How to Correct MFG and Empty Transcript Records

DJM Updated by DJM

Correcting MFG and Empty Transcript Records (2019-2020 records)

At the end of the 2019-2020 school year, any transcript records that needed a final grade for state reporting but did not have a final grade was populated with the final grade MFG (Missing Final Grade). In addition to records with the final grade MFG, there are transcript records with empty final grades.

Options to correct transcript records

  1. If MFG final grade, enter in the correct final grade
  2. If empty, enter in a final grade
  3. Delete the transcript record
  4. Merge duplicate transcript records
Any of these options may also be done from the Student top tab>Transcripts side tab

Log on to Aspen (sis.mybps.org) in the School view

  1. Navigate to the Grades top tab
  2. Click on the Transcripts side tab
  1. Click on the Filter menu (funnel icon)
  2. Select the filter 2019-2020 MFG or Empty Gr 6-12

It may be helpful to use the Grading Fields fieldset when correcting transcript records.

If MFG final grade, enter in the correct Final Grade

If the transcript record has MFG for a final grade, you may enter in the correct final grade

From School view>Grades top tab>Transcripts side tab:

  1. Click into the Transcript record
  2. Go to the Final Grade field
  3. Enter in the correct final grade or use the picklist icon to select the grade
  4. If applicable, enter in the credit earned for the course
  5. Click Save

If Empty, enter in a Final Grade

If the transcript record final grade is empty, you may enter in a final grade

From School view>Grades top tab>Transcripts side tab:

  1. Click into the Transcript record
  2. Go to the Final Grade field
  1. Enter in the correct final grade or use the picklist icon to select the grade
  2. If applicable, enter in the credit earned for the course
  3. Click Save

If your Grade Preference is set to automatically update credits, you do not have to enter in the earned credits. Once you save the record the credit will be populated based upon the final grade.

Delete the Transcript Record

If the transcript record should not exist or is a duplicate, you may delete the transcript record

From School view>Grades top tab>Transcripts side tab:

  1. Click into the Transcript record
  2. Click on the Options menu
  3. Select Delete
  1. Click OK on the popup window

An Alternate method to delete: you may also select the record or multiple records from the Student Transcript List to delete

  1. Select the records to delete from the Student Transcript list
  1. Click on the Options menu
  2. Select Delete
  3. Click the OK button on the popup window

Merge Duplicate Transcript Records

If a transcript record is not updated when there is a schedule change, students may end up with duplicate transcript records, one for the original section, and one for the new section. These records may be merged.

From School view>Grades top tab>Transcripts side tab:

  1. Click on the Reports menu
  2. Select the Transcript Drop/Add List Report
  1. Click Run to run the report
  1. Use the report to identify duplicate transcript records
Optional step: isolate those records found in the Transcript Drop/Add List Report
  1. Click on the Options menu
  2. Select Merge Drop/Adds
  3. Select which transcript records the system should consider: Current selection, Current Year Transcripts, or All Transcripts
  4. Optional: select if the system should merge transcripts with different schedule terms or from different schools
  5. Click the OK button
Transcript records will not be merged if there is conflicting data (one record has a final grade of F and the other record has a final grade of C. In this case, the records would need to be manually merged, or duplicate records should be deleted.

Calculate Credits

If you used Modify List, Mass Update, or the Calculate Averages Procedure to enter the Final Grades, you will need to either manually enter in the earned credit or run the Calculate Credits Procedure to update earned credits on the transcript records.

Frequently Asked Questions

The Student has left my school and/or BPS. How can I correct their transcript records?

Even if you cannot see the student from the Student top tab, you can always see transcript records that are attached to your school - transcript records that were created at your school. You can see these records from the Grades top tab>Transcripts side tab.

The Student left the school or class midyear. What should their final grade be?

If a student withdrew from the school and/or from BPS mid-year, the expected final grade is a W for Withdrew.

What should the final grade be?

This is a school/teacher decision. You may want to send a list of these transcript records to the Teacher attached to the course section. Teachers are able to view any year's Gradebook by switching to the All Records filter from the Gradebook top tab.

If the teacher has left the district it would be up to a school administrator to determine the final grade.

Is there an easier way to do this, instead of one record at a time?

There is a procedure called Calculate Averages from the Grades top tab>Transcripts side tab. This procedure will look at posted term grades to calculate the final grade. Note: when calculating final grades the procedure only considers posted term grades (does not include empty term grades). This means that, for a full year course with four-term grades, if there is an A for Term 1 and no grades for Terms 2, 3, and 4, the system would calculate an A as the final grade, since there is only the Term 1 grade to include in the calculation.

How did we do?

How to view MFG and Empty Transcript Records (school year 2019-2020) - School View

How to See Students Grades by Class and Grade Level

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