California Transcript

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A transcript is a historical record of a student's performance in a course. The information listed on the transcript can vary from district to district depending on district preferences. Each district records grading information that students receive on transcripts and report cards. Grading information is connected to the course schedule of a student. Transcript fields that are specific to the state of California are described below. For all other inquiries, please visit the Transcript (Counseling) article. 

The Additional Information fields provide further details on the transcript entry, and includes localized fields (used for state reports) and district-defined fields (created by the district) This section is collapsible or expandable by clicking the minus/plus sign on the right-hand side.

Screenshot of the Additional Transcript information section of the Transcript tool.Additional Transcript Information

Making a change here does NOT change the value of the originating field. For this reason, modifying posted Transcript records may cause discrepancies in records.

See the California GPA Calculations article for information on Class Rank calculations.

Summer School

When marked, indicates course was taken in a summer school session. The Summer School field is automatically populated from the Calendar tab.

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Database Location:

TranscriptCourse.summerSchool

Reports:

Include Grade 9 Summer School into Weighted 10-12 A-G GPA Calculation

When marked, indicates the course taken during the Summer School session following the student's 9th grade year is included in the GPA calculation for the courses marked to use the Weighted 10-12 A-G GPA Calculation.

  • This checkbox ONLY displays for courses taken during the student's 9th grade year.
  • This ONLY needs to be marked for schools who DO NOT promote 9th grades students to 10th grade during the summer school session, meaning 9th grade students are still considered 9th grade students until the end of the summer session.
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Database Location:

TranscriptCourse.specialGPA2

Ad Hoc Inquiries:

Student > Learner Portfolio > Transcript Detail > transcriptDetail.specialGPA2

Cal Grant GPA

Cal Grant is a financial aid program administrated by the California Student Aid Commission (CSAC) providing aid to California undergraduates, vocational training students, and those in teacher certification programs. Cal Grant gives funds to students who meet grade point average and parent income requirements. Mark the Cal Grant GPA checkbox to indicate the transcript should be included in the student's Cal Grant GPA calculation. 

The Cal Grant GPA is calculated on a 4.00 scale (to two decimal places) and extra weight is not added for honors, Advanced Placement, or International Baccalaureate classes. The GPA must include all grades from a student's: sophomore year, the summer following sophomore year, junior year, and the summer following junior year, except those for physical education, Reserve Officers Training Corps and remedial courses. (Remedial courses are those that aren’t counted toward high school graduation.)

Failing grades for classes not repeated before a verified GPA is submitted also must be included.

This GPA is calculated using courses taken in grades 10 and 11 with a check in CalGrant GPA. If there are multiple courses with the same course number and one is flagged as a repeat, only the repeat course is used in the calculation, as long as the repeat was taken in grade 10 or 11. The unweighted GPA value is used. This GPA reports as NNN in the CalGrant GPA Verification and Upload reports, and in standard decimal format on the transcript.

The Cal Grant GPA field is automatically populated from the CAL Grant GPA field on the Course tab.

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Database Location:

TranscriptCourse.specialGPA

Ad Hoc Inquiries:

Student > Learner Portfolio > Transcript Detail > transcriptDetail.specialGPA

Reports:

UC/CSU Code

The UC/CSU Code indicates a value representing University of California or California State University College Admission Course Requirement that a high school course has been determined to meet. This determination is made by the UC/CSU systems.

The UC/CSU field is automatically populated from the UC/CSU Code field on the Course Editor tab.

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CodeDescriptionDefinition
AHistory/Social ScienceThe course meets UC/CSU requirements for History/Social Science.
BEnglishThe course meets UC/CSU requirements for English
CMathematicsThe course meets UC/CSU requirements for Mathematics
DLaboratory ScienceThe course meets UC/CSU requirements for Laboratory Science
ELanguage other than EnglishThe course meets UC/CSU requirements for a language other than English
FVisual and Performing ArtsThe course meets UC/CSU requirements for Visual and Performing Arts
GAHistory/Social Science ElectiveA preparatory elective in History/Social Science
GBEnglish ElectiveA preparatory elective in English
GCMathematics ElectiveA preparatory elective in Mathematics
GDLaboratory Science ElectiveA preparatory elective in Laboratory Science
GEForeign Language ElectiveA preparatory elective in a Foreign Language
GFVisual and Performing Arts ElectiveA preparatory elective in Visual and Performing Arts
GOOther ElectiveA preparatory elective in any other subject area

Database Location:

TranscriptCourse.collegeCode

Ad Hoc Inquiries: 

Student > Learner Portfolio > Transcript Detail > transcriptDetail.collegeCode

Reports:

Type

Use the type drop-list to select the type of calendar used. The Type field is automatically populated from the Term Type field on the Calendar tab.

