Student Academic Records (Core v3.X)

Last Modified on 11/18/2024 10:42 am CST

Tool Search: Ed-Fi

This educational entity represents the cumulative record of academic achievement for a student.

Object Triggering Logic

This table describes logic for triggering syncing of this object.

ActionTrigger
Post

Report a StudentAcademicRecord instance for each school year in which the student has a transcript record and they have a Student School Association record for the scoped year.

  • When Term Type cannot be determined on a Transcript record,  provide an error with the following message, "Could not identify valid term type for transcript record".

  • We will post to update the Cumulative Earned Credits and Cumulative Attempted Credits fields when the Attempted and Earned Credit fields are updated or a new transcript record is added added/deleted with an Attempted/Earned Credit Value that is not null and is greater than 0.

  • Do not send a record if the transcript's score is null.
Post/Put

When a student is given a Diploma Date and Diploma Type.

  • Only post for the records in the Scope Year the Diploma Date is associated.

  • If the student already has SAR records from posted Transcript records, update existing records with the Diploma information.

  • If all of the student's transcript records are deleted, a new SAR will post from the Diploma Record.

  • If the student does not have any SAR records from posted Transcript records, create 1 record with the Term Descriptor that is aligned to the Term that the Diploma Date occurs in.

  • If the Term Descriptor cannot be determined, an error with the following message displays, "Could not identify a valid term type for diploma record"

  • If the Diploma date and/or Diploma Type fields are made NULL, the SAR record will delete.
DeleteIf records are posted from course transcript records and no Diploma information exits, all Student Academic Records will only delete when a student has only 1 Student School Association record for a specific Year and all Student School Association records are deleted.
Delete

If a Graduation record is deleted and the student does not have any transcript records that would create a Student Academic Record.

DeleteIf the Diploma Date is changed to no longer occur in the configured year and the student does not have any transcript records that would create a Student Academic Record.

School Exclude, Calendar Exclude, Resource Toggle and Resync Logic

This table describes the School Exclude, Calendar Exclude, Resource Toggle and Resync logic of this object.

ActionTrigger
NoneIf a resource is toggled to 'OFF' after data has sent, all sent data will remain in the ODS but no new data will send.
DeleteIf a resource is toggled to 'OFF" after data has sent and an action is performed that would trigger a delete, that data will remain in the ODS until a resync is done.
ResyncIf a record is in the Ed-Fi Identity Mapping table and not in the ODS, it will be deleted from the Ed-Fi Identity Mapping table.
ResyncIf a record is in the ODS and it does not have a matching record in Campus or the Ed-Fi Identity Mapping table, it will be deleted from the ODS.
ResyncIf a mapping is changed in Resource Preferences, a resync will need to be done to reflect the changes.

Natural Key Changes, Cascading Updates, and Deletes Logic

This table describes the Natural Key Changes/Cascading Updates and Deletes logic of this object.

ActionTrigger
Delete/Post

If any part of the Natural Key Changes

  • If the District Number changes all data will remain under the old number. The delete tool would need to be used to remove all old data.

Delete/PostIf an Ed-Fi ID changes, this will happen with the cascading deletes from the Ed-Fi ID Change trigger.
Delete/PostIf the End Year the transcript record or diploma record is aligned to changes.
Delete/PostIf the Term Descriptor is changed.
Delete/PostIf the natural key changes all dependent resources will delete/post.
Dependent ResourcesCourse Transcripts


Scope Year Logic

This table describes scope year logic of this object.

Logic

Records will send to each scope year in which the Course Transcript record is posted.

Records will only post to the SAR records for the year the diploma date occurs in but SAR records will post to all scoped years.

  • The Diploma Date must be on or after the school year's start date and on or before the school year's end date defined in the School Years editor.  If blank, the default start date of 7/1/xxxx and end date of 6/30/xxxx are used.
Data will only send for years that have a valid configuration.


Resource Preferences

This table describes the Resource Preferences of this object.

