Standards Based Grade Reporting for Secondary Schools

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Standards Based Grade Reporting for Secondary Schools
Adobepdficon.png [Aeries Web Version Standards Based Grade Reporting for Secondary Schools - Updated October 21, 2016]


Contents







Aeries Web Version - Standards Based Grade Reporting for Elementary Schools

The Standards Based Grade Reporting for Secondary Schools allow schools to define which standards are linked to a course and then identify which of those standards should display on the report card. During the grade reporting period teachers can enter grades for each standard as well as an overall grade for the course. A Load Grades from Gradebook process is available to teachers.

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The Standards Based Grade Reporting for Secondary Schools MUST be set up prior to use. Standards must be assigned to courses and schools must select the grade range that will utilize Standards Based Grade Reporting for their secondary grades. Only Aeries Web Version supports the Standards Based Grades for Secondary Schools.

Once the Secondary Grade Reporting Cycle has been initialized and marks have been submitted, changes should not be made to the Standards, Grade Reporting Codes, or Secondary Standards Based Grade Reporting Options.

Translations can be entered for the Standards, Marks, and other secondary report card codes with up to 6 Correspondence Languages. The printing of the translated standards, marks and codes is determined by the students' Correspondence Language.

After the Grade Setup is complete and the Grade Reporting Cycle has been initialized, student grades can be entered manually or imported using the Load From Gradebook feature in the Teacher Portal. Report cards can then be generated for the term and grade selected.

Initial Setup

Secondary Standards Based Grades uses the following tables in Aeries:

GRD – Grade Reporting
GRO – Grade Reporting Options
GRS – Secondary Standards Based Grades
SBR – Standards Based Courses
SBV – Standards Based Marks
STN – Standards

Users that are setting up both the Standards Based Grades for Secondary Schools and the secondary report card will need permissions to the following areas:

To set up Standards Based Grades for Secondary Schools:

Course Data – under the Scheduling Table/Program Area
Grade Reporting Options – under the Grade Reporting Table/Program Area
Standards Based Valid Marks – under the Standards Based Grading Table/Program Area

To set up Secondary Report Cards/ initialize report cards for each grading term:

Grades – under the Grade Reporting Table/Program Area

  Grade History – under the Grade Reporting Table/Program Area   colspan = "2" colspan = "2"|Grade Reporting Options – under the Grade Reporting Table/Program Area   colspan = "2" colspan = "2"|Grade Reporting Address Options – under the Grade Reporting Table/Program Area   colspan = "2" colspan = "2"|Update Multiple Mark Headings and Descriptions – Under the Grade Reporting     Table/Program Area


Setting Up Standards

The Standards screen is found in Grade Reporting/Configurations. Standards can be displayed in a list of all standards, or in a tree format which shows the hierarchy of the standards. A Search box is available to limit the standards displayed, as well as filters for type of standard and grade level.

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Click the mouse on the Add New Record button to enter a new standard into the table. In the screenshot below a 12th grade Writing standard is being added to the Standards table. Enter the Standard ID, Title, Type of Standard, and if it is a substandard, then select the higher level standard that it is under in the Category field. If the standard will be receiving a grade on the report card, then Mark Type1 must be set to Progress Toward Standard. Select the terms when this standard is assessed and the grade level(s) that it applies to. Up to six translations can be entered for each standard. Select the Correspondence Language code and enter the translation into the field next to it. Click on the Save button when complete.

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To edit a standard select the standard in the Display List. The standard definition will display on the right. Select the Change button. Once all changes have been made, select Save.

NOTE: Standards should not be modified once the Grade Reporting Cycle has been initialized.

Load Standards

Standards can also be added to Aeries by using the Load CA State Standards form. The Load CA State Standards form is available in Admin CS in View all Forms. The following form has 2 tabs to load California or Common Core standards into Aeries.

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Defining Standards for a Course

The Standards tab in the Courses screen is used to define which standards apply to each course and if they display on the report card. Standards assigned to courses at one school or at the District level will apply for all schools.

The permissions needed in Aeries to associate a standard to a course or edit or delete the association are Read, Insert, Update and Delete to Course Data.

