• To assist with troubleshooting:

      1. Mark the Show Calculations for each student checkbox on the General tab to view how the GPA will calculate
      2. Print the Calculation Preprocessing report to show calculations without saving the calculation to the student records.

        If the calculation is wrong, you can often tell why from these reports.

        Show Calculations for Students

      3. Run calculations on a few students initially. If calculations are incorrect for a small group of students, they will be incorrect for a group.
        Using a small group of records saves processing and troubleshooting time.

      5. Begin your troubleshooting with the basics:
        1. Does the student have a Student Progression Entry for the year for which the GPA is run? Students cannot be enrolled in classes without Student Progression Entries.
        2. Is the correct academic year selected on the General tab?
        3. Is the correct marking column selected for the GPA calculations on the General tab?
        4. Are the correct GPA calculations marked on the General tab?
          Include Academic Year and GPA Calculations

        5. Are the correct filters selected on the Filters tab?


      6. Examine the preprocessing calculation reports for clues:

        1. Look for these common exceptions in the Calculation Exception Report:

          • No Valid Grades Found:  Are grades entered for this student in the selected marking column? Review the student's grades in Grades.
          • Cannot translate grade using {translation table}  Is the grade included on every translation table associated with the included course records? In Configuration, Registrar Setup, select the Translation Table. Ensure that grade values are entered in the Grade View and GPA View.
          • Division by Zero:  Does this GPA formula divide by sum of attempted credits or sum of awarded credits? If so, every marking column for which the calculation is run must attempt or award credits. In Configuration, Registrar Setup, select GPA Calculations, edit the Formula tab for the appropriate GPA calculation.
            Next look at the marking columns' credits on the Grading tab of the course record.
          • If a course grade does not appear in the Sample Calculation, look at the course record's Grading tab

            1. Is the GPA type selected in the Include this course in GPA box?
            2. Is the correct translation table selected for each marking column?

            4. Check the parameters on the calculation's Formula tab and translation tables in Configuration - Registrar Setup and on the Grading tab on the course record:

              1. Does the GPA calculation match the formula you use manually? In Configuration, Registrar Setup, Calculations, select the appropriate GPA Calculation. Double-check the options selected for Sum of, Calculate Using, and Divide By.
              2. If Sum of on the Edit GPA Calculation screen specifies Earned Credit, you must award credit for each marking column for which this calculation is run. Check the marking columns' credits on the course record in Courses.
                Mark Award Credit In for each appropriate marking column and enter the number of credits to be awarded.
              3. Check the GPA Calculation to see if the calculation terminates on the appropriate entries (if any)

                Note: If NG is not listed under Terminate Calculation, then unmark the Include in GPA Calcs checkbox for NG in the GPA view of the translation table
              4. If the GPA Calculation adds Sum of Weights to the results of your calculation, you must list those weights on course records. Enter values for weights on course records by selecting the Grading tab and editing the appropriate Academic Year. You can enter a different weight for each GPA in which a course is included.
                Weights and GPA types

              5. If you base GPAs on Grade Points, mark the Translate Results checkbox on the Formula tab in the GPA calculation. Unmark the Translate Results checkbox if you:

                1. Base GPAs on Numeric Grades, and
                2. Use only one academic translation table, and
                3. Do not assign weights at all, or assign weights only on the course record
                4. If the year-to-date (YTD) GPA and/or Cumulative GPA are missing or incorrect:

                  1. Double-check the selected marking columns on both the Year to Date tab and Cumulative tabs of the GPA calculation
                  2. In the appropriate translation table, ensure you marked Include in GPA for each letter grade to be included in GPA calculations. On the Translation Tables tab in Configuration, edit each table.
                  3. Are the Grade Point Value and Minimum Grade Point correct for each letter grade in your translation tables? In the Translation table in Configuration, select View, GPA View from the menu bar.

                  • Confirm the Year table in Configuration lists years in ascending order. For example Freshman, Sophomore, Junior, Senior.
                  • If historical grades and grades from outside schools are not included in the calculation, ensure that you have marked the Include historical grades and Include grades from outside schools checkboxes on the Calculation's General Tab
                  • If the student has taken the course multiple times, ensure the Business Rule in Grades for When calculating GPA's including courses taken multiple times, is selected with the appropriate option

                    Grades Business Rules

                  • For complete information about GPAs, review the Running Calculations chapter in the Grades and Skills Guide (PDF)