Create Set of Student Term Records - Updated!

Student Term Records Creation

Obejectives

• Make a new set of student term records for a new student (status = planned) or
• Make a new set of studnet terms when a student progresses into a new grade span.
• Make one student term record for every term the student is planning to attend in the associated grade span.
• Associate the new student term records to student.
• Associate the new student term records to the school term.
• note: students are only associated to school terms through the student term association

From the student table, we know the following fields:

• Student's first term - calculated by looking up the school term based on the start date
• Enrollment year terms - the number of terms the student will attend in their first year
  
• Grade level - the students current grade level
• Grade span - the planning horizon for that student based on their grade level
• Grade span end grade - the end grade field from the associated grade span record
  

RecordsFrom thatthe mustschool alreadyterm bewe createdknow the following fields:

• Ordinate - the sequence of school terms, so we can find the next sequential term by the next highest integer value
• Flag field - official end term is referenced from the associated term label record

Required records:

• Academic year records until the end of the grade span
• School Term Records until the end of the grade span

New Students

For a new student, there are no student terms records in the system.  The first student term begins with the student's start term.  The school term corresponding to the first student term is the start term name, entered into the student record field, "student start term"  The student sequence of this first student term will be 1.

New students may not have school terms made for the complete year. If they enrolled in the last term of the school year, then for that school year, there will only be one school term created.

 

Recurring Students

A recuring student already has at least one student term in the system. The last student term is found by the maximum student sequence value.

 

Grade Spans

The student terms records are created from the point the student enters the school until the end of the student's grade span. For example,  If the student is promoted from grade 5 to grade 6, and grade 6 is in a grade span from 6 to 8 (like US middle school) then all the student term records will be created until the student has completed 8th grade.  The student terms for high school will not be created untill the student is promoted into the next grade span.

 

Student Term's Student Sequence

The student term's student sequence stores the sequence the student progresses through the terms.  Student Sequence is a continuously increasing integer value from 1, the first term at the school, until the student has graduated from all available grade levels.  For example, a student enters the fall term of kindergarden, the school has defined two school terms. 13 years later, the student's last term (13x2 = 26) will have a student sequence of 26. 

 

Student Term at_grade

The student term must store the predicted grade level of the student for that specific term in the at_grade field. At first, the at_grade is the starting grade level of the student, after the end of the academic year, the student's at_grade will increase.

 

Trigger to increase the at_grade

When a student term is created, the record is associated to a school term, which is associated to a term label record. If that term label record is flagged (flag field) as the official end term of the school year, the student's grade level will increase by one.  With the completion of the official end term, the student is promoted, and so the at_grade vaue increases for the next student term. 

 

Determining the end of the grade span

If the student's predicted at_grade is greater than the end grade of the assignedassociated grade_span, then the student's predicted grade level exceeds the grade span, student term records do not need to be created for the next span.

 

Optional and Required School terms

Schools may configure optional terms, for example a summer term that students may or may not take.  Student terms are made for optional and required terms.

 

Student Term Name

The student term name captures the most relvent information, the school term label, the student inforamtion, and the gade the student was at during that term.

Set the student term name to concatenate: Associated Term Name, Associated student initials, Student Code, “GL” grade level number (use at_grade value), example from Kassidy’s Record: Spring 2023 KKB14 GL3

 

For New Students

Key Trigger: New student record added to the student table.

Find the school term with the same name as that in the student start term field. Store the ordinate of the school term record. Note: From the student start date, the school start term has already been determined.

Create a student term record and set the student sequence to 1.

Associate the student term record with the school term record found above and the student

Set the at_grade field = student's current grade_level

Check the associated school term record's flag field, if the flag field value is "official end" then at_grade = previous value + 1

Check the new at_grade value. If the new at_grade value is greater than the student's grade_span's end grade, then stop.  note: continue if the new at_grade value is equal to the end grade, this representst the last year of the grade span.

Find the next school term with ordinate = last school term ordinate + 11. 

Create

Make the firsta student term record

and

• Make a newset student termsequence record,= associatedlast student sequence + 1.  

