Historical Grades to Assessment Migration

Introduction

This report locates historical grades and generates related assessment records. The report uses the relationships defined on the Assessment Course Associations page, accessed via Start Page > District Setup > Assessment Course Associations. These relationships must be defined and the appropriate fields populated before running the report. Also, all assessments from the previous years must be removed, in order to prevent duplicate assessments for different years, which will cause issues for the report.

Selection Criteria

Selection criteria determine which database records are used in the report. Refer to selection criteria for analysis when the report does not return the correct records.

Historical Grades Selection

The report selects records from the [StoredGrades] table based on the following criteria:

The historical grade must be associated with the current school, or any school on the PowerSchool server, depending on the selected at report runtime.
The historical grade must be associated with a course number that exists in the Courses table.
The historical grade must be associated with a store code entered on the Assessment Course Associations page.
The historical grade must have a grade value; i.e. the Grade field on the Edit Stored Grade page must be populated.

Report Input

For help with navigation and running the report, see How to Find and Generate a Report.

Field	Description
Students to Include	Indicate which students to include in the report by selecting one of the following options: The selected [number] students only – Run the report for students in the current selection. All students – Run the report for all students in the current school or district that meet the selection criteria. Note: If running the report for a single student, or group of students, select the students prior to running report.
Data to be Filled	Select the checkbox next to the filter fields to save the settings as defaults. To select all checkboxes, choose Select All from the pop-up menu. To clear all checkboxes, choose Clear All.
Check to only include Historical grades from the current school (unchecked is District wide)	Do one of the following: Select the checkbox to locate historical grades associated with the current school. Deselect the checkbox to locate historical grades associated with all schools in the district.
School Year	Choose the appropriate school year from the pop-up menu. The school year determines which grades are selected for the report.
Click the checkbox to commit the changes to the database, otherwise leave it blank to a preview of what will occur when run.	Do one of the following: Select the checkbox to create assessment records in the database. This process cannot be reversed. Deselect the checkbox to view the assessment records that would be created in the database based on the historical grades located by the report. Note: It is recommended to run the report without committing changes (checkbox not selected) in order to review data.

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Report Output

Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.

Note: Course_Assessment_rel is a virtual table. See Virtual Tables for more information.

Item #	Data Element	Description	[Table]FieldName
1	Student Number	The student’s internal ID. This value is based on the student associated with the historical grade.	[Students]ID
2	Student Name	The name of the student for which the assessment record will be created.	[Students]LastFirst
3	School Name	The name of the school for which the assessment record will be created. This value is based on the school associated with the historical grade.	[Schools]Name [Students]SchoolID = [Schools]School_Number
4	Test Description	The name of the assessment. This value is determined by the entry on the Assessment Course Associations page.	[S_NY_CRS_ASSESSMENTREL_C]AssessmentTestDescription
5	Item Description	Description of the version of the assessment. This value is determined by the entry on the Assessment Course Associations page.	[S_NY_CRS_ASSESSMENTREL_C]AssessmentItemDescription
6	NYS Assessment Code	The NYS code will be associated with the assessment record. This value is determined by the entry on the Assessment Course Associations page. Historical Grades to Assessment Migration report and one or more stored grade records are found with a grade of "E" (for exempt), the newly created record will reflect a score of E and include a Standard Achieved Code of 86. This applies to marks for the following Test Groups/Codes: Regents - Regents AltReg - Alternatives to Regents CTE - CTE Program Technical Assessment or Approved CTE Program Technical	[S_NY_CRS_ASSESSMENTREL_C]AssessmentCode
7	Test Date	The date that will be associated with the assessment record. This value is determined by the entry on the Assessment Course Associations page.	[S_NY_CRS_ASSESSMENTREL_C]DateOfAdmin
8	Alpha Score	The alpha score that will be created for the assessment. This value is the Grade (alpha) value associated with the historical grade. The type of score is based on the Assessment Course Associations page.	[StoredGrades]Grade
9	Numeric Score	The numeric score that will be created for the assessment. This value is either the GPA Points or the Percent value associated with the historical grade. The type of score is based on the Assessment Course Associations page.	[StoredGrades]GPA_Points [StoredGrades]Percent
10	New/Update/Duplicate	Indicates one of the following: New - The record does not yet exist in the database. Update – The record has a match in the database for the same student, assessment code, date of administration, but a different numeric or alpha score. Duplicate – The record has match in the database for the same student, assessment code, date of administration and numeric or alpha score. In this case, you must remove the existing record in order for the report to create the new record.	[Students]ID [S_NY_CRS_ASSESSMENTREL_C]AssessmentCode [S_NY_CRS_ASSESSMENTREL_C]DateOfAdmin [StoredGrades]GPA_Points [StoredGrades]Percent [StoredGrades]Grade

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