Tool Search: Ed-Fi

This entity is the final record of a student's performance in their courses at the end of a semester or school year.

Students with hand entered Course Transcript records may not report if there is no section associated to the term.
The Sessions, Course Offerings, Sections, and Locations resources all need to be present for the Course Transcripts resource to process and send.

Object Triggering Logic

Action	Business Rule
POST	Report a record when transcript records are posted for a student in the current configuration year. Do not send a record if any of the following exclusions are present: Course is marked as inactive Transcript's score is NULL School Exclude is checked Calendar Exclude is checked Student's Enrollment is State Exclude Student's Enrollment is No Show The transcript record can be posted through the Transcript Post tool or through a manual entry. For a manual transcript entry to post a record without error, all of the below fields must be populated on the transcript: School Year School Number District Number Grade Course Number Course Name State Code Score Unweighted GPA Value Credits Earned Credits Attempted Ed-Fi Term Type (or have a mapped override) Important: Indiana DOE has a Tier 2 validation that states you must have a 1:1 relationship between Student Section Association records and Course Transcript records. If you are reporting 1 Student Section Association for a given student, IDOE expects 1 Course Transcript for that student. If you are reporting 2 Student Section Associations for a given student, IDOE expects 2 Course Transcripts for that student. Etc.
DELETE / POST PUT	A DELETE / POST is performed if the data element being altered is part of the resource's natural key. A PUT is performed otherwise. When the following information on the course changes: Active Name Number State Code State Report Exclude Transcript SCED Sequence When the following information on the enrollment changes: End Date End Status Grade No Show Start Date State Exclude Start Status When the following information on the transcript changes: Transcript ID (New Transcript Entry) Course Name Course Number District Number End Year Grade School Number Score Score ID Unweighted GPA Value Credit Earned Method Credits Attempted Credits Earned Ed-Fi Term Override Dual Credit Applied Units Ed-Fi Course Result Override
DELETE	When the transcript record is deleted.

POST

Report a record when transcript records are posted for a student in the current configuration year.

Do not send a record if any of the following exclusions are present:
- Course is marked as inactive
- Transcript's score is NULL
- School Exclude is checked
- Calendar Exclude is checked
- Student's Enrollment is State Exclude
- Student's Enrollment is No Show
The transcript record can be posted through the Transcript Post tool or through a manual entry.
For a manual transcript entry to post a record without error, all of the below fields must be populated on the transcript:
- School Year
- School Number
- District Number
- Grade
- Course Number
- Course Name
- State Code
- Score
- Unweighted GPA Value
- Credits Earned
- Credits Attempted
- Ed-Fi Term Type (or have a mapped override)

Important: Indiana DOE has a Tier 2 validation that states you must have a 1:1 relationship between Student Section Association records and Course Transcript records.

If you are reporting 1 Student Section Association for a given student, IDOE expects 1 Course Transcript for that student.
If you are reporting 2 Student Section Associations for a given student, IDOE expects 2 Course Transcripts for that student.
Etc.

DELETE / POST

PUT

A DELETE / POST is performed if the data element being altered is part of the resource's natural key. A PUT is performed otherwise.

When the following information on the course changes:
- Active
- Name
- Number
- State Code
- State Report Exclude
- Transcript
- SCED Sequence
When the following information on the enrollment changes:
- End Date
- End Status
- Grade
- No Show
- Start Date
- State Exclude
- Start Status
When the following information on the transcript changes:
- Transcript ID (New Transcript Entry)
- Course Name
- Course Number
- District Number
- End Year
- Grade
- School Number
- Score
- Score ID
- Unweighted GPA Value
- Credit Earned Method
- Credits Attempted
- Credits Earned
- Ed-Fi Term Override
- Dual Credit
- Applied Units
- Ed-Fi Course Result Override

Action

Business Rule

DELETE

When the transcript record is deleted.