  Associate the student term record with the school term whichrecord hasfound beenabove entered into the "student first term" field inand the student table
  

• EnterSet the "flag" from the term record into the "flag" field  in the student term record.

• Enter the "current program" from the student table into the "student program" in the student term record

• Enter the "current grade level" from the student table into the "at grade"at_grade field in the student term record to the latest value 

Check

• the associated school term record's flag field, if the flag field value is "official end" then at_grade = previous value + 1

  Check the new at_grade value. If the new at_grade value is greater than the student's grade_span's end grade, then stop.  Else repeat.

  For Students being promoted into a new grade span

  When a student is promoted from one grade span to another, PEMS will make the student term records associated with the new grade span.

  Key Trigger: Student grade span has changed.  

  Find the student's student term with the maximum student sequence, this is the last student term record created. Store the studen term record's student sequence. Store the ordindate of the associated school term record. 

  Create a new student term record, set the student sequence the the maximum value (found above)+1 (create the next sequencial student term)

  Associate the new student term record to the school term with ordinate equal to the stored value + 1. (the next sequential school term)

  Set the S"tudentat_grade Sequence"field in the student term record to 1the student's current grade level

Check

the

associated school term record's
flag field

, if the flag field value is "official end" then at_grade = previous value + 1

Check the new at_grade value. If the new at_grade value is greater than the student's grade_span's end grade, then stop.  

Find the school term record with ordinate = last value + 1. Set the student sequence to last value + 1. Repeat until at_grade is greater than the student's new grade span end grade.

Determining Grade

level

Potential for eachErrors

If the ordinate fields of the school term records do not increase sequentially by one, then program will not find the school term that the student term formust thebe “at_grade”assoicated fieldto.

TheIf student’sthere grade_levelis increases after the student has completed all the terms in an academic year.  Theno term recordlabel hasdesingated a field called 'flag" which notes if the term isat the official end term.term, Afterthen the officialprogram enterdoes term, the student's grade level is expected to increase, and so the "at_grade" field will increase by one.

Create the student term records in sequential order, according to the term records. When you get to a term record that is “official end” then younot know to increase the grade level integer by one for the next record.

Loop Algorithm

1. Find the term record name where the student record's start_date is between the term's start and end date and ENTER the name of the term in the Student records' school_start_term field. This is the student's first term, with student sequence = 1.

2. Loop to create associated student terms records

   1. define a "variable for the student's current grade level number", this value will incrementnever in this loop

   2. associate the student term recordget to the student

   3. associate the student term record to the term record found above (the term the student is first enrolled)

   4. set the student terms student_sequence field to "1"

   5. set the at_grade field to the start_grade in the student record

   6. If the associated term has a  flag field = "official end" then increase the variable defined or the student's grade level number by one

   1. check the student's associated grade span, if the "variable for the student grade level" is greater than the end_year of the associated grade span, then stop. If the variable is equal to or less than the grade span end_year, continue to create records

   2. create a student terms record

      • note: student term records are created for optional as well as required terms

   1. Find the next sequential term record (using term ordinate field) and associate this term record with the student terms record

   2. Associate the student term record to the student

   3. Set the student sequence field to the previous value plus one

   4. Set the at-grade field value to the variable defined for student's grade level

   5. If the associated term is associated with a term label record with flag field = "official end" then increase the variable defined or the student's grade level number by one

   6. Repeat the loop until you exit according to step one, (the student's variable for grade level exceeds the span end_grade)

1. Create the first student terms record

2. Create the next student terms record (until the end of the loop)

Calculate Field Values

Student Term Name

Concatenate: Term Name, StudentInitials, Student Code, “GL” grade level number:span

ExamplePre-existing fromrecords Kassidy’s- Record:if Springsome 2023students KKB14terms GL3have already been created, for example in our data migration, this automation will not address the fact that some records already exist

UpdateStart-date change - until the recordstart namedate everyhas timepassed in time, the recordstart isdate savedmay withbe achanged changefor incomming students.  The fields will recalculate the first start term if the start date slips into the next school term.  The student terms will need to thebe associatedre-ordered term, associated student fields, or grade level field.sequentially.