Data Element LabelMapping Needed
Ed-Fi Transcript Term OverrideTerm Descriptor for Course Transcripts
Term DescriptorTerm Descriptor for Course Transcripts
Graduation Diploma TypeDiploma Type Descriptors
Graduation Diploma TypeAchievement Category Descriptors


Identity Mapping Object Key

This table describes the Resource Preferences of this object.

Campus Object TypeObject Key Data Source
TranscriptCoursetranscriptID
GraduationgraduationID


Event Queue Detail

This table describes the Event Queue Detail of this object.

Campus TableEd-Fi ActionFields
transcriptcoursePost/Put/DeleteThe primary table used for sending data for this resource.
graduationPost/Put/DeleteThe primary table used for sending data for this resource.
transcriptcreditPutcumulativeAttemptedCredits, cumulativeEarnedCredits, sessionAttemptedCredits, sessionEarnedCredits

Object Data Elements

This table describes data elements sent within the Student Academic Records resource.

Data Element LabelBusiness RequirementBusiness RulesM, C or O

Data Source GUI Path

Database Field
idThe unique identifier of the resource.


M

termDescriptor   The term for the session during the school year.
  1. When reporting Transcript records with an end year that is equal to the configured year and are posted from a course and have a scoreID:
    • Report the mapped Ed-Fi code for the value selected in "Ed-Fi Transcript Term Override" field on the transcript.
    • If Ed-Fi Transcript Term Override is NULL, report the mapped Term Descriptor based on the Course Ed-Fi Term Descriptor Override, else Section Ed-Fi Term Descriptor Override.  
    • When the Ed-Fi Transcript Term Override field and the Ed-Fi Term Descriptor Override on both the Course Term and the Section Term Override fields are Null, report the Term Descriptor for the term aligned to the Grading Score for the posted Grade
    • Else, report the Ed-Fi Code from the Ed-Fi Transcript Term Descriptor Override in the SAR preferences.
    • If a Term cannot be determined, provide error
  2. When reporting Transcript records with an end year that is not equal to the configured year and are posted from a course and have a scoreID:
    • Report the mapped Ed-Fi code for the value selected in "Ed-Fi Transcript Term Override" field on the transcript.
    • If the Ed-Fi Transcript Term Override field is NULL, look at the sequence from the term the score ID is aligned to in the year the record was posted.   Then report the Term Descriptor from the term with the same sequence in the configured year in the same school.
      • Use Primary Term schedule if there is more than 1 Term Schedule.
      • If more than 1 primary Term Schedule, pick the highest TermID
    • Else, report the Ed-Fi Code from the Ed-Fi Transcript Term Descriptor Override in the SAR preferences.
    • If a Term cannot be determined, provide error
  3. When reporting Transcript records that are manually added without a scoreID:
    • Report the Ed-Fi Term Descriptor Override selected on the transcript record.
    • Else, report the Ed-Fi Code from the Ed-Fi Transcript Term Descriptor Override in the SAR preferences
    • If a Term cannot be determined, provide error
  4. When the SAR is posted only from the Graduation Record because there are no Course Transcripts records for the student, report the Ed-Fi Term Descriptor from the Sessions Resource Preferences that the Diploma Date overlaps in the School where the student is enrolled
    • If the Term is not mapped or the diploma date does not overlap a term, use the term descriptor from the term with the latest end date
    • If more than 1 term schedule, report from the Primary term schedule
    • If the Diploma Date is aligned to more than 1 eligibile Term Descriptor, report the value from the highest TermId
M

 educationOrganization
Reference 		A reference to the related EducationOrganization resource.
  1. Reports the District Number based on the Local Education Agency resource logic.
M

 schoolYearType
Reference 		A reference to the related SchoolYearType resource.
  1. Reports the end year for the transcript record being reported.
  2. Reports the end year to which the Diploma Date is aligned.
M

studentReferenceA reference to the related Student resource.
  1. Reports the fields that are part of the Natural Key for the Student resource.
M

academicHonorsAn unordered collection of studentAcademicRecordAcademicHonors. This educational entity represents the cumulative record of academic achievement for a student.
  1. This is optional, does not report.
O

