Classic View: System Administration > Preferences > Reports (Preferences) > eTranscript (Type)
Search Terms: Report Setup
eTranscripts 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 lets districts determine what and how data is displayed on the eTranscripts.
Report Setup - eTranscript Preferences
eTranscript Workflow
eTranscript Report Detail and Report Option Editors
The following tables describe the eTranscript Report Preference 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 displayed on printed eTranscripts and how Standard Group data is laid out on the eTranscript.
| |
| 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. If 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 if using Parchment as your eTranscript vendor. |
| Counselor | Prints the name of the counselor assigned to the student via the Team Members tab. | |
| 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, if entered in the Protected Identity information. If this option is marked, and if 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. If 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, if entered in the Protected Identity information. If this option is marked, and if the user has tool rights to Protected Identity Information, and if the legal gender field is populated on the student's Identity record, the legal gender prints. If 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 tab. This data is automatically selected to be included in the report. If 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 tab. When this preference is selected, the comments print at the very bottom of the XML eTranscript as a Note Message. | |
| SSN | None Partial Full | Reports the student's Social Security number. Choose None to not show the SSN; choose Partial to show the last four digits only; choose Full to show all nine digits. Tool rights are necessary in order for this field to print. |
| Academic Record | Graduation Cohort Year | Prints the student's NGA Cohort End Year value from the Graduation tab. |
| Repeat Course | Indicates if the course has the Repeatable checkbox marked. | |
| Course Level | Reports the course level or honors code assigned to the course. | |
| Diploma Date | Reports the Diploma Date entered on their Graduation record reports. 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 reports. 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. This must be selected in order for the diploma type to display in the XML output. | |
| Diploma Name | If 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). | |
| NCES/SCED Code | Reports the NCES code assigned on the course editor. This is a combination of the scedSubjectArea and the scedCourseID. 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 the New icon. A Report Detail and a Report Options table will appear.
- 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.
