GPAs

You can use the GPAs page to configure the grade point averages (GPAs). You can: 

• Change the number of decimal places or how the decimal points are displayed for a system-defined GPA 

• Add and edit additional GPAs for your institution

• Print the GPA configuration report

For example, you can configure:

• An Honors GPA that includes grades from previous institutions

• A HOPE Scholarship GPA for State reporting and specify alternate grade points

  The regulations for a HOPE scholarship state that a GPA must be monitored based on a straight 4.0 grade scale (A = 4, B = 3, C = 2, D = 1). For the example, you can make an A- letter grade equate to 4.0 grade points.

The GPAs you specify here can be selected by staff members when they configure grade scales (Select the Configuration tile > locate Academic Records > select Grade Scales.). To include a student in the GPA calculation, the GPA box must also be selected for the letter grade when it was configured for the grade scale.

How GPAs Are Calculated for Parent and Child Terms

GPAs are calculated for parent terms. Current GPAs for the parent term include all courses taken for the related child terms. Cumulative GPAs for the parent term are the same as the cumulative GPA of the last related child term.

The parent term GPAs are not printed on the transcript. The parent term GPAs are only visible on the Term Summary tab of the Enrollment form.

If a student is registered in a child term, all courses for the student should be in a child term and not in the child's parent term. The GPA calculation will not work correctly if there are courses in both the parent term and the child term of the parent term.

If a student is registered into CHILD SUMMER1 and CHILD SUMMER2, and also needs to take a third course that spans the entire summer, a third child term should be set up.

Example:

P2014SUMMER - Parent 2014 Summer Term (06/02/2014 thru 08/15/2014)

Child Terms (used for registration):

• C2014SUM1 – Child 1 (06/02/2014 thru 07/10/2014)

• C2014SUM2 – Child 2 (07/13/2014 thru 08/15/2014)

• C2014SUM_ALL – Child 3 (06/02/2014 thru 08/15/2014)

Child term C2014SUM_ALL needs to be set up if schedules are set up for the full length of the Parent 2014 Summer Term. Courses should not be scheduled or registered into the parent term.

The Term Relationships feature does not prevent registration into both a parent term and a child term of the parent, but this scenario is not supported. If this is done, the GPA calculation will be inaccurate.

Prerequisites

To view the page, you must have Academics - Configuration - View authorization.

To edit the page, you must have Academics - Configuration - Manage authorization.

To edit an item associated with more than one campus, you must have access to all the campuses. For example, if the item is configured to be available at three campuses and you only have access to two of the campuses, you can view the item, but cannot edit it. When you add an item, you can only select campuses to which you have access.

Access Method

Select the Configuration tile > locate Academic Records > select GPAs.

Filters

By default, the grid displays all records for the campuses you are authorized to work with. You can use the drop-down at the top of the page to display only records for a specific campus.

Procedure to Add or Edit Items

1. Select All Campuses or select a specific Campus.

2. Review the values of the records in the grid.

3. If you want to:

   • Add a new list item, select the New button on the toolbar

   • Add a new list item by copying and modifying an existing list item, select the row in the list and the Duplicate button on the toolbar

   • Edit an existing list item, select the name in the list

4. Review, specify, or change the following values.

   Active Specifies whether or not the GPA is active. When Yes is selected, Anthology Student uses the GPA to calculate the GPAs for students with student statuses configured with an Active, Enrollment, or Temporary Out status categories. If No is selected, Anthology Student continues to use the GPA to calculate the GPA for students who have a version start date less than the date the GPA became inactive. If the version start date and the date the GPA became inactive are equal, the deactivated additional GPA is not calculated for the student. Campuses The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique.

   Decimal Display Specifies whether or not Anthology Student rounds or truncates the number of decimal places it displays in the GPA. Decimal Places The number of decimal places you want included in the calculation. The default is 2. Name The descriptive name of the item.