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CodeDescriptionDefinition
4QuarterA session that lasts one-quarter (at least 10 weeks of instruction) of the school year
5TrimesterA session that lasts one-third of the school year
6SemesterA session that lasts one-half (at least 15 weeks of instruction) of the school year
7Full YearA session that lasts the full academic year
2IntersessionAn academic session that occurs during a short break during the academic year (not necessarily a longer, summer break), typical of year-round schools
3SupplementalA session that occurs on evenings, after school, or weekends
1College QuarterAt least ten (10) hours of college or university level instruction during a quarter plus a reasonable period of time outside of instruction which an institution requires a student to devote to preparation for planned learning experiences, such as preparation for instruction, study of course material, or completion of educational projects
0College SemesterAt least fifteen (15) hours of college or university level instruction during a semester plus a reasonable period of time outside of instruction which an institution requires a student to devote to preparation for planned learning experiences, such as preparation for instruction, study of course material, or completion of educational projects

Database Location:

TranscriptCourse.calendarType

Reports:

Distance Learning

An indication of whether or not Course Section instruction was delivered by way of distance learning. Distance learning is an instructional method in which the pupil and instructor are in different locations and interact through the use of computer and communications technology. Distance learning may include video or audio instruction in which the primary mode of communication between pupil and instructor is instructional television, video, telecourses, or any other instruction that relies on computer or communications technology.

The Distance Learning field is automatically populated from the Distance Learning field on the Course tab.

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CodeDescriptionDefinition
YYesCourse IS being delivered by way of distance learning
NNoCourse is NOT being delivered by way of distance learning

Database Location:

TranscriptCourse.distanceCode

Ad Hoc Inquiries: 

Student > Learner Portfolio > Transcript Detail > transcriptDetail.distanceCode

Academic Level

Indicates the level of work that is reflected in the course as determined by the school. The Academic Level field is automatically populated from the Academic Level 2 field on the Course tab.

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CodeDescriptionDefinition
30Advanced Placement (AP)The level of course content and instruction has been approved by the local governing board as meeting the criteria for designation as an Advanced Placement course
31Basic (Pre K - Grade 12)The level of course content and instruction has been identified as meeting the criteria for designation as a Basic (pre-k - grade 12) course
32General (Pre K - Grade 12)The level of course content and instruction has been identified as meeting the criteria for designation as a General (pre-k - grade 12) course
33Gifted and TalentedThe level of course content and instruction has been approved by the local governing board as meeting the criteria for designation as a Gifted and Talented course
34Other honors (non-UC certified)The level of course content and instruction has been approved by the local governing board as meeting the criteria for designation as an Honors course. These honors courses are not the same as UC-Certified Honors courses
35Remedial (Pre K - Grade 12)The level of course content and instruction has been approved by the local governing board as intended to correct or improve one's knowledge in a specified content area
36Special EducationAn instructional strategy using the individually planned and systematically monitored arrangement of physical settings, special equipment and materials, teaching procedures, and other interventions designed to help learners with special needs achieve the greatest possible personal self-sufficiency and success in school and community.
37International Baccalaureate (IB) - higher levelA Bachelor's Degree plus 30 or more additional semester units.
38International Baccalaureate (IB) - subsidiary levelThe International Baccalaureate (IB) Diploma Program (DP) is a two-year comprehensive and rigorous pre-university curriculum leading to an IB diploma. Successful IB candidates are typically granted advanced placement credit at the finest universities and colleges in the nation. The IB DP curriculum sets out the requirements for study that is composed of three core elements that aim to broaden students' educational experience and challenge them to apply their knowledge and skills.
39UC Certified HonorsThe level of course content and instruction has been identified by the University of California System as meeting the criteria for designation as a UC-Certified Honors course
40College LevelA college-level, college credit bearing course in which a student receives college credit upon successful completion. These courses may also count toward the high school graduation requirements (i.e. the student receives both college credit and high school credit). These are not Advanced Placement (AP) or International Baccalaureate (IB) courses (AP and IB courses have their own Course Group State Codes)

