Tool Search: Report Setup
The eTranscripts tool allow schools to generate an electronic version of student transcripts that can be submitted to post-secondary establishments and third party vendors for use in applying for acceptance into a college or university. eTranscript Report Preferences allow districts to determine what data is displayed.
Report Setup - eTranscript Preferences
eTranscript Workflow
eTranscript Report setup is Step 5.
eTranscript Report Detail and Report Option Editors
Report Detail
| Field | Description |
|---|---|
| Name | Indicates the name assigned to the eTranscript report. The name is selected when generating the eTranscript Batch Report. |
| Type | Indicates which type of report is being created and which options are visible. Select the eTranscript option. |
| Available In | This field is disabled for eTranscript reports and cannot be selected. |
| Description | Displays additional information about the eTranscript report. When there are multiple reports, this field may help differentiate the options selected. |
Report Options
| Option | Description |
|---|---|
| GPA/Class Rank Calculation Options | GPA/Class Rank Calculation Options determine how GPA and class rank data is displayed on the eTranscript. For each option, the Class Rank and Bonus Points can be selected. When a Weighted GPA or Unweighted GPA option is selected, the Bonus Points and Class Rank checkboxes are available for selection. Selection can be made for Cumulative GPA or Term GPA. When the calendar is associated with custom GPA calculations, Custom GPA/Class Rank Calculation Options can be selected. These display as User Defined and display the Custom GPA name on the eTranscript. See the GPA Calculations in Campus article for detailed information on GPA options. The following options are available:
All GPA/Class Rank Calculation options can be selected, if desired. When this option is selected, Academic Session information reports in the XML output by year, not by term. Therefore, the displayed GPA is for the entire year. |
| Credit Summary Display Options | Credit Summary Display Options determines which credit groups/standard groups report. Users may display Earned Credits and Credit Units (Quarter, Semester, Carnegie Units, Continuing Education Units, etc.) for the student's Academic Program or for selected Credit Groups. |
| Standardized Testing Display Options | Standardized Testing options allow users to determine what types of tests are included in the eTranscripts and how Standard Group data is laid out on the eTranscript. Only those tests marked to Display in Transcript and mapped to PESC Test and SubTest Codes are included on the eTranscript.
See the Student Assessment article for more information. |
| Report Display Options | |
| Source | |
| School CEEB Code | This code is entered on the School Editor and stands for College Entrance Examination Board. This data is automatically selected to be included in the report. When it should not be included, remove the checkmark. Note that many electronic transcript vendors use this code to identify the sending school. This option is required when using Parchment as your eTranscript vendor. |
| Counselor | Prints the name of the counselor assigned to the student via the Team Members record. |
| Student | |
| Student's Email | Prints the student's email address. |
| Legal Name | Lists the student's legal first name, legal middle name and legal last name when entered in the Protected Identity information. When this option is marked, and when the user has tool rights to Protected Identity Information, and if the legal first name/legal last name field is populated on the student's Identity record, the full legal name prints. When the legal first name or legal last name is not populated, the student's first name and last name reports from the First Name and Last Name fields on the student's Identities record. |
| Legal Gender | Lists the student's legal gender when entered in the Protected Identity information. When this option is marked, and when the user has tool rights to Protected Identity Information, and when the legal gender field is populated on the student's Identity record, the legal gender prints. When the legal gender field is not populated, the student's gender reports from the Gender field on the student's Identities record. |
| Immunization | Lists the student's recorded vaccines. |
| Race/Ethnicity | Reports the student's race/ethnicity as entered on the Identities record. This data is automatically selected to be included in the report. When it should not be included, remove the checkmark. |
| Report Comments | Prints the customized text created in the Report Comments tool and marked as active on the student's Report Comments record. When this preference is selected, the comments display at the end of the XML. |
| SSN Reports the student's Social Security number. Tool rights are necessary in order for this field to print. | |
| None | Indicates the student's Social Security number does not show on the eTranscript. |
| Partial | Indicates only the last four digits of the student's Social Security number shows on the eTranscript. |
| Full | Indicates all 9 digits of the student's Social Security number shows on the eTranscript. |
| Academic Record | |
| Graduation Cohort Year | Prints the student's NGA Cohort End Year value from the Graduation record. |
| Repeat Course | Indicates when the course has the Repeatable checkbox marked. |
| Course Level | Reports the course level or honors code assigned to the course. The Honors code on the Course must be mapped to the PESC values on the Code Defining tool. That mapped code reports on the eTranscript. |
| Diploma Date | Reports the Diploma Date entered on their Graduation record. This does not indicate whether the student has graduated, just that the field has been populated. This must be selected in order for the diploma date to display in the XML output. |
| Diploma Type | Reports the Diploma Type entered on their Graduation record. This is the PESC code assigned to the diploma type. This does not indicate whether the student has graduated, just that the field has been populated. Diploma types must be mapped to the PESC values in the Code Defining tool. That mapped code reports on the eTranscript. This must be selected in order for the diploma type to display in the XML output. |
| Diploma Name | When the student has graduated, the Diploma Name entered on their Graduation record reports. This is the school-assigned value (could be General Diploma or Spring Diploma). |
| State Seal | When marked AND the student has a State Seal record listed on their Graduation record along with an Earned Date value, the State Seal reports on the eTranscript in the AcademicHonors node. This does not require a Diploma Date or Diploma Name value to be available on the Graduation record in order to report. Multiple State Seals can report, with or without a date. When not marked, State Seal information does not report, even when the student's Diploma information is entered on the Graduation record. |
| NCES/SCED Code | Reports the NCES code assigned on the course editor. This is a combination of the scedSubjectArea and the scedCourseID. The Course Subject Area Code is the PESC Name that is mapped to the Credit Type on the Transcript Course record. When this option is marked, the XML output does not report the Course Subject Area Code value. |
| In-Progress Courses | Reports course information for courses in which a student is enrolled during the current school year. |
| Attendance | Reports the student's attendance information as Days Present and Days Absent. When this option is selected, Academic Session information reports in the XML output by year, not by term. Therefore, the displayed attendance is for the year. |
| Course Number Display | |
| Course Number | Reports the district or school assigned number of the course, as entered on the course editor. This can be chosen instead of the State Course Code. |
| State Course Code | Reports the state code assigned on the course editor. This can be chosen instead of the Course Number. |
Create an eTranscript Report
- Select New. A Report Detail and a Report Options table displays.
- Enter a Name for this eTranscript.
- Select the eTranscript option from the Type dropdown list.
- If desired, enter a Description for this report.
- Select all appropriate Report Options for the eTranscript. Report Options are separated into different sections relating to a specific aspect of the eTranscript. Refer to the sections below for more information.
- Click the Save icon when finished. The eTranscript is now saved and can be used to generate and submit eTranscripts.
See the PESC XML Layout for a detailed description of the items included on the eTranscript.
