Student Academic Records (Texas v4.0)

Tool Search Term: 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.

Action	Trigger
Post	Report a Student Academic Record instance for each school year in which the student has a transcript record and they have a Student School Association record for the configured year. When Term Type cannot be determined on a Transcript record, provide an error with the following message: "Could not identify a valid term type for transcript record". 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 Student Academic Record (SAR) and configured year with which 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 one record with the Term Descriptor that is aligned to the Term in which the Diploma Date occurs. 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.
Delete	If records are posted from course transcript records and no Diploma information exits, all Student Academic Records will delete when a student has only one 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.
Delete	If 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

Action	Trigger
None	If a resource is toggled to 'OFF' after data has sent, all sent data will remain in the ODS but no new data will send.
Delete	If 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.
Resync	If 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.
Resync	If 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.
Resync	If 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

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

Scope Year Logic

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.

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

Data Element Label	Mapping Needed
Ed-Fi Transcript Term Override	Term Descriptor for Course Transcripts
Term Descriptor	Term Descriptor for Course Transcripts
Graduation Diploma Type	Diploma Type Descriptors
Graduation Diploma Type	Achievement Category Descriptors

Identity Mapping Object Key

Campus Object Type	Object Key Data Source
TranscriptCourse	transcriptID
Graduation	graduationID

Event Queue Detail

Campus Table	Ed-Fi Action	Fields
transcriptcourse	Post/Put/Delete	The primary table used for sending data for this resource.
graduation	Post/Put/Delete	The primary table used for sending data for this resource.
transcriptcredit	Put	cumulativeAttemptedCredits, cumulativeEarnedCredits, sessionAttemptedCredits, sessionEarnedCredits

Object Data Elements

This table describes data elements sent within the Student Academic Records resource. Data Element Labels in bold are part of the Natural Key and are required data elements for Data to send to Ed-Fi.