Database Location:

TranscriptCourse.academicLevel1 (Academic Level 1)

TranscriptCourse.honorsCode (Academic Level 2)

Ad Hoc Inquiries: 

Student > Learner Portfolio > Transcript Detail > transcriptDetail.academicLevel1

Student > Learner Portfolio > Transcript Detail > transcriptDetail.honorsCode

Reports:

ELC Direct Upload to UC

Content Standards Alignment Code

The selected value represents which content standards were used to develop the content of the course.

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Database Location:

TranscriptCourse.contentStandard

Ad Hoc Inquiries:

Student > Learner Portfolio > Transcript Detail > transcriptDetail.contentStandard

Reports:

CALPADS Course Section

Course Content Area Subcategory

The Content Area Subcategory appears for state codes that require a subcategory, listed below. When the selected State Code field is NOT one of the following, the Course Content Area Subcategory list is empty.

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Database Location:

TranscriptCourse.embeddedCourseNumber

Ad Hoc Inquiries:

Student >Learner Portfolio > Transcript Detail > transcriptDetail.embeddedCourseNumber

Reports:

CALPADS Course Section

GSSM Category

The Golden State Seal Merit Diploma (GSSMD) insignia is awarded jointly by the State Board of Education and the State Superintendent of Public Instruction to recognize students who have demonstrated mastery of the high school curriculum in at least six subject areas.

Students must meet the eligibility requirements in the following subjects:

  • English-language Arts

  • Mathematics

  • Science

  • U.S. History

  • Two subject matter areas selected by the student

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Database Location:

TranscriptCourse.gssmCategory

Ad Hoc Inquiries:

Student >Learner Portfolio > Transcript Detail > transcriptDetail.gssmCategory

Reports:

CALPADS Course Section

Grade Level Range Code

The Grade Level Range Code is a coded value representing the content standards taught in a course.

  • ELM: Elementary K-4
  • MID: Middle Grades 5-8
  • SEC: Secondary 9-12
  • NOT: Not Applicable
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Database Location:

TranscriptCourse.courseLevel

Ad Hoc Inquiries:

Student >Learner Portfolio > Transcript Detail > transcriptDetail.level

Reports:

CALPADS Course Section

Local Assignment Option Code

This field is used as a reference to indicate which staff have the appropriate credentials to teach the course. This list includes the state-approved Education Code and the Title V Regulations Section codes.

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Database Location:

TranscriptCourse.program

Ad Hoc Inquiries:

Student >Learner Portfolio > Transcript Detail > transcriptDetail.program

Reports:

CALPADS Course Section

Online Course Instruction Type

This field indicates how online courses are taught - by the instructor, by a facilitator, or by the learners.

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Database Location:

TranscriptCourse.teachingMethod

Ad Hoc Inquiries:

Student >Learner Portfolio > Transcript Detail > transcriptDetail.teachingMethod

Reports:

CALPADS Course Section

AP/IB Course Code Cross References

The State Course Code of an Advanced Placement or International Baccalaureate course that is part of a career technical education pathway. This field provides a cross reference when the State Course Code field is populated with the CTE course code.

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Database Location:

TranscriptCourse.wblCourseType

Ad Hoc Inquiries:

Student >Learner Portfolio > Transcript Detail > transcriptDetail.wblCourseType

Reports:

CALPADS Course Section

Section Identifier

The Section Identifier field is automatically populated from the Section ID field on the Section tab.

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Database Location:

TranscriptCourse.sectionCode

Ad Hoc Inquiries: 

Student > Learner Portfolio > Transcript Detail > transcriptDetail.sectionCode

Non-CA School Fields

Use the City, State, Country, and Address of Non-CA School fields to manually enter the address of an out-of-state transfer student. These fields are only used for district-tracking purposes and are not used in state reporting.