classRankingThis educational entity represents the cumulative record of academic achievement for a student.
  1. This is optional, does not report.
O

cumulativeEarned
CreditConversion		Conversion factor that when multiplied by the number of credits is equivalent to Carnegie units.
  1. This is optional, does not report.
O

cumulativeAttempted
Credits		The cumulative number of credits an individual earns by completing courses or examinations during his or her enrollment in the current school as well as those credits transferred from schools in which the individual had been previously enrolled.
  1. Sum the total number of credits the student has attempted based on the total number of Credits Attempted the student has in the Transcript Credit table.
  2. Report '0' if the student does not have any Attempted Credits Earned.
    • This value will be the same for all Student Academic Records that are being updated, regardless of Term Type or Year.
  3. If the student does not have any Course Transcript records and is only reporting from Graduation, this field will be NULL.
OStudent Information> General> TranscriptsCalculated value from the attempted credit field in the transcriptcredit table
cumulativeAttempted
CreditTypeDescriptor

The type of credits or units of value awarded for the completion of a course.

  1. This is optional, does not report.
O

cumulativeAttempted
CreditConversion		Conversion factor that when multiplied by the number of credits is equivalent to Carnegie units.
  1. This is optional, does not report.
O

cumulativeEarned
Credits		The cumulative number of credits an individual earns by completing courses or examinations during his or her enrollment in the current school as well as those credits transferred from schools in which the individual had been previously enrolled.
  1. Sum the total number of credits the student has earned based on the total number of Credits Earned the student has in the Transcript Credit table.
    • Report '0' if the student does not have any Credits Earned.
  2. This value will be the same for all Student Academic Records that are being updated, regardless of Term Type or Year.
  3. If the student does not have any Course Transcript records and is only reporting from Graduation, this field will be NULL.
OStudent Information> General> TranscriptsCalculated value from the earned credit field in the transcriptcredit table
 cumulativeEarnedCredit
TypeDescriptor 

The type of credits or units of value awarded for the completion of a course.

  1. This is optional, does not report.
O

cumulativeGradePoint
Average		A measure of average performance in all courses taken by an individual during his or her school career as determined for record-keeping purposes. This is obtained by dividing the total grade points received by the total number of credits attempted. This usually includes grade points received and credits attempted in his or her current school as well as those transferred from schools in which the individual was previously enrolled.Reports the student's Cumulative GPA
  1. This will report the same value on all eligible Student Academic Records that are eligible to report for the student for any year that has a valid configuration.
OStudent Information > General > Credit Summary
v_CumGPA.cumGPA
cumulativeGradePoints
Earned		The cumulative number of grade points an individual earns by successfully completing courses or examinations during his or her enrollment in the current school as well as those transferred from schools in which the individual had been previously enrolled.
  1. This is optional, does not report.
O

diplomasAn unordered collection of studentAcademicRecordDiplomas. This educational entity represents the cumulative record of academic achievement for a student.
  1. Reports when a student is given a Diploma Date and Diploma Type on their Graduation Record
    • Only report in the Scope Year the Diploma Dates falls
    • This value will be the same for all Student Academic Records that are being updated, regardless of Term Type
O

gradeValueQualifierThe scale of equivalents, if applicable, for grades awarded as indicators of performance in schoolwork. For example, numerical equivalents for letter grades used in determining a student's Grade Point Average (A=4, B=3, C=2, D=1 in a four-point system) or letter equivalents for percentage grades (90-100%=A, 80-90%=B, etc.).
  1. This is optional, does not report.
O

projectedGraduation
Date		The month and year the student is projected to graduate.
  1. This is optional, does not report.
O

recognitionsAn unordered collection of studentAcademicRecordRecognitions. This educational entity represents the cumulative record of academic achievement for a student.
  1. This is optional, does not report.
O

reportCardsAn unordered collection of studentAcademicRecordReportCards. This educational entity represents the cumulative record of academic achievement for a student.
  1. This is optional, does not report.
O

sessionAttempted
CreditConversion		Conversion factor that when multiplied by the number of credits is equivalent to Carnegie units.
  1. This is optional, does not report.
O