Data Element Label	Business Requirement	Business Rules	M, C or O	Location
id	The unique identifier of the resource.		M
termDescriptor	The term for the session during the school year.	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 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 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 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 Education Organization resource.	Reports the District Number based on the Local Education Agency resource logic.	M
schoolYearType Reference	A reference to the related SchoolYearType resource.	Reports the end year for the transcript record being reported. Reports the end year to which the Diploma Date is aligned.	M
studentReference	A reference to the related Student resource.	Reports the fields that are part of the Natural Key for the Student resource.	M
academicHonors	An unordered collection of student AcademicRecordAcademicHonors. This educational entity represents the cumulative record of academic achievement for a student.	This is optional, does not report.	O
classRanking	This educational entity represents the cumulative record of academic achievement for a student.	This is optional, does not report.	O
cumulativeEarned CreditConversion	Conversion factor that when multiplied by the number of credits is equivalent to Carnegie units.	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.	This is optional, does not report.	O
cumulativeAttempted CreditTypeDescriptor	The type of credits or units of value awarded for the completion of a course.	This is optional, does not report.	O
cumulativeAttempted CreditConversion	Conversion factor that when multiplied by the number of credits is equivalent to Carnegie units.	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.	This is optional, does not report.	O
cumulativeEarnedCredit TypeDescriptor	The type of credits or units of value awarded for the completion of a course.	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. 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.	O	Student 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.	This is optional, does not report.	O
endorsementPursuings / endorsementPursuing Descriptor	Indicates the student is pursuing a FHSP program to earn one of the following endorsements: • STEM • Business and Industry • Public Services • Arts and Humanities • Multi-Disciplinary Studies	Reports mapped Ed-Fi Code of Endorsement if the student has an endorsement of Type = E: Endorsement and Status = 1.	O	Graduation > Endorsements/Seals
individualGraduationCommittee Review	Indicates whether an Individual Graduation Committee (IGC) has been established for a student regardless of which graduation program type is being pursued. This is collected for students in grades 11 and 12.	Reports 'true' if the student has an enrollment in the Scope Year where Grade = 11 or 12, and Ind Grad Committee = 01 or 02. Otherwise, reports 'false'.	O	Student Information > General > Graduation > State Reporting Graduation Fields > Ind Grad Committee
associateDegreeIndicator	Indicates that the student earned an associate degree by August 31 immediately following graduation.	Reports 'true' if the student has a check in the 'Associate Degree Earned' field. All others, do not report.	O	Student Information > General > Graduation > State Reporting Graduation Fields > Graduation Endorsements
fhspParticipant	Indicates whether a student is currently pursuing the Foundation High School Program.	Reports 'true' if the student does not have value in the Graduation Date field AND their Graduation Type greater than or equal to 34. Otherwise, does not report.	O	Student Information > General > Graduation > State Reporting Graduation Fields > Graduation Endorsements
fhspDistingLevelParticipant	Indicates the student is currently pursuing the distinguished level of achievement under the Foundation High School Program as provided by TEC §28.025 (b-15).	Reports 'true' if the student has an endorsement of Type = E: Endorsement, Endorsement = 6, and Status = 1. Otherwise, does not report.	O	Student Information > General > Graduation > State Reporting Graduation Fields > Graduation Endorsements
endorsementCompleteds / endorsementCompletedDescriptor	Indicates the student has successfully completed a FHSP program to earn one of the following endorsements: • STEM • Business and Industry • Public Services • Arts and Humanities • Multi-Disciplinary Studies	Reports the mapped Ed-Fi Code if Type = E: Endorsement and and Status = 2: Completed.	O	Student Information > General > Graduation > State Reporting Graduation Fields > Graduation Endorsements
industryBasedCertificationSets		See array for field specific logic. Student must have a Date Completed = NOT NULL and Certification with Type = C.	O
diplomas	An unordered collection of student AcademicRecordDiplomas. This educational entity represents the cumulative record of academic achievement for a student.	Reports array if Graduation Date and Graduation Type are not null. See array for field specific logic.	O
gradeValueQualifier	The 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.).	This is optional, does not report.	O
projectedGraduation Date	The month and year the student is projected to graduate.	This is optional, does not report.	O
recognitions	An unordered collection of studentAcademic RecordRecognitions. This educational entity represents the cumulative record of academic achievement for a student.	This is optional, does not report.	O
reportCards	An unordered collection of studentAcademicRecord ReportCards. This educational entity represents the cumulative record of academic achievement for a student.	This is optional, does not report.	O
sessionAttempted CreditConversion	Conversion factor that when multiplied by the number of credits is equivalent to Carnegie units.	This is optional, does not report.	O
sessionAttempted Credits	The number of an credits an individual attempted to earn in this session.	This is optional, does not report.	O
sessionAttemptedCredit TypeDescriptor	Key for Credit.	This is optional, does not report.	O
sessionEarnedCredit Conversion	Conversion factor that when multiplied by the number of credits is equivalent to Carnegie units.	This is optional, does not report.	O
sessionEarnedCredits	The number of credits an individual earned in this session.	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. Reports '0' if the student does not have any Credits Earned. If the student does not have any Course Transcript records and is only reporting from Graduation, this field will be NULL.	O	Student Information > General > Transcripts Calculated value from the attempted credit field in the transcript credit table.
sessionEarnedCredit TypeDescriptor	Key for Credit.	This is optional, does not report.	O
sessionGradePoints Earned	The number of grade points an individual earned for this session.	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.	This is optional, does not report.	O
etag	A unique system-generated value that identifies the version of the resource.	This is optional, does not report.	O

Arrays

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Diplomas

Data Element Label	Business Requirement	Business Rules	M, C or O	Location
DiplomaTypeDescriptor	The type of plan under which the student graduated.	Reports the mapped Ed-Fi Code for the Graduation Type selected.	M	Student Information> General> Graduation graduation.diplomaType
diplomaAwardDate	The month and the year when the student graduated from high school.	Reports the Graduation Date.	M	Student Information> General> Graduation graduation.diplomaDate
achievementCategory Descriptor	This descriptor defines the category of achievement attributed to the learner.	Reports 01 if Graduation Type = NOT NULL.	M	Student Information> General> Graduation graduation.diplomaType
individualGraduationCommittee GraduateIndicator	Indicates whether a student for whom an Individual Graduation Committee (IGC) was established has graduated based on an IGC decision.	Reports 'true' if Ind Grad Committee = 02.	O	Student Information > General > Graduation > Graduation Detail > State Reporting Graduation Fields > Ind Grad Committee
militaryEnlistmentIndicator	Indicates that a student leaver enlisted in the United States Armed Forces.	Reports 'true' if Post Grad Plans = MS: Active Military Service.	O	Student Information > Graduation > Post Grad Plans
fhspDistingLevelGraduate	Indicates the student has successfully completed the distinguished level of achievement under the Foundation High School Program as provided by TEC §28.025 (b-15).	Reports 'true' if Endorsement = 6: FHSP Distinguished.	O	Student Information > General > Graduation tab > State Reporting Graduation Fields > Graduation Endorsements