will be rejected.

No less than X of at least this numeric grade

A student can have no Less than X of the specified unweighted or weighted grade.

No more than X of at least this numeric grade in rage

If a student has more then X grades in the range specified (unweighted or weighted); the student will be rejected.

Numeric Average

A student's unweighted or weighted numeric average must be >, >=, < , <= or =to the value specified. The mathematical operator is defined by the user.

GPA

A student's specified GPA must be >, >=, <, <= or = to the value specified. The mathematical operator is defined by the user.

The GPA that is used is selectable by a drop down list. GPAs are configured on the Grading>GPA / RANK>Setup screen.

Allowable Alpha Grades

A list of Alpha grades separated by commas. If a student has an alpha grade that is not one of these; he or she will be rejected. For example: A+, A, A-, B+.

Allowable Alpha Grade Categories

A list of Alpha grades categories separated by commas. If a student has an alpha grade that is not categorized as one of these; he or she will be rejected.

For example: A,B. An alpha grade category is a class of Letter Grade such as an A, B, or C. An alpha grade category of A refers to an A+, A or A-.

No more than X of this Alpha Grade

If a student has more than X of this Alpha Grade; the student will be rejected.

No more than X of this Alpha Grade Category

If a student has more than X of an Alpha Grade in this category; the student will be rejected. See above for a description of what an Alpha Grade Category is.

No less than X of this Alpha Grade

If a student has less than X of this Alpha Grade; the student will be rejected.

No less than X of this Alpha Grade Category

If a student has less than X of an Alpha Grade in this category; the student will be rejected. See above for a description of what an Alpha Grade Category is.

No more than X daily absences

If a student has more than X daily absences during the Marking Period selected for the honor roll; the student will be rejected.

You can select either Unexcused Absences or Unexcused AND Excused. This rule does NOT look at class attendance.

Testing your Honor Roll aka Trial Runs

Once you have entered the rules for your Honor Roll, you are going to want to run a trial run:

Clicking on this will execute the honor roll; and store the results in a temporary table
Depending on the number of students in your school, this can take some time to run

Quickly switching back to the modify rules screen

If you click on the link; that has the name of the honor roll (located in the center of the screen); it will navigate you back to the rules screen; where you can then make an adjustment; and re-run a trial run.

View results of another Honor Roll

You can select another Honor Roll from the drop down list on the right side of the screen; to show you results from a different Honor Roll.

Viewing real Honor Roll results

You can quickly switch back and forth between the Honor Roll results and the Trial Run results by clicking on the appropriate radio button on this screen.

Showing students that did not qualify; and why

Click on the Yes or No radio button titled "Show students that did not qualify" to show students who have not qualified; and which rule they were rejected on.

This shows real useful feedback during the design and testing phases of building an Honor Roll.

This is found via Grading>Honor Rolls>User Defined>Click on the number in the "# in Honor Roll" column.

Example:

Running the Honor Roll

On the Grading>Honor Rolls>User Defined tab, there is a "Run Honor Roll" button to the right of each honor roll.

Click "Run Honor Roll" to run the honor roll.

We have a built-in report for this as well to gather data after you have run the honor roll - Report 42207 - User Defined Honor Roll Report.

This report will list students who have made a specified amount of user-defined honor rolls in your school.