FLORIDA AUTOMATED SYSTEM FOR TRANSFERRING EDUCATIONAL RECORDS
FLORIDA DEPARTMENT OF EDUCATION
OFFICE OF APPLICATION DEVELOPMENT AND SUPPORT (OADS)

Effective: December 9, 2012
Revised:

ATTACHMENT 1 TO FORMAT T4

COURSE IN PROGRESS GRADES

When a student moves between Florida public school districts prior to the completion of a term, course in progress grade information should be included in the electronic interdistrict records transfer. A course is considered in progress when one of the following conditions exists:

  1. The final course grade has not been assigned; or

  2. Credit has not been awarded (unless the student has received a failing grade in a course) to a student in grades 9 - 12.

Course in progress grades will not apply to adult students unless the student is working toward high school graduation or if the district assigns grades to adult courses.

Course in progress fields have been included in the Student Course Information format (T4). Course in progress grades will be sent as part of the course format for interdistrict records when one or more courses have not been completed at the time the student transfers.

The course in progress fields will be blank when a student transfers to another Florida public school district upon completion of a course after final grades have been assigned and entered in item 19 the 'Course Grade' (final grade only) field. "A course grade is considered a final grade when the course has been completed for students in grades PK - 8 or when credit has been awarded for students in grades 9 - 12. Any district which awards one half (.50) credit for annual courses when half of the course has been successfully completed should consider the grade to be a final grade when the credit is awarded.

If a course is not complete when a student transfers, the course in progress grades should be pulled from the district's automated report card system, when possible.

Following is a list of the field numbers and names and the definition of each element included in an interdistrict record transfer for course in progress information. The item numbers shown are the same as the item numbers indicated for the fields on the Student Course Information format (T4). The data element 'Term' is not a course in progress field, but will be needed to determine where grades are to be placed in the course in progress grade fields. The 'Course Flag' field must contain a 'P' for all courses in progress at the time a student transfers.

12. TERM
The time of the school year during which the student is enrolled in courses.
16. COURSE FLAG
Up to four characters describing course attributes which give additional information needed by the district for counseling, tracking of credits, flagging for use with weighted grade point averages, etc. courses in progress at the time a student transfers must contain a 'P' in the course flag.
21. COURSE IN PROGRESS HOURS
(Students in grades 9 - 12 only)
The number of classroom hours which a student attended a class for a course not completed prior to the student's withdrawal from school. This element is necessary for the receiving district to determine whether a transferring student meets the 135 hour attendance requirement for high school graduation credit. This field must be blank for students in grades PK - 8. The number of hours is equal to the total minutes divided by 60. Excess minutes should be rounded up to the next hour.
22. COURSE ABSENCES
(Students in grades 9 - 12 only
The number of periods of instruction which a grade 9 - 12 student has not attended while in course membership. This field must be blank for students in grades PK - 8.
23. WEEKS IN GRADING CYCLE
This element consists of two alpha/numeric characters which define the number of weeks in each grading period. This number can vary between districts and across grade levels within the same district. For example:
a. If report cards are distributed every six weeks for students in grades 6 - 12, a '6' will be entered which would indicate there may be up to six sets of six week grades during the 180 day school year.
b. If report cards are distributed every nine weeks for students in grades PK - 5, a '9' will be entered which would indicate there may be up to four sets of nine week grades during the 180 day school year.
c. If a district distributes report cards every 12 weeks for students in grades 9 - 12, a '12' will be entered which would indicate there may be up to three sets of 12 week grades during the 180 day school year.

Since districts may operate on an annual basis, semesters, trimesters, quarters, quinmesters, seximesters, and also provide summer sessions, six sets of course in progress grades information have been provided in items 24 - 58 on the Course Information transfer record.

The course in progress grade fields are positional. The time of year that the transfer occurs and the district grading policy will dictate which fields will contain data. All other fields will be left blank. Any grades in progress associated with the first term will be entered in items 24 through 28. The additional fields would be used if additional grading blocks are needed. Any fields that do not apply will be left blank.

The only exception to this rule is annual courses. Since some districts award semester credit to students in grades 9 - 12 even if the course is indicated as an annual course, the longest time period associated with a grading block is 18 weeks. If a district awards credit on an annual course at the end of each semester the term may be shown as two separate courses using the appropriate semester (term) codes or the course may by shown as an all year course for transfer purposes. If the annual term code is used and a student transfers after the completion of the first semester, that portion of the course will be sent as a final grade with credit awarded. Only the second portion of the course would be shown in the course in progress area, with the term code of '3'.