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To view or update the standards for the courses click on the Scheduling Process node to expand it and then click on Courses.

The Courses screen will appear in the center of the screen. Click on the Standards tab to view any standards associated with a course, or add, edit or delete that association.

To define a standard for a course enter enter the Course Name or Course ID into the Search box and click on Go. Select the course to view it. Click on the Standards tab. Click on Add Standard(s).

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The following screen will display. To search for a standard enter a key word or the first few letter to filter for in the Search box.

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Select the type of Standard to choose. The options are Local, Common Core or CA State Standards. These standards must already be defined in the Standards table in order to choose them. Please see the section on how to load Common Core and State Standards into Aeries earlier in this document to learn how to add these standards to your database.

Enter the Grade level of the standard to limit the number of standards that appear in the list. Click on Go.

A list of all of the standards that meet the selection criteria will come up. Click on the standard that will be associated with the course to select it. If the standard has sub-standards and you wish to also associate those standards to the course leave the Include Related Standards option selected. Click on OK to complete this process.

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The Standards tab now lists the CEH.112.W.P – Production and Distribution of Writing that was selected along with all of its sub-standards.

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To add only the higher level standard to a course without its substandards, de-select the Include Related Standards option before clicking on OK to add the standard.

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In this example only the higher level standard CEL.112.R – Reading was added to the course.

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To prevent a standard from displaying on the report card or to delete the association of a standard to a course click on Edit Standards. De-select any standards that should not be printed on the report card.

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To delete an association to a standard click on the Red X and click on OK to the prompt confirming that you wish to delete the standard from the course.

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The standard will be lined out. Once the screen is refreshed the standard will no longer display on the screen.

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Setting Up Secondary Grade Reporting Options

There are several screens that are used to set up the Secondary Report Cards and Secondary Standards Based Report Cards. Users that will be updating the secondary report card options will need Read, Insert, Update and Delete permissions to Grade Reporting Options, Grade Reporting Address Options, Update Multiple Mark Headings and Descriptions, and Standards Based Valid Marks.

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Log into a school in Aeries to update the Secondary Grade Reporting options for that school. Click on the Grade Reporting node and then the Configuration node to view the additional Grade Reporting set up screens.

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Grade Reporting Address Options

The Grade Reporting Address Options allows the user to update which return address will appear on the secondary report cards. The user can also select if the Mailing Permit or a PO Endorsement will be printed on the report card and set up those options. The Address Options are unique to each school site.

Click on the Change button to open up the screen to editing. Once all changes are complete click on the Update button to save the changes or the Cancel button to leave the screen without saving the changes.

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Grade Reporting Codes and Descriptions

The Grade Reporting Codes and Descriptions screen allows the user to add or update grade reporting Academic, Citizenship, and Work and Study Habits marks. The user can also add Comments and Message codes. Use the Edit icon next to the record to update the code. The Add New Record icon towards the bottom of the list is used to add a new code.

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Translations into another language can be done by selecting the Show Correspondence Language option, clicking on the Edit icon next to the code, and entering the Correspondence Language Code and the Correspondence Language Description (translation). Click on the Save icon to save the changes or the Undo icon to leave edit mode without saving changes. Up to six language translations can be entered.

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NOTE: Changes made to the Grade Reporting Codes and Descriptions screen in one school will affect all secondary schools. These values are district-wide.

Grade Reporting Options

The Grade Reporting Options form is used to select the Grade Reporting Options and the Secondary Standards Based Grade Reporting Options.

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Secondary SBG Options

In order to use secondary standards based grades, the Secondary SBG Options area needs to have the grade range entered that will be using the secondary standards. Leaving this value blank will disable secondary standards based grades for this school. To enter a grade range click on the Change button.

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Enter the grade range that will be using secondary standards based grades and click on Update to save the changes or Cancel to leave the screen without saving.

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NOTE: Each school can define their own grade range that will use secondary standards based grades.

Mark Types

The Mark Types codes are automatically setup with default descriptions.

