How to Report Student Academic Record (Course Outcomes)

• Report accurate course codes aligned to an Indiana identified course with academic standards for each course a student is enrolled. Reference IDOE Course Titles and Descriptions for assistance as needed.

• Report a separate course code and outcome for each course a student is enrolled.

  • Courses should not be combined due to multiple grade levels being taught in the same classroom.

  • Courses should not be combined that have been identified with separate academic standards. Example would be ELA combined with Reading and Literature.

• Report a staff section record (staff scheduled or responsible for) associated with each student academic record. Refer to Staff Section reporting guidance here for more detailed information.

  • Staff section records must align to the student academic record to create the relationship between the staff and the student section (schedule) for course outcome reporting.

  • Staff section records are not required when reporting transfer credits from out of state, homeschool, or other means that would not be provided from an Indiana Educational Organization through normal scheduling. 

• Report a student section record (student schedule for each course the student is enrolled).

  • Student section records must align to a session name, local course code, and section identifier provided in the master schedule.

  • Begin and End dates for each student section is required to identify when the student is enrolled (scheduled) in the course.

  • Reference IDOE Course Titles and Descriptions for assistance in determining if a course is considered semester or year long.

• NEW for 2024-2025 school year reporting on the student section record; ATTEMPT STATUS DESCRIPTOR.

  • Attempt Status Descriptor is not a required field and may be left blank.

  • Attempt Status Descriptor may be utilized to report ‘no grade awarded’ when a student drops a section of a course due to exiting a school, changing teachers or sections of a course, or dropping a course for other reasons.

    • NOTE: this is not utilized for balancing classrooms.

  • Utilizing the attempt status on the student section may alleviate the need for a student transcript record and allow schools and/or vendors to provide a status of ‘no grade awarded when a student is dropping the course prior to completion.

• Report outcomes for all enrolled courses associated with a student at any time during the reporting school year including those courses not completed. 

  • Allowable outcomes are: 

• Only whole credits are allowed; no partial credits may be provided.

• Reference High School IDOE Course Titles and Descriptions for assistance in determining how many credits are allowable for reporting.

• Students failing a course and earning zero credits would provide a record with 0 Earned Credits.

• Students retaking a course to better their grade (GPA) should have their outcome data provided accurately each time the course is completed (whether in the same school year or a previous school year).

  • IDOE will only acknowledge the maximum number of credits allowed for each course.

• Schools reporting ‘replacement’ grades/credits earned in the same or previous school year for completed courses should have their outcome data provided accurately each time the course is completed.

  • IDOE will only acknowledge the maximum number of credits allowed for each course. 

• Students failing a course and earning zero credits would provide a record with the credit type the student was attempting to earn.

• Allowable Credit Types are:

Reporting GPA information can also be found on the Reporting Guide: Graduate page.

Provide the Student Academic Record when updates are made to a student’s overall cumulative GPA or when course outcomes affect a change in the cumulative GPA. Note: The Student Academic Record does not require graduate information when school’s are providing updates to the student’s cumulative GPA.

Reporting GPA data requires:

• Overall Cumulative GPA (GradePointAverageValue)

  • Updates should be provided on the Student Academic Record when course outcomes affect a change in cumulative GPA.

    • The GPA begins when students take their first high school course. A student’s high school career may begin prior to entering 9th grade.

    • Any time a course outcome is completed and credit is awarded, the cumulative GPA may change and should be updated on the Student Academic Record.

      • This is not the GPA of each course, each term, or each school year; this is to be and overall cumulative GPA.

  • Students may have an overall cumulative GPA value higher than 4.0 provided.

• Grade Point Average Type Descriptor identifying if the GPA is considered weighted or unweighted

  • Reporting may be at the school level or student level based on current reporting values schools have in place.

• GPA ‘Is Cumulative’

  • This is always ‘True’ as the state expects the GPA provided to be cumulative.

• Maximum GPA value (maxGradePointAverageValue)

  • Provide the maximum cumulative GPA value

  • Reporting of this value may be at the school level or student level based on current reporting values schools have in place

  • Example: Schools on a 4.0 grade scale should provide 4.0 for the (maxGradePointAverageValue).

  • Example: Schools on a 12.0 maximum grade point scale should provide 12.0 for the (maxGradePointAverageValue).

  • The overall cumulative GPA may surpass the maxGradePointAverageValue depending on local weighting practices