24. COURSE GRADE - 1st Grading Block, 1st Grading Period
A Grading Block is defined as the 'TERM', which is entered in item 12 of the Course Information transfer record (annual, semester, trimester, quarter, quinmester, seximester, or a summer session). The only exception to this is annual courses as explained above.The 1st Grading Period is defined as the first grade assigned within the grading block (Term).
a. If a district operates on semesters for students in grades 6 - 12 with '6' weeks in each grading period, this field would represent the first grade or partial grade assigned during the first semester.
b. If the district operates on an annual basis for students in grades PK - 5 with '9' weeks in each grading period, this field would represent the first grade or partial grade assigned during the school year.
25. COURSE GRADE - 1st Grading Block, 2nd Grading Period
This is the 2nd grade or partial grade assigned during the first Grading Block (Term). The field will be blank if one of the following conditions exists:
a. Only one grade is assigned for a Grading Block (Term) based on the number of weeks in a grading period and the course is not complete and a partial grade cannot be given; or
b. Only one grade has been assigned at the time the student transfers.
26. COURSE GRADE - 1st Grading Block, 3rd Grading Period
This is the 3rd grade or partial grade assigned during the 1st Grading Block (Term). The field will be blank if one of the following conditions exists:
a. only one or two grades are assigned for a Grading Block (Term) based on the number of weeks in a grading period and the course is not complete and a partial grade cannot be given; or
b. Only one or two grades have been assigned at the time the student transfers.
27. COURSE GRADE - 1st Grading Block, Exam Grade
If an exam grade is given prior to the end of the 1st Grading Block (Term), the grade may be recorded in this field. If no exam grades are given, the field will be blank.
28. COURSE GRADE - 1st Grading Block, Cumulative Grade
If a cumulative grade is given at the end of the 1st Grading Block (Term), which is not a final grade, the grade may be recorded in this field. If no cumulative grade is given at the end of the 1st Grading Block (Term) the field will be blank.
29. FILLER
This field is provided in the event that additional fields may need to be added for course in progress information at a later date.
NOTE: The course in progress grade fields are three positions each. The two left most characters are used for grades in progress for students in grades 9 - 12. All three characters may be used for grades in progress for students in grades PK - 8.

Items 24 through 28 are repeated five additional times. The six sets of grades in progress will cover any districts who are on semesters, trimesters, quarters, quinmesters, seximesters and summer sessions for a one year period.

The following pages contain examples of course in progress grades information. Items 1 through 11, and 13 through 15 have been included in the examples, but have not been defined in the definitions included in this attachment. For further information on these or any other fields please refer to The Automated Student Permanent Record document.


EXAMPLE 1: Grades 9 - 12

Parameters:

  1. The district operates on an annual basis
  2. The grades are assigned each nine weeks
  3. Exam grades are assigned
  4. Cumulative grades are assigned at the end of each semester, but final grades and credits are assigned at the end of the course
  5. The student transfers during the second grading period of the second semester

Note: Any semester courses that the student successfully completed at the end of the first semester will show as courses with final grades. They will not appear as course in progress. Course B in the example is a second semester course. '.' denotes blank.

ITEM
NO.
FIELD
DESCRIPTION
FIELD
SIZE
FIELD CHARACTERS
COURSE A
FIELD CHARACTERS
COURSE B
1 Record Type 3 I04 I04
2 Student Number Identifier, FL 10 0112345678 0112345678
3 Filler 2    
4 District Number, Current Enrollment 2 01 01
5 School Number, Current Enrollment 4 0421 0421
6 Filler 10    
7 District Number, Where Credit Earned 2 01 01
8 School Number, Where Credit Earned 4 0421 0421
9 School Name, Where Credit Earned 25 Any High School.......... Any High School..........
10 School Year 4 8788 8788
11 Grade Level 2 11 11
12 Term 1 3 2
13 Course Number 7 1001380 2102330
14 Course Title, Abbreviated 20 Eng Hon III......... Comp Econ Systems...
15 Course State Subject Area Requirement 2 EN EC
16 Course Flag 4 HP.. P...
17 Filler 1    
18 Credit Attempted 3 100 050
19 Credit Earned, Course 3 ... ...
20 Course Grade (Final grade Only) 3 ... ...
21 Course in Progress Hours 3 145 55.
22 Course Absences 3 5.. 2..
23 Weeks in Grading Cycle 2 09 09
24 Course Grade - 1st Grading Block, 1st Grading Period 3 B.. ...
25 Course Grade - 1st Grading Block, 2nd Grading Period 3 ... ...
26 Course Grade - 1st Grading Block, 3rd Grading Period 3 B.. ...
27 Course Grade - 1st Grading Block, Exam Grading Period 3 A.. ...
28 Course Grade - 1st Grading Block, Cumulative Grade 3 ... ...
29 Filler 12    
30 Course Grade - 2nd Grading Block, 1st Grading Period 3 B.. C..
31 Course Grade - 2nd Grading Block, 2nd Grading Period 3 ... ...
32 Course Grade - 2nd Grading Block, 3rd Grading Period 3 ... ...
33 Course Grade - 2nd Grading Block, Exam Grade 3 ... ...
34 Course Grade - 2nd Grading Block, Cumulative Grade 3 ... ...
35 Filler 12    
   
