Indiana schools should use the following checklist to verify that all required data has been entered into Gradelink. This will help ensure data is submitted correctly at the end of the school year and prevent issues at the start of the next one.
Student Programs
a. For students who are continuing Student Programs from the last school year, leave the Exit Date blank.
b. For Student Programs that have ended, enter the Exit Date and Exit Reason for the student.
c. If a Student Program is being deleted, click on the "X" to the left of the Program. Be sure to also go to Data Exchange > Submission > Student Programs, locate the program to be deleted for the student and click on the blue trash can icon to the right of the program.
Student Withdrawal Date
a. Schools do not need to enter a withdrawal date for every student at the end of the school year as the Student School submission in Data Exchange will automatically post the last day of the term as the withdrawal date and reason code 50 (End of School Year).
b. If a student withdrew from the school earlier in the year, enter the date the student withdrew in Students > Main > Demographics. Select the Withdrawal Reason from the drop down menu to the right of the withdrawal date.
Note: Withdrawn students’ attendance dates recorded in Gradelink’s Attendance tab must fall within the range of their Entered and Withdrawal dates entered in their Student Demographic profile. A custom attendance report can be run to easily see what attendance has been recorded for these students.
High School Graduates
Be sure high school students who graduated at the end of the year have:
Graduation date entered in Students > Main > Demographics
Diploma information entered in Students > Academics > Tests/Awards/Degrees.
Note: Two degrees should be entered, one for Employability Skills and one for Post-Secondary Competencies.
4. Before submitting data in Data Exchange, make sure classes are updated for correct enrollment, course codes, and teacher assignments. After verifying grades and attendance have been entered for students, conclude classes and submit the following resources in Data Exchange:
Attendance Dates
Student School
Student Programs
Course Offerings
Sections
Student Sections
Student Academics
Course Transcripts
Staff Sections
5. Once resources have been submitted to Data Exchange at the end of the school year, mark withdrawn students or students who have graduated "Inactive" in the Students tab to avoid submission errors in the following school year.
If any changes need to be made for an inactive student, activate the student in the Students tab, make necessary changes, submit appropriate resources in Data Exchange, then deactivate the student.