   Note: When the Active flag is selected, the GPA is applied to all active, temporary out, future start, and new enrollments. Inactive GPAs continue to be calculated for students who have a version start date less than the date the GPA became inactive. If the version start date and the date the GPA became inactive are equal, the deactivated additional GPA is not calculated for the student.

5. Under Display & Portal Options, select the options.

   Degree Progress Audit Select the check box to specify that you want the GPA to be displayed in the list of GPAs in the degree progress audit for students. (Select the Students tile > select the name in the Students list > expand Academic Records > select the Degree Progress Audit tile.) Fund Source Rules Select the check box to specify that you want the GPA to be available to select when staff members configure fund source rules.

   Include Note on Portal Select the check box if you want the information staff members specify in the Note field to appear on the Portal. Transcripts Select the check box to specify that you want Anthology Student to include the GPA on student transcripts.

6. Under GPA Type and Previous Education, specify or change the values. You can select more than one value in the lists that display a selection dialog.

   By Course Attributes Select the course attributes. The GPA calculation will include courses from all enrollments that share the course attributes you select. By Degree Levels Select the degree levels. The GPA calculation will include courses from all enrollments with the degree level.

   By Programs Select the programs. The GPA calculation will include courses from all enrollments that are common to a specific program. Include Term Calculation If you select Yes, Anthology Student breaks down the GPA calculations by term similar to the way the term summary works for system GPAs. Each term displays the term's GPA and the cumulative GPA as of the end of the term.

7. Take the actions appropriate for Previous Education The education level of the student. They are configured by your institution. The value you select will depend on the policies and procedures at your institution.

   What You Want Included in the GPA Calculation	Value to Select for Previous Education	Actions to Take
   Exclude previous education records or courses from the Transfer Credits list	None (default)	None required
   Include only courses in the Transfer Credits list that have the specified transfer status	Include Transfer Records by Status	Select the statuses in Transfer Statuses The status of the transfer credit. The statuses you can select for a transfer credit are defined by your institution on the Transfer Credit Statuses list (Select the Configuration tile > locate Academic Records > select Transfer Credit Status). If you select a value for Campus Course for a status other than APPROVED, the course is displayed on the Degree Progress Audit under Course Taken not Applied.
   Include only courses in the Transfer Credits list that have the specified transfer type	Include Transfer Records by Type	Select the types in the Transfer Types The type of transfer credit. The types of transfer credits are configured by your institution.
   Include only courses in the Transfer Credits list that have the specified combination of type and status	Include Transfer Records by Type and Status	Under Statuses and Transfer Types, select the Add button. On the dialog, specify the values. Include in GPA Calculation Select the box to have Anthology Student include the courses with the selected transfer types and transfer statuses in the GPA calculation. Include in Units Attempted Select the box to have Anthology Student include the courses with the selected transfer types and transfer statuses in the total of units attempted. Include in Units Earned Select the box to have Anthology Student include the courses with the selected transfer types and transfer statuses in the total of units earned. Transfer Statuses The status of the transfer credit. The statuses you can select for a transfer credit are defined by your institution on the Transfer Credit Statuses list (Select the Configuration tile > locate Academic Records > select Transfer Credit Status). If you select a value for Campus Course for a status other than APPROVED, the course is displayed on the Degree Progress Audit under Course Taken not Applied. Transfer Types The type of transfer credit. The types of transfer credits are configured by your institution. Select the OK button.
   Include the values stored on all previous college education records (if entered)	Include Previous Education Totals	None required

8. Under Calculation Options, review, specify, or change the following values.

   Curriculum Standard Indicates whether the curriculum is based on credits or clock hours. GPA Calculation Select Weighted to use quality points divided by credit attempted. For example, if a student takes four credit class and earns a letter grade of A, which is equal to 4 points, the student has 16 quality points. The quality points are divided by the total number of credits attempted to determine the GPA. To calculate a cumulative GPA, the sum of all quality points the student earns is divided by the sum of all of credits attempted that affect the GPA (referred to as Quality Units). Select Unweighted to use the sum of the grade points divided by the count of taken courses. For example, if a student takes two classes for a total of 8 credits and earns a letter grade of A (4 points) in one course and a letter grade of C (2 points) in the other course, the GPA is calculated as 6 points divided by 2 courses (3.0 GPA).