  • Mark Type 1 (default is Achievement) is used to define a student's level of accomplishment for the subject being graded.
  • Mark Type 2 (default is Effort) is used to define a student's effort toward the grade level standards.
  • Mark Type 3 (default is Progress Towards Standards) is used to define a student's progress toward each standard that is setup.
  • Mark Type 4 Check Mark is a check mark and cannot be changed. Any value entered will display and print as a checkmark.
  • Mark Type 5 Other Comment Graded 1-5 cannot be changed.

To change the Description, click on the Edit icon next to the Mark Type Code. Enter the new description. Click on the Save icon to save the changes or the Undo icon to leave the screen without changing.

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Translations into another language can be done by selecting the Correspondence Languages option, clicking on the Edit icon next to the code, and entering the Correspondence Language Code and the Correspondence Language Description (translation). Click on the Save icon to save the changes or the Undo icon to leave edit mode without saving changes. Up to six language translations can be entered.

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'NOTE: Changes made to the Mark Types screen in one school will affect all 'secondary schools. These values are district-wide.

Valid Marks

The Valid Marks screen is used to identify the marks that will be used for the secondary standards based grade reporting.

Marks can be entered for three Mark Types; define the values for each Mark Type used. The Add New Record icon towards the bottom of the list is used to add a new mark. The Achievement and Effort mark types can have a maximum of six defined marks and the Progress Toward Standard mark type can have a maximum of 5 defined marks.

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'NOTE: The Valid Marks apply to all 'Grade Ranges in the Secondary Standards Based Report

Grades.

To edit the Mark record click on the Edit icon next to the Mark value. The Mark Title and Sort Order can be changed.


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Click on the Save icon to save the changes, the Undo icon to leave the screen without saving changes, or the Delete icon to delete the entire Mark record.

Translations into another language can be done by selecting the Correspondence Languages option, clicking on the Edit icon next to the mark code, and entering the Correspondence Language Code and the Correspondence Language Title. Click on the Save icon to save the changes, the Undo icon to leave edit mode without saving changes, or the Delete icon to delete the entire record. Up to six language translations per mark can be entered.

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'NOTE: Changes made to the Valid Marks screen in one school will affect all 'secondary schools. These values are district-wide.

Multiple Mark Headings and Descriptions

The Update Multiple Mark Headings and Descriptions screen is used to update headings that print over each mark on the secondary report cards. The sample below displays mark M1 in the grade record titled "1st QTR" on the report card.

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To Add a Mark Heading, click the Change button to open up the screen to editing. Enter the heading field and the heading title in the appropriate fields for each mark that will be used. Enter the Descriptions of Mark.

To Add a School Message, type a message in the text area to the right of School Message. This message will print on all report cards. When complete click the mouse on the Update button to save the changes or Cancel to leave the screen without changes.

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NOTE: Each school can define their own Multiple Mark Headings and Descriptions.

Initialize New Grade Reporting Cycle

Users that will be initializing the Grade Reporting table for each grade reporting period will need Read, Insert, Update and Delete permissions to the Grades table. Users may also need permission to the Grade History table if they will be copying the prior term Grades to Grade History before initializing the Grade table for the new marking period.

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Before teachers enter grades for the new grade reporting period, the Grade Table needs to be initialized for that period. Click on the Grade Reporting and then the Functions nodes to open them up. Click on Initialize New Grade Reporting Cycle.

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  • The Initialize New Grade Reporting Cycle screen will display. Verify that all secondary grade reporting configuration screens have been completed and the multiple marks display under the Initialize Which Mark dropdown.
  • Select the mark that you wish to initialize the Grade table for in the Select Reporting Period section of the screen. The starting and ending dates will display for the term selected as setup in School Options.
  • Click the mouse on the type of Scanner Forms used.
  • Select Yes for Show Absences or Show Tardies to have the total number of absences or tardies for that period print on the report cards.
  • Click the mouse on the dropdown under Initialize Which Mark and select the mark that you wish to initialize. This will update the field selected with the grade mark entered during this reporting cycle.
  • If multiple tracks are setup they will display at the bottom of the form. Select the tracks to be included in the grade reporting cycle. This area will be blank if the school is not setup as multi-track.
  • The Update Grade History (GRH) is an option that will copy the last grade marks into the GRH table prior to creating the new GRD table.
  • If Secondary Standards Based Grades have been defined for the report card, a message will appear in red stating that the Secondary SBG will also be initialized for the grade range defined in the Secondary SBG Options screen.