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Non-CA School Fields
Field DescriptionDatabase LocationAd Hoc Inquiries
Non-CA School CityTranscriptCourse.transcriptField1Student > Learner Portfolio > Transcript Detail > transcriptDetail.transcriptField1
Non-CA School StateTranscriptCourse.transcriptField2Student > Learner Portfolio > Transcript Detail > transcriptDetail.transcriptField2
Non-CA School CountryTranscriptCourse.transcriptField3Student > Learner Portfolio > Transcript Detail > transcriptDetail.transcriptField3
Non-CA School AddressTranscriptCourse.transcriptField4Student > Learner Portfolio > Transcript Detail > transcriptDetail.transcriptField4

Marking Period Code

A coded value representing the name or description of the period within a course session in which a course mark (grade) is given to a student for a particular course. The Marking Period field is automatically populated from the Academic Term field on the Section tab.

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CodeDescriptionDefinition
FYFull YearA session that lasts the full academic year
H1First HexmesterThe first of six hexmesters in an Academic Year.
H2Second HexmesterThe second of six hexmesters in an Academic Year.
H3Third HexmesterThe third of six hexmesters in an Academic Year.
H4Fourth HexmesterThe fourth of six hexmesters in an Academic Year.
H5Fifth HexmesterThe fifth of six hexmesters in an Academic Year.
H6Sixth HexmesterThe sixth of six hexmesters in an Academic Year.
ISIntersessionAn academic session that occurs during a short break during the academic year (not necessarily a longer, summer break), typical of year-round schools
Q1First QuarterThe first  of four quarters an academic year
Q2Second QuarterThe second of four quarters an academic year
Q3Third QuarterThe third of four quarters an academic year
Q4Fourth QuarterThe fourth of four quarters an academic year
S1First SemesterThe first of two semesters in an academic year
S2Second SemesterThe second of two semesters in an academic year
SPSupplemental SessionA session that occurs on evenings, after school, or weekends
SSSummer SessionAn academic session that occurs during the summer break
T1First TrimesterThe first of three trimesters in an academic year
T2Second TrimesterThe second of three trimesters in an academic year
T3Third TrimesterThe third of three trimesters in an academic year
Z1Other First TermThe first term in a set of terms not otherwise defined in this code set
Z2Other Second TermThe second term in a set of terms not otherwise defined in this code set
Z3Other Third TermThe third term in a set of terms not otherwise defined in this code set
Z4Other Fourth TermThe fourth term in a set of terms not otherwise defined in this code set
Z5Other Fifth TermThe fifth term in a set of terms not otherwise defined in this code set
Z6Other Sixth TermThe sixth term in a set of terms not otherwise defined in this code set
Z7Other Seventh TermThe seventh term in a set of terms not otherwise defined in this code set
Z8Other Eighth TermThe eighth term in a set of terms not otherwise defined in this code set
Z9Other Ninth TermThe ninth term in a set of terms not otherwise defined in this code set

Database Location:

TranscriptCourse.transcriptField5

Ad Hoc Inquiries: 

Student > Learner Portfolio > Transcript Detail > transcriptDetail.transcriptField5

Reports:

CALPADS Student Course Section

Charter Non-Core, Non-College Prep

This field indicates whether a charter school has identified a course as non-core, non-college preparatory. Y means that the course is non-core, non-college prep. N means that the course is a core or college prep course.

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Database Location:

TranscriptCourse..charterNonCoreNonCollegePrep

Ad Hoc Inquiries:

Student >Learner Portfolio > Transcript Detail > transcriptDetail.charterNonCoreNonCollegePrep

Reports:

CALPADS Course Section

High Quality CTE Course Indicator

This field indicates whether the course section and teacher meet the High Quality CTE Course qualifications.

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Database Location:

TranscriptCourse.highQualityCTEInd

Ad Hoc Inquiries:

Student >Learner Portfolio > Transcript Detail > transcriptDetail.highQualityCTEInd

Reports:

CALPADS Course Section

Middle School Core Course Indicator

This field indicates whether a course is being taught in a middle school core setting (two blocked periods of math and science taught by a teacher in grades 5-8, for example).

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Database Location:

TranscriptCourse.middleSchoolCoreCourseInd

Ad Hoc Inquiries:

Student >Learner Portfolio > Transcript Detail > transcriptDetail.middleSchoolCoreCourseInd

Reports:

CALPADS Course Section