   Retake Methodology Indicates the method of retaking of the course if a retake exists. The options are Average Retakes, Include All, Use Highest, and Use Most Recent. If you are configuring grade scales, there is also an option to use the retake methodology configured for the campus.

9. If you need to specify grade points that are different from standard grade scale configurations, select the Add button under Alternate Grade Points and specify the values. For example, you can use the grid to override the grade points for plus (+) and minus grades (-) in a grade scale for a HOPE Scholarship.

   Grade Points The grade points assigned to the letter grade. For example, you can specify that and A- equates to 4 grade points in the GPA (when a standard scale may equate an A- to a 3.75).

   Letter Grade The letter to assign the grade points to. For example, you can specify that and A- equates to 4 grade points in the GPA (when a standard scale may equate an A- to a 3.75).

10. If needed, specify comments in the Note Area that displays, or that you can use, to specify comments or additional information. field. (If you selected Include Note on the Portal check box, Anthology Student displays the notes on Portal.)

11. If you want to save and: 

    • Continue making changes, select the Save button

    • Continue to add another item to the list, select the Save & New button

    • Close, select the Save & Close button

Anthology Student does not automatically calculate or recalculate the GPAs. You can either use:

• Recalculate button to recalculate GPA for an individual student. ( Select the Students tile > select the name in the Students list > expand Academic Records > select the Additional GPAs tile.)

• Process GPA Calculations page to create a batch that calculates or recalculates grade point averages (GPAs) for students for new and changed GPAs. (Select the Processes tile > locate Academic Records > select Process GPA Calculations.) If changes are made to a permanent out students that would cause a GPA recalculation (such as changing a grade), those students would have their GPAs recalculated according to the current GPA settings.

The table lists the results for specific fields.

Area	Fields	Result in Anthology Student
Alternate Grade Points	Grade Points Letter Grade	Anthology Student checks for grades from courses taken at your institution that have a specified Alternative Grade Point value and applies the alternative points in that GPA calculation.
GPA Type and Previous Education	By Course Attributes By Degree Levels By Programs	If you selected more than one:  Value for a GPA type, Anthology Student uses the OR operator. For example, if you select Undergraduate and Graduate for Degree Level, Anthology Student includes undergraduate OR graduate courses in the GPA calculation. GPA type, Anthology Student uses the AND operator. For example, if you select Undergraduate for Degree Level, College of Liberal Arts for Program, and Accounting for Course Attribute, CNS includes only undergraduate courses from the Degree Level AND all courses from the College of Liberal Arts Program AND all courses that have the Accounting Course Attribute in the GPA calculation.
	Previous Education	If you select an option other than None, Anthology Student uses the units and grade point values entered in the Details for Additional GPAs on the previous institution course. If: One of these values is not populated, Anthology Student does not include the course in the calculations The transfer record is graded with a campus transfer grade that is configured to be included in GPA calculations, Anthology Student uses the details from the campus course selected for the transfer credit

Print GPA Report

1. Select the Name in the list.

2. Select the Print GPA Report button on the toolbar. Anthology Student displays the GPA configuration report for the selected record.

Limitations

You cannot edit the following values for items that have a Yes in the System column. These items are defined by Anthology Student.

• Active
• Code
• Name

You can only edit the configuration options that result in a recalculation of the GPA. Anthology Student does not allow changes to the configuration options that determine which courses are included in the GPA calculations (such as By Degree Level).

This ensures that the courses that are manually applied to a GPA are not removed and avoids a scenario that may cause confusion for students (for example, an undergraduate GPA being changed to include graduate coursework).

If you added a GPA and need to change a value, you can delete the GPA and add a new GPA or add an additional GPA.