How to Report Student Academic Record (Course Outcomes)

Owned by IDOE
Last updated: Aug 16, 2024 by Michelle Tubbs
2 min read
1 How to Report Course Codes | 2 How to Report Staff Section | 3 How to Report Course Outcomes | 4 How to Report Earned Credits | 5 How to Report Credit Type | 6 How to Report Grade Point Average (GPA) | 7 How to Report Transfer Credits | 8 How to Report Method Credit Earned | 9 How to Report External Educational Organization (formerly PostSecondary Institution)

How to Report Course Codes

  • Report accurate course codes aligned to an Indiana identified course with academic standards for each course a student is enrolled.

  • 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.

How to Report Staff Section

  • Report a staff section record (staff scheduled or responsible for) associated with each student academic record. 

    • Staff section records must align to the student academic record to create the relationship between the staff and the student 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. 

How to Report Course Outcomes

  • 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: 

How to Report Earned Credits

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

  • 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) shall not increase the maximum allowed credits for the course. 

    • 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 shall not increase the maximum allowed credits for the course.

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

How to Report Credit Type

  • 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:

How to Report Grade Point Average (GPA)

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)

    • The student's overall cumulative GPA for the entirety of their high school career.

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

    • 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.

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

  • Maximum GPA value (maxGradePointAverageValue)

    • This is set at 4.0 for state reporting while students may have a higher (or lower) cumulative value provided.

How to Report Transfer Credits

  • Report students transferring/earning credits from out of state, homeschool, or other means that would not be provided from an Indiana Educational Organization through normal student scheduling. This would include:

    • Students taking courses independently the school is not responsible for scheduling.

    • Students taking summer school courses independently or that are not scheduled through the reporting school.

    • Students earn a credit by demonstration of proficiency (does not apply to alternative PE credits).

How to Report Method Credit Earned

  • Report accurate Method Credit Earned Type to identify the method a student is receiving their education or earned credits when the course is credit bearing.

  • Method Credit Earned Type is required for all grade level of students and all courses.

  • Additional Student and Staff Section records may be required. The below chart provides this information.

    • Allowable Method Credit Earned Types along with their Definition and Use are:

How to Report External Educational Organization (formerly PostSecondary Institution)

  • Report the External Educational Organization associated with the student academic/course outcome record, and credit(s) earned when Dual Credit is reported for the Credit Type.