sessionAttempted
Credits		The number of an credits an individual attempted to earn in this session.
  1. Sum the total number of credits the student has attempted in the reporting session based on the total number of Credits Attempted the student has in the Transcript Credit table.
    • Sum the transcript records that are in the same end year and are aligned to the same Term Descriptor as the Student Academic Record.
    • Report '0' if the student does not have any Credits Earned.
  2. If the student does not have any Course Transcript records and is only reporting from Graduation, this field will be NULL.
OStudent Information> General> TranscriptsCalculated value from the attempted credit field in the transcriptcredit table
sessionAttemptedCredit
TypeDescriptor		Key for Credit.
  1. This is optional, does not report.
O

sessionEarnedCredit
Conversion		Conversion factor that when multiplied by the number of credits is equivalent to Carnegie units.
  1. This is optional, does not report.
O

sessionEarnedCreditsThe number of an credits an individual earned in this session.
  1. Sum the total number of credits the student has earned in the reporting session based on the total number of Credits Earned the student has in the Transcript Credit table.
    • Sum the transcript records that are in the same end year that are aligned to the same Term Descriptor as the Student Academic Record.
    • Report '0' if the student does not have any Credits Earned.
  2. If the student does not have any Course Transcript records and is only reporting from Graduation, this field will be NULL.
OStudent Information> General> TranscriptsCalculated value from the earned credit field in the transcriptcredit table
sessionEarnedCredit
TypeDescriptor		Key for Credit.
  1. This is optional, does not report.
O

sessionGradePoints
Earned		The number of grade points an individual earned for this session.
  1. This is optional, does not report.
O

sessionGradePoint
Average		The grade point average for an individual computed as the grade points earned during the session divided by the number of credits attempted.
  1. This is optional, does not report.
O

etagA unique system-generated value that identifies the version of the resource.
  1. This is optional, does not report.
O

Arrays

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Diplomas

Data Element LabelBusiness RequirementBusiness RulesM, C or O

Data Source GUI Path

Database Field
 DiplomaTypeDescriptor The type of diploma/credential that is awarded to a student in recognition of his/her completion of the curricular requirements.
  1. Report the Ed-Fi Code for the Diploma Type selected.
MStudent Information> General> Graduationgraduation.diplomaType
 diplomaAwardDate 
The month, day, and year on which the student met graduation requirements and was awarded a diploma.
  1. Report the Diploma Date.
MStudent Information> General> Graduationgraduation.diplomaDate
achievementCategory
Descriptor

This descriptor defines the category of achievement attributed to the learner.

  1. Report the Ed-Fi Code from the mapping for this field based on the Diploma Type the student associated.
MStudent Information> General> Graduationgraduation.diplomaType
diplomaLevelDescriptor
The type of diploma/credential that is awarded to a student in recognition of his/her completion of the curricular requirements. Minimum high school program Recommended high school program Distinguished Achievement Program.
  1. This is optional, does not report.
O

achievementCategorySystem
The system that defines the categories by which an achievement is attributed to the learner.
  1. This is optional, does not report.
O

achievementTitle
The title assigned to the achievement.
  1. This is optional, does not report.
O

criteria
The criteria for competency-based completion of the achievement/award.
  1. This is optional, does not report.
O

 criteriaURL
 		The Uniform Resource Locator (URL) for the unique address of a web page describing the competency-based completion criteria for the achievement/award.
  1. This is optional, does not report.
O

cteCompleter
Indicated a student who reached a state-defined threshold of vocational education and who attained a high school diploma or its recognized state equivalent or GED.
  1. This is optional, does not report.
O

diplomaAwardExpiresDate
Date on which the award expires.
  1. This is optional, does not report.
O

diplomaDescription
The description of diploma given to the student for accomplishments.
  1. This is optional, does not report.
O

evidenceStatement
A statement or reference describing the evidence that the learner met the criteria for attainment of the achievement.
  1. This is optional, does not report.
O

imageURL
The Uniform Resource Locator (URL) for the unique address of an image representing an award or badge associated with the achievement.
  1. This is optional, does not report.
O

issuerName
The name of the agent issuing the award.
  1. This is optional, does not report.
O

issuerOriginURL
The Uniform Resource Locator (URL) from which the award was issued.
  1. This is optional, does not report.
O


