SERVS Extract - Student Academic Performance (Minnesota)

PATH: Student Information > General > Graduation > Diploma Date

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

PATH: Student Information > General > Enrollments > Grade & End Status

 

Enrollments Grade and End Status

State 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. 

PATH: Scheduling > Courses > Course > High School Credit

 

Course High School Credit

Transcript 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.

PATH: Student Information > General > Transcript > Edit record > High School Credit

Transcript High School Credit

Calculation 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:

  • If ‘Include ALL Graduates in Class Size’ is selected, students who do not have a reported Weighted GPA Score or GPA Score greater than zero will be included in the class size (System Administration > Resources > School).

Student Academic Performance Layout

If the Report Legal Identities 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


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
> Type


District.Type

State Site Number

Number assigned to the school by the school district.


Numeric, 3 digits

System Administration > Resources > School > School
Detail > State School Number


School.number

Last Name

Student's legal last name


Alphanumeric, 40 characters

Census > People > Demographics > Person Information >
Last Name


Identity.lastName

First Name

Student's legal first name


Alphanumeric, 40 characters

Census > People > Demographics > Person Information >
First Name


Identity.firstName

Middle Name

Student's middle name


Alphanumeric, 40 characters

Census > People > Demographics > Person Information >
Middle Name


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
Number


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.

  • If Unweighted GPA Value exisits, that value will be used.
  • If Unweighted GPA Value is null, the Weighted GPA Value will be used.  This will only include transcript records where the High School Credit checkbox is selected.

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.

This will only include transcript records where the High School Credit checkbox is selected.


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
TranscriptCourse.gpaWeight

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:

  • The Weighted GPA Score value will be used first.
  • If no Weighted GPA Score value is available, the GPA Score value will be used.
  • If neither option exists, will report as 00000.

    One (1) is the highest rank and the total number of students in the class is the lowest rank. This field will report zero (0) if this student graduated but no class rank is available.

Numeric, 5 digits

Student Information > General > Enrollments > Class Rank Exclude

System Administration > Resources > School > Do Not Include Weights GPAs in Class Rank


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.

This field will report as zero (0) if the student graduated but no class rank is available.


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