Error Log

Error	Possible Causes / How to Correct
Transcript ID [TranscriptID] in Group [GroupName] does not have a valid School Number entered. Please enter a valid School Number.	Where [TranscriptID] is replaced with the erroneous TranscriptID. Where [GroupName] is replaced with the group name (e.g 22-23 - SchoolName - Grade) the erroneous TranscriptID is in. This error is caused when a manual transcript entry has a blank School Number. Go to the transcriptID mentioned in the error and add a School Number.
Transcript ID [TranscriptID] in Group [GroupName] does not have a valid District Number entered. Please enter a valid District Number.	Where [TranscriptID] is replaced with the erroneous TranscriptID. Where [GroupName] is replaced with the group name (e.g 22-23 - SchoolName - Grade) the erroneous TranscriptID is in. This error is caused when a manual transcript entry has a blank District Number. Go to the transcriptID mentioned in the error and add a District Number.
Transcript ID [TranscriptID] in Group [GroupName] does not have a valid Course Name entered. Please enter a valid Course Name.	Where [TranscriptID] is replaced with the erroneous TranscriptID. Where [GroupName] is replaced with the group name (e.g 22-23 - SchoolName - Grade) the erroneous TranscriptID is in. This error is caused when a manual transcript entry has a blank Course Name. Go to the transcriptID mentioned in the error and add a Course Name.
Transcript ID [TranscriptID] in Group [GroupName] does not have a valid State Code entered. Please enter a valid State Code.	Where [TranscriptID] is replaced with the erroneous TranscriptID. Where [GroupName] is replaced with the group name (e.g 22-23 - SchoolName - Grade) the erroneous TranscriptID is in. This error is caused when a manual transcript entry has a blank State Code. Go to the transcriptID mentioned in the error and add a State Code.
Transcript ID [TranscriptID] in Group [GroupName] does not have a valid Unweighted GPA Value entered. Please enter a valid Unweighted GPA Value.	Where [TranscriptID] is replaced with the erroneous TranscriptID. Where [GroupName] is replaced with the group name (e.g 22-23 - SchoolName - Grade) the erroneous TranscriptID is in. This error is caused when a manual transcript entry has a blank Unweighted GPA Value. Go to the transcriptID mentioned in the error and add an Unweighted GPA Value.
Transcript ID [TranscriptID] in Group [GroupName] does not have a valid Ed-Fi Term Type entered. Please enter a valid Ed-Fi Term Type.	Where [TranscriptID] is replaced with the erroneous TranscriptID. Where [GroupName] is replaced with the group name (e.g 22-23 - SchoolName - Grade) the erroneous TranscriptID is in. This error is caused when a manual transcript entry has a blank Ed-Fi Term Type. Go to the transcriptID mentioned in the error and add an Ed-Fi Term Type.

Object Data Elements

Any data elements not listed here are not sent with the Ed-Fi record in Indiana. Data elements in bold are part of the natural key.