After all options have been selected click the mouse on the Initialize GRD Table button.

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A message will display at the bottom of the screen indicating that an email will be sent when the new marking period has been initialized in the Grade table.

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REMEMBER: Never create a new GRD table in the middle of a grading cycle.

Portal Options

Prior to the teachers' entering the secondary report card grades, the Portal Options need to be set up by the Aeries system administrator.

Navigate to School Info | Portal Management | Portal Options to display the Portal Options screen. Click on the Grades tab to review/update this screen.

The Grades tab will display the various options and date windows for GRD and SBG.

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  • Support Standards-Based Grade Reporting – supports standards based grades grade reporting on the Grades page and in the gradebook.
  • Allow Teacher to Print SBG Report Cards – allows the teacher to print the Elementary Standards Based Report Cards.
  • Allow Teacher to Change Credit in GRD – allows the teacher to update the Credits - GRD.CR field.
  • Allow Teacher to Change Absences in GRD – allows the teacher to update the Absence - GRD.AB field.
  • Hide Current Info from Students and Parents when Teachers are Updating Grades – This option will hide the current grade reporting mark, citizenship, work habits, absences, credits, and comment fields while the teacher grade posting window is open.
  • Start and End Dates – This is the date range that teachers are allowed to update grades via the Portal. This is NOT the start of the grade reporting period (quarter or semester). This option needs to be maintained and updated each grade reporting cycle.

Teachers Entering Grades (using Teacher Portal)

Teachers use the Grades page in the Teacher Portal to view or update their students' grade reporting grades. They can access this screen by clicking on the Grades node on the Navigation tree. All students currently enrolled will display. A message will display in yellow indicating the period of time that a teacher can post to grades. Click the mouse on the Period dropdown to select a different period. The yellow highlighted column is the marking period for which the teacher can enter grades.

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Teachers can enter Grades by manual entry using the Edit All Records button or mass entry using the Load Grades From Gradebook button on the Grades page.

Entering Secondary Standards Based Grades using Edit Records

If Secondary Standards Based Grades have been created, then they can be viewed by clicking on the expand (+) sign to the left of the Student #.

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To add or edit Secondary Standards Based Grades click on the Edit link below the course title for the student.

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The secondary standards for this student's course will open up in an Edit screen. Click in the Mark field to display a dropdown of the defined marks. The teacher can either select the correct mark from the dropdown or type it in. As the mark is entered it is saved immediately. Click on the Close button at the bottom of the Edit screen to close the screen and go back to the Grades screen.


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Entering Grade Reporting (Course) Grades

Use the Edit All Records button to add or update a current mark for the grading period displayed.

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The page will change from View only to Edit mode. A drop down listing will display to the right of the Valid Marks, Citizenship, Work Habits and Comment fields. Select the applicable values.

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Any data changes made on the page are effective immediately. When done editing or adding data, click the mouse on the Done Editing button to change back to the view only display.

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NOTE: Any data changes made on the Grades page in the "Edit all Records" mode will be effective immediately regardless of clicking on the "Done Editing" button. The "Done Editing" button merely changes the page back to view only display.

Load Grades From Gradebook

The Grades page can be utilized to Load Grades From Gradebook for Traditional Grading and for loading Standards. After the Gradebooks have been completed, the grade marks can be calculated from the Gradebook standards and transferred over to the student's grades to print in the Secondary Standards Based Grade Report Card. From the Navigation tree, click the mouse on Grades.

Click the mouse on the Load Grades from Gradebook option on the Grades page.


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On Step 1, there are several options available.

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  • Overwrite Existing Marks? This option will allow overwriting of existing marks.
  • Period Select the period to load
  • Load Overall Grade Using Traditional Grading Will load to the Grade (GRD) table
  • Load Grades for Standards Will load to the Secondary Standards Based Grades (GRS) table

Select the Load Grades for Standards options and click on the Next button to continue.