Fields 36 - 58, which include the grades for grading blocks three through six, will be blank
 
59 Filler 750    


EXAMPLE 2: Grades 9 - 12

Parameters:

  1. The district operates on an annual basis
  2. The grades are assigned each nine weeks
  3. Exam grades are assigned
  4. Cumulative grades and .50 credit are assigned at the end of each semester for any year long courses
  5. The student transfers during the second grading period of the second semester

Note: Any semester courses that the student successfully completed at the end of the first semester and any annual course successfully passed will show as courses with final grades and credits so they would not appear as courses in progress. Course A in the example is an all year course in which the student received .50 credit at the end of the first semester and course B is a second semester course. '.' denotes blank.

ITEM
NO.
FIELD
DESCRIPTION
FIELD
SIZE
FIELD CHARACTERS
COURSE A
FIELD CHARACTERS
COURSE B
1 Record Type 3 I04 I04
2 Student Number Identifier, FL 10 3712345678 3712345678
3 Filler 2    
4 District Number, Current Enrollment 2 37 37
5 School Number, Current Enrollment 4 0021 0021
6 Filler 10    
7 District Number, Where Credit Earned 2 37 37
8 School Number, Where Credit Earned 4 0021 0021
9 School Name, Where Credit Earned 25 Any High School.......... Any High School..........
10 School Year 4 8788 8788
11 Grade Level 2 11 11
12 Term 1 3 2
13 Course Number 7 1001380 2102330
14 Course Title, Abbreviated 20 Eng Hon III......... Comp Econ Systems...
15 Course State Subject Area Requirement 2 EN EC
16 Course Flag 4 P... P...
17 Filler 1    
18 Credit Attempted 3 100 050
19 Credit Earned, Course 3 ... ...
20 Course Grade (Final grade Only) 3 ... ...
21 Course in Progress Hours 3 5.. 57.
22 Course Absences 3 5.. 3..
23 Weeks in Grading Cycle 2 09 09
24 Course Grade - 1st Grading Block, 1st Grading Period 3 ... ...
25 Course Grade - 1st Grading Block,, 2nd Grading Period 3 ... ...
26 Course Grade - 1st Grading Block, 3rd Grading Period 3 ... ...
27 Course Grade - 1st Grading Block, Exam Grade 3 ... ...
28 Course Grade - 1st Grading Block, Cumulative Grade 3 ... ...
29 Filler 12    
30 Course Grade - 2nd Grading Block, 1st Grading Period 3 B.. C..
31 Course Grade - 2nd Grading Block, 2nd Grading Period 3 ... ...
32 Course Grade - 2nd Grading Block, 3rd Grading Period 3 ... ...
33 Course Grade - 2nd Grading Block, Exam Grade 3 ... ...
34 Course Grade - 2nd Grading Block, Cumulative Grade 3 ... ...
35 Filler 12    
   
Fields 36 - 58, which include the grades for grading blocks three through six, will be blank
 
59 Filler 750    

Any local grade weighting factors and course flags that need to be explained to the district receiving the student, will be indicated in the comment field of the Student School Year Information transfer record (Format Number T3). Any test information to be transmitted will be indicated in the Student Comment transfer record (Format Number T7).


EXAMPLE 3: Grades 6 - 8

Parameters:

  1. The district operates on an annual basis
  2. The grades are assigned each six weeks
  3. Exam grades are not assigned
  4. Final grades are assigned at the end of the course
  5. The student transfers during the fifth grading period

Note: Any semester courses that the student successfully completed at the end of the first semester will show as courses with final grades and will not appear as courses in progress. '.' denotes blank.