Data Element Label	Business Rules	Mandatory (M), Conditional (C), or Optional (O)	Location
courseAttemptResultDescriptor	Report the Ed-Fi Course Result Override. If NULL, follow the logic below. Report based on the Ed-Fi Code mapped to each specific description. The default settings are listed below (but the mappings can be changed in Resource Preferences): Report No Grade Awarded when the sum of Credits Attempted is 0. Report Fail when the sum of Credits Earned is 0. Report Incomplete when the sum of Credits Earned < the sum of Credits Attempted. Report Pass when the sum of Credits Earned >= the sum of Credits Attempted.	M	Transcripts > Ed-Fi Course Result Override Transcripts > Credits Earned Transcripts > Credits Attempted TranscriptCourse.edFiCourseResult TranscriptCredit.creditsEarned TranscriptCredit.creditsAttempted
courseReference	Reports the fields that are part of the Natural Key for the Course resource. courseCode = State Code educationOrganizationId = 1088000000 (Hard-Coded) This is IDOE's educationOrganizationId. IDOE owns all courses.	M	N/A
externalEducationOrganization Reference	Report the code value associated with the value selected for Post Secondary Institution on the transcript entry. Example: If Post Secondary Institution was set to the value '2000000174: Anderson University' then we would report 2000000174 for the educationOrganizationId.	C	Transcripts > Post Secondary Institution TranscriptCourse.collegeCode
studentAcademicRecord Reference	Reports the fields that are part of the Natural Key for the Student Academic Record resource.	M	N/A
alternativeCourseCode	Reports the Course Number on the transcript entry.	O	Transcripts > Course Number transcriptcourse.courseNumber
attemptedCredits	Report the Credits Attempted on the transcript entry.	O	Transcripts > Credits Attempted transcriptcredit.creditsAttempted
CourseTitle	Reports the Course Name on the transcript entry.	O	Transcripts > Course Name transcriptcourse.courseName
earnedCredits	Reports the Credits Earned.	M	Transcripts > Earned transcriptcredit.creditsEarned
earnedCreditTypeID	Report as Dual Credit if Post Secondary Institution has a value that is mapped to an Ed-Fi Code. Report as Applied Unit if Applied Units is set to Y: Attempted Applied Units Report as Regular Credit in all other scenarios. The priority for reporting is Dual Credit > Applied Unit > Regular Credit	C	Transcript > Post Secondary Institution + Applied Units TranscriptCourse.collegeCode TranscriptCourse.altAchievementStandard
finalLetterGradeEarned	Report the Score.	C	Transcripts > Current Score transcriptcourse.score
finalNumericGradeEarned	Report the Unweighted GPA Value: Only report in format N.N or 0. Only report on a scale from 0 to 4.0 Round up to the nearest tenth decimal if the reported score is N.N5 or higher. Example: 3.651 should round up to report as 3.7. Round down to the nearest tenth decimal if the reported score is less than N.N5 Example: 3.649 should round down to report as 3.6. Anything above a 4.0 will report as 4.0.	M	Transcript > Score TranscriptCourse.unweightedGPAValue
methodCreditEarnedType	Report the Ed-Fi Code mapped to the value selected in Credit Earned Method on the transcript entry.	M	Transcripts > Credit Earned Method TranscriptCourse.creditEarnedMethod
whenTakengradeLevelDescriptor	Report the Ed-Fi Code mapped to the value selected for Grade on the transcript entry.	O	Transcripts > Grade TranscriptCourse.grade
externalEducationOrganization NameOfInstitution	If externalEducationOrganizationReference fails to send because the code that attempted to send does not match a pre-populated record in the postSecondaryInstitutions resource, then report the Name of the value selected for Post Secondary Institution on the transcript entry. Example: If Post Secondary Institution was set to the value '00: Not Applicable' then we would report Not Applicable for the externalEducationOrganizationNameOfInstitution.	C	Transcripts > Post Secondary Institution TranscriptCourse.collegeCode

Descriptors

Click here to expand...

Course Attempt Result Type

Ed-Fi Code Value	Short Description	Description	Namespace
Fail	Fail	Fail	uri://ed-fi.org/CourseAttemptResultDescriptor
Incomplete	Incomplete	Incomplete	uri://ed-fi.org/CourseAttemptResultDescriptor
No grade awarded	No grade awarded	No grade awarded	uri://ed-fi.org/CourseAttemptResultDescriptor
Pass	Pass	Pass	uri://ed-fi.org/CourseAttemptResultDescriptor

Term Descriptor (Used in the Student Academic Record reference)

