Tool Search: SERVS Extract
The Student Academic Performance Record is for submitting graduation student performance data for schools in your district. Collect graduation GPA, weighted graduation GPA, and class rank for all students (including foreign exchange students, etc.) who you are reporting in MARSS as graduating from your district at any time during the current school year. As required by MARSS, graduating students may be in either grade 11 or grade 12. Schools that do not report graduate records in MARSS (such as an elementary school) should not submit Student Academic Performance records.
The following business rules are used:
- If a student has an enrollment in Grade 11 or 12 and has an End Status = 08: Graduated from High School and has a Diploma Date = NOT NULL, the student will be reported.
GPA (graduation GPA, weighted graduation GPA) and class rank values should be entered and verified prior to generating this extract.
Any student that is reported in MARSS should also be included in this extract. Schools that do not report graduate records in MARSS (elementary schools) are not required to submit this extract.
The following fields are required entry for inclusion in the Student Academic Performance Record.
Graduation Diploma Date
Enrollments Grade and End StatusState Grade Code must be populated in the Grade Levels editor in System Administration for proper functionality.
High School Credit
The High School Credit checkbox is found in two places in the user interface - the Course editor and the Transcript editor. This selection is necessary in order to calculate correct GPA values and class ranks.
Course Editor
The High School Record checkbox on the course editor is selected to determine a course that will be included in the GPA and class rank calculations. When grades are posted to a student's transcript, the High School Credit checkbox on the transcript editor will be selected or unselected automatically dependent upon the course posted. Once posted, the High School Credit checkbox on the Transcript editor can be edited to allow any necessary corrections to be made.
Course High School CreditTranscript Editor
The High School Credit checkbox on the Transcript editor calculate the GPA and class rank. If the checkbox is not selected, the course will not be included in the calculations.
Transcript High School CreditCalculation of Weighted/Unweighted GPA and Class Rank/Size
The following table provides definitions of how values are determined for GPA and Class Rank.
Term | Definition |
|---|---|
GPA Score | Calculated using GPA Weight, GPA Value, and Unweighted GPA Value. The Unweighted GPA Value will trump the GPA Value field when calculating. If Unweighted GPA Value is NULL, the GPA Value will be used. |
GPA Scale | Calculated using the field GPA Max. The maximum value found throughout the included transcript records will be reported. Records with an Unweighted GPA Value = NOT NULL will be initially included. If no record is found to have a Unweighted GPA Value = NOT NULL, the maximum GPA Max from any included record will report. |
Weighted GPA Score | Calculated using GPA Weight and GPA Value. Unlike GPA Score, only the GPA Value is included in the calculation of this field. |
Weighted GPA Scale | Calculated using using GPA Weight and GPA Value. This element will report the maximum GPA Max from any included transcript record with Unweighted GPA Value = NULL. |
Class Rank | Will report based off Weighted GPA Score. If no Weighted GPA Score is found, the calculation will use GPA Score. The following exceptions may occur:* If 'Do Not Include Weighted GPAs in Rank' is selected, the Weighted GPA Score will not be included in the calculation (System Administration > Resources > School).* If 'Class Rank Exclude' is selected, the student will not be included in the calculation (Student Information > General > Enrollments > Class Rank Exclude). |
Class Size | Will report the total number of students with a reported GPA Score or Weighted GPA Score that is greater than zero (0). The following exceptions may occur:
|
Student Academic Performance Layout
If the Report Legal Name When Provided is marked, Demographics fields report from Census > People > Identities > Active Identity > Protected Identity Information.
Data Element | Description & Format | Campus Location |
|---|---|---|
Record ID | Type of extract being reported. Will always report APR. Alphabetic, 3 characters | Not dynamically stored |
Record Version | Will always report a value of 02. Numeric, 2 digits | Not dynamically stored |
State Unit Number | The four-digit district number of the reporting district. Numeric, 4 digits | System Administration > Resources > District Information District.Number |
State Unit Type | District type assigned to the district by the state Department of Education. Numeric, 2 digits | System Administration > Resources > District Information District.Type |
State Site Number | Number assigned to the school by the school district. Numeric, 3 digits | System Administration > Resources > School > School School.number |
Last Name | Student's legal last name Alphanumeric, 40 characters | Census > People > Demographics > Person Information > Identity.lastName |
First Name | Student's legal first name Alphanumeric, 40 characters | Census > People > Demographics > Person Information > Identity.firstName |
Middle Name | Student's middle name Alphanumeric, 40 characters | Census > People > Demographics > Person Information > Identity.middleName |
Suffix | An abbreviation following a person's name indicating the student is assigned a generation (Jr., Sr, III, etc.). Alphanumeric, 5 characters | Census > People > Demographics > Person Information > Suffix Identity.suffix |
State Student ID | A unique number assigned to a student by the Department of Education. Numeric, 13 digits | Census > People > Demographics > Person Identifiers > State ID Person.stateID |
Birth Date | Student's date of birth Date field, 8 characters, YYYYMMDD | Census > People > Demographics > Person Information > Birth Date Identity.birthdate |
Gender | Indicates the student's gender Alphabetic, 1 character, M or F | Census > People > Demographics > Person Information > Gender Identity.gender |
Local Use ID | Student's local school number (not the state ID number) Numeric, 10 digits | Census > People > Demographics > Person Identifiers > Student Person.studentNumber |
Grade Level | Indicates the student's grade level of enrollment. Grade level must be 11 or 12. Numeric, 2 digits | Student Information > General > Enrollments > General Enrollment Information > Grade Enrollment.gradeLevel |
Graduation Date | Date the student received a high school diploma. Date field, 8 characters, YYYYMMDD | Student Information > General > Graduation > Diploma Date Graduation.date |
GPA Score | Reports the student's unweighted cumulative grade point averages without decimals.
Numeric, 6 digits | Student Information > General > Transcript > High School Credit, Unweighted GPA Value, GPA Weight TranscriptCourse.unweightedGPAValue |
GPA Scale | Reports the student's maximum GPA value permissable under the GPA rating system of the district and/or school reporting the information. Numeric, 6 digits | Student Information > General > Transcript > GPA Max TranscriptCourse.gpaMax |
Weighted GPA Score | Reports the student's weighted GPA Score Numeric, 6 digits | Student Information > General > Transcript > GPA Value, GPA Weight TranscriptCourse.gpaValue |
Weighted GPA Scale | Reports the student's weighted GPA Scale Numeric, 6 digits | Student Information > General > Transcript > GPA Max TranscriptCourse.gpaMax |
Class Rank | Reports the student's class rank value. This field uses the following logic:
Numeric, 5 digits | Student Information > General > Enrollments > Class Rank Exclude TranscriptCourse.gpaValue |
Class Size | Reports the total number of students in the grade level. Calculation of the total reported students who have a Weighted GPA Score or GPA Score greater than zero. Numeric, 5 digits | Not dynamically stored |
Ranking Date | Date when the class rank value was determined. Will report the current date. Date field, 8 characters, YYYYMMDD | Not dynamically stored |