ITEM
NO.
FIELD
DESCRIPTION
FIELD
SIZE
FIELD CHARACTERS
COURSE A
FIELD CHARACTERS
COURSE B
1 Record Type 3 I04 I04
2 Student Number Identifier, FL 10 0112345678 0112345678
3 Filler 2    
4 District Number, Current Enrollment 2 01 01
5 School Number, Current Enrollment 4 0421 0421
6 Filler 10    
7 District Number, Where Credit Earned 2 01 01
8 School Number, Where Credit Earned 4 0421 0421
9 School Name, Where Credit Earned 25 Any Middle School........ Any Middle School........
10 School Year 4 8788 8788
11 Grade Level 2 07 07
12 Term 1 3 2
13 Course Number 7 1205080 2106020
14 Course Title, Abbreviated 20 Math 3 - Adv........ Guitar 2............
15 Course State Subject Area Requirement 2 .. ..
16 Course Flag 4 HP.. P...
17 Filler 1    
18 Credit Attempted 3 ... ...
19 Credit Earned, Course 3 ... ...
20 Course Grade (Final grade Only) 3 ... ...
21 Course in Progress Hours 3 145 55.
22 Course Absences 3 2.. ...
23 Weeks in Grading Cycle 2 06 06
24 Course Grade - 1st Grading Block, 1st Grading Period 3 B.. ...
25 Course Grade - 1st Grading Block, 2nd Grading Period 3 B.. ...
26 Course Grade - 1st Grading Block, 3rd Grading Period 3 C.. ...
27 Course Grade - 1st Grading Block, Exam Grade 3 ... ...
28 Course Grade - 1st Grading Block, Cumulative Grade 3 ... ...
29 Filler 12    
30 Course Grade - 2nd Grading Block, 1st Grading Period 3 A.. C..
31 Course Grade - 2nd Grading Block, 2nd Grading Period 3 ... ...
32 Course Grade - 2nd Grading Block, 3rd Grading Period 3 ... ...
33 Course Grade - 2nd Grading Block, Exam Grade 3 ... ...
34 Course Grade - 2nd Grading Block, Cumulative Grade 3 ... ...
35 Filler 12    
   
Fields 36 - 58, which include the grades for grading blocks three through six, will be blank
 
59 Filler 750    

Any local grade weighting factors and course flags that need to be explained to the district receiving the student, will be indicated in the comment field of the Student School Year Information transfer record (Format Number T3). Any test information to be transmitted will be indicated in the Student Comment transfer record (Format Number T7).


EXAMPLE 4: Grades PK - 5

Parameters:

  1. The district operates on an annual basis
  2. The grades are assigned each nine weeks
  3. Exam grades are not assigned
  4. Final grades are assigned at the end of the course
  5. The student transfers during the forth grading period

Note: Any course that the student successfully completed prior to the forth grading period will show as courses with final grades and will not appear as courses in progress. '.' denotes blank.

ITEM
NO.
FIELD
DESCRIPTION
FIELD
SIZE
FIELD CHARACTERS
COURSE A
FIELD CHARACTERS
COURSE B
1 Record Type 3 I04 I04
2 Student Number Identifier, FL 10 4412345678 4412345678
3 Filler 2    
4 District Number, Current Enrollment 2 44 44
5 School Number, Current Enrollment 4 0092 0092
6 Filler 10    
7 District Number, Where Credit Earned 2 44 44
8 School Number, Where Credit Earned 4 0092 0092
9 School Name, Where Credit Earned 25 Any Elementary School.... Any Elementary School....
10 School Year 4 8788 8788
11 Grade Level 2 02 02
12 Term 1 3 3
13 Course Number 7 1001380 2102330
14 Course Title, Abbreviated 20 Art................. Music...............
15 Course State Subject Area Requirement 2 .. ..
16 Course Flag 4 AP.. OP..
17 Filler 1    
18 Credit Attempted 3 ... ...
19 Credit Earned, Course 3 ... ...
20 Course Grade (Final grade Only) 3 ... ...
21 Course in Progress Hours 3 145 55.
22 Course Absences 3 3.. 3..
23 Weeks in Grading Cycle 2 09 09
24 Course Grade - 1st Grading Block, 1st Grading Period 3 S.. U..
25 Course Grade - 1st Grading Block, 2nd Grading Period 3 S.. S..
26 Course Grade - 1st Grading Block, 3rd Grading Period 3 ... ...
27 Course Grade - 1st Grading Block, Exam Grade 3 ... ...
28 Course Grade - 1st Grading Block, Cumulative Grade 3 ... ...
29 Filler 12    
30 Course Grade - 2nd Grading Block 1st Grading Period 3 E.. S..
31 Course Grade - 2nd Grading Block, 2nd Grading Period 3 ... ...
32 Course Grade - 2nd Grading Block, 3rd Grading Period 3 ... ...
33 Course Grade - 2nd Grading Block, Exam Grade 3 ... ...
34 Course Grade - 2nd Grading Block, Cumulative Grade 3 ... ...
35 Filler 12    
   
Fields 36 - 58, which include the grades for grading blocks three through six, will be blank
 
59 Filler 750    

Any local grade weighting factors and course flags that need to be explained to the district receiving the student, will be indicated in the comment field of the Student School Year Information transfer record. Any test information to be transmitted will be indicated in the Student Comment transfer record.