Ed-Fi Code Value	Short Description	Description	Namespace
Fall Semester	Fall Semester	Fall Semester	http://doe.in.gov/Descriptor/TermDescriptor.xml
First Quarter	First Quarter	First Quarter	http://doe.in.gov/Descriptor/TermDescriptor.xml
First Trimester	First Trimester	First Trimester	http://doe.in.gov/Descriptor/TermDescriptor.xml
Fourth Quarter	Fourth Quarter	Fourth Quarter	http://doe.in.gov/Descriptor/TermDescriptor.xml
MiniTerm	MiniTerm	MiniTerm	http://doe.in.gov/Descriptor/TermDescriptor.xml
Other	Other	Other	http://doe.in.gov/Descriptor/TermDescriptor.xml
Second Quarter	Second Quarter	Second Quarter	http://doe.in.gov/Descriptor/TermDescriptor.xml
Second Trimester	Second Trimester	Second Trimester	http://doe.in.gov/Descriptor/TermDescriptor.xml
Spring Semester	Spring Semester	Spring Semester	http://doe.in.gov/Descriptor/TermDescriptor.xml
Summer Semester	Summer Semester	Summer Semester	http://doe.in.gov/Descriptor/TermDescriptor.xml
Third Quarter	Third Quarter	Third Quarter	http://doe.in.gov/Descriptor/TermDescriptor.xml
Third Trimester	Third Trimester	Third Trimester	http://doe.in.gov/Descriptor/TermDescriptor.xml
Year Round	Year Round	Year Round	http://doe.in.gov/Descriptor/TermDescriptor.xml
MiniTerm One	MiniTerm One	MiniTerm One	http://doe.in.gov/Descriptor/TermDescriptor.xml
MiniTerm Two	MiniTerm Two	MiniTerm Two	http://doe.in.gov/Descriptor/TermDescriptor.xml
MiniTerm Three	MiniTerm Three	MiniTerm Three	http://doe.in.gov/Descriptor/TermDescriptor.xml
MiniTerm Four	MiniTerm Four	MiniTerm Four	http://doe.in.gov/Descriptor/TermDescriptor.xml
MiniTerm Five	MiniTerm Five	MiniTermFive	http://doe.in.gov/Descriptor/TermDescriptor.xml
MiniTerm Six	MiniTerm Six	MiniTerm Six	http://doe.in.gov/Descriptor/TermDescriptor.xml

Earned Credit Type (creditTypeDescriptor)

Ed-Fi Code Value	Description	Short Description	Namespace
Applied Unit	Applied Unit	Applied Unit	uri://doe.in.gov/CreditTypeDescriptor
Credit Recovery	Credit Recovery	Credit Recovery	uri://doe.in.gov/CreditTypeDescriptor
Dual Credit	Dual Credit	Dual Credit	uri://doe.in.gov/CreditTypeDescriptor
Regular Credit	Regular Credit	Regular Credit	uri://doe.in.gov/CreditTypeDescriptor

Method Credit Earned Type

Ed-Fi Code Value	Short Description	Description	Namespace
Classroom credit	Classroom credit	Classroom credit	uri://ed-fi.org/MethodCreditEarnedDescriptor
Credit recovery	Credit recovery	Credit recovery	uri://ed-fi.org/MethodCreditEarnedDescriptor
Transfer credit	Transfer credit	Transfer credit	uri://ed-fi.org/MethodCreditEarnedDescriptor
Transfer credit Out of State	Transfer credit Out of State	Transfer credit Out of State	uri://doe.in.gov/MethodCreditEarnedDescriptor
Transfer credit Homeschool	Transfer credit Homeschool	Transfer credit Homeschool	uri://doe.in.gov/MethodCreditEarnedDescriptor
Virtual/Online credit	Virtual/Online credit	Virtual/Online credit	uri://doe.in.gov/MethodCreditEarnedDescriptor
Summer school credit	Summer school credit	Summer school credit	uri://doe.in.gov/MethodCreditEarnedDescriptor
Summer school IOA	Summer school IOA	Summer school IOA	uri://doe.in.gov/MethodCreditEarnedDescriptor

Course Transcripts (Indiana v3.6)