Type/Descriptor

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Diploma Type Descriptor

Code ValueDescriptionNamespaceShort Description
Endorsed/advanced diplomaEndorsed/advanced diplomauri://ed-fi.org/DiplomaTypeDescriptorEndorsed/advanced diploma
Industry-recognized CertificationIndustry-recognized Certificationuri://ed-fi.org/DiplomaTypeDescriptorIndustry-recognized Certification
High school equivalency credential, other than GEDHigh school equivalency credential, other than GEDuri://ed-fi.org/DiplomaTypeDescriptorHigh school equivalency credential, other than GED
Career and Technical Education certificateCareer and Technical Education certificateuri://ed-fi.org/DiplomaTypeDescriptorCareer and Technical Education certificate
Certificate of attendanceCertificate of attendanceuri://ed-fi.org/DiplomaTypeDescriptorCertificate of attendance
Regular diplomaRegular diplomauri://ed-fi.org/DiplomaTypeDescriptorRegular diploma
International BaccalaureateInternational Baccalaureateuri://ed-fi.org/DiplomaTypeDescriptorInternational Baccalaureate
Post graduate certificate (grade 13)Post graduate certificate (grade 13)uri://ed-fi.org/DiplomaTypeDescriptorPost graduate certificate (grade 13)
General Educational Development (GED) credentialGeneral Educational Development (GED) credentialuri://ed-fi.org/DiplomaTypeDescriptorGeneral Educational Development (GED) credential
Certificate of completionCertificate of completionuri://ed-fi.org/DiplomaTypeDescriptorCertificate of completion
Other diplomaOther diplomauri://ed-fi.org/DiplomaTypeDescriptorOther diploma
Regents diplomaRegents diplomauri://ed-fi.org/DiplomaTypeDescriptorRegents diploma
Modified diplomaModified diplomauri://ed-fi.org/DiplomaTypeDescriptorModified diploma
Apprenticeship CertificateApprenticeship Certificateuri://ed-fi.org/DiplomaTypeDescriptorApprenticeship Certificate
OtherOtheruri://ed-fi.org/DiplomaTypeDescriptorOther
Alternative credentialAlternative credentialuri://ed-fi.org/DiplomaTypeDescriptorAlternative credential
Occupational LicenseOccupational Licenseuri://ed-fi.org/DiplomaTypeDescriptorOccupational License

Achievement Category Descriptors

Code ValueDescriptionNamespaceShort Description
Academic HonorAcademic Honoruri://ed-fi.org/AchievementCategoryDescriptorAcademic Honor
Certificate EarnedCertificate Earneduri://ed-fi.org/AchievementCategoryDescriptorCertificate Earned
Competency MasteredCompetency Mastereduri://ed-fi.org/AchievementCategoryDescriptorCompetency Mastered
Competency RetainedCompetency Retaineduri://ed-fi.org/AchievementCategoryDescriptorCompetency Retained
Course CompletedCourse Completeduri://ed-fi.org/AchievementCategoryDescriptorCourse Completed
Diploma EarnedDiploma Earneduri://ed-fi.org/AchievementCategoryDescriptorDiploma Earned
Level CompletedLevel Completeduri://ed-fi.org/AchievementCategoryDescriptorLevel Completed
License EarnedLicense Earneduri://ed-fi.org/AchievementCategoryDescriptorLicense Earned
Non-Academic HonorNon-Academic Honoruri://ed-fi.org/AchievementCategoryDescriptorNon-Academic Honor
License Endorsement EarnedLicense Endorsement Earneduri://ed-fi.org/AchievementCategoryDescriptorLicense Endorsement Earned
ParticipationParticipationuri://ed-fi.org/AchievementCategoryDescriptorParticipation
RecognitionRecognitionuri://ed-fi.org/AchievementCategoryDescriptorRecognition

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