A list of gradebooks will display on Step 2. Select or deselect the gradebooks to include in the Load from Gradebook process. Verify the Assignment Range values. Click the mouse on the Next button.

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On Step 3, an option is available for Secondary Standards Based Grades to select the Maximum Score, or Trend Score to default on the Step 4 page. Enter the Low % and High % values into the Low and High fields for the Marks. When done entering all marks click the mouse on the Next button.

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Step 4 will now display the students with three percentages available: Min, Max and Trend for each standard linked to a gradebook assignment. The highlighted percentage is the default from Step 3.

The assignment percentage and assignment number and description are displayed below the Min, Max and Trend percentages.

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Teachers can select a different percentage for each student and standard by clicking on the percentages displayed. For James Anthony, the default Trend is 83.5. The teacher can select the Min or Max by clicking on the percentage. It will now highlight and the grade mark will display. The percentages highlighted will load into the report card.

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To update the marks into the Secondary Standards Based Grades (GRS) table click the mouse on the Import Grades button.

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The Grades page will now display marks entered into each standard.

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Secondary Standards Based Grade Report Card

From View All Reports the Secondary Standards Based Grade Report Card is available.
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The report card will pull the data from both the Grade Reporting (GRD) and Secondary Standards Based Grades (GRS) tables. Below is an example of the report card.


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Report Card History

Report Card History is a feature that allows schools to save a permanent, electronic copy of every report card a student receives. The Report Card History will remain with the student across multiple years and schools and can be accessed by office staff, teachers, parents and students given appropriate permissions. The Report Card History is stored in the RCH table, and this security area is found under the Other Student Data category on the Permissions form.

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Generate Report Card History

Generating the Report Card History for Secondary Standards Based Report Cards requires the same permissions as printing Secondary Standards Based Report Cards plus Update permission to Report Card History (RCH).

Each report card document will be saved to the RCH table in English and also in the student's Correspondence Language if different from English. An email notification will be sent when the process has completed.

A Generate Report Card History button has been added to the Print Secondary Standards Based Grade Report Cards Report Options form. Clicking this button will create or update Report Card History documents based on the options and students selected. This allows for a streamlined workflow of printing the report cards and then generating the Report Card History immediately afterward. When doing Report Card History, the option to print only one language is ignored, and the report card will not display the parent/guardian name and mailing address.

NOTE: Report Card History records are uniquely identified by the combination of Student ID (RCH.ID), School (RCH.SCL), Academic Year (RCH.YR), Term/Marking Period (RCH.TM), and Report Card Type (RCH.TY). Therefore, subsequent execution of the Generate Report Card History process will overwrite existing Report Card History records where the identifying fields match. For example, a student can only have one Report Card History record for Screaming Eagle High School, year 2016, Marking Period 4, type Secondary Standards Based Report Card. Only the most recently generated report card matching those values will be saved.

View Student Report Card History

Viewing a student's Report Card History requires Read permission to Report Card History (RCH). The page can be found under Student Data | Grades in the navigation tree of the Admin and Teacher Portals and under the Grades menu of the Student and Parent Portal. The page displays a list of all of the Report Card History records that exist for the current student.

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The following fields will display for each item in the Report Card History.

  • School – The school where the report card was generated
  • Year – The academic year when the report card was generated (e.g., 2016 for the 2016-17 year)
  • Term – The heading for the marking period that was active when the report card was generated. This is the marking period that was selected as the Current Mark on the Multiple Mark Headings and Descriptions form.
  • Grade – The student's grade level at the time the report card was generated
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  • Report Title – The Title on Report Cards as entered on the Grade Reporting Options form at the time the report card was generated.
  • Report Card – A link to the PDF document of the report card, both in English and the student's Correspondence Language (if available/applicable)
  • Date – The date the report card was generated

There is also a Report Card History area on the Home page of the Student and Parent Portal that will display if the user has Read permission to Report Card History and the student has at least one item in Report Card History. Only Report Card History for the current school year will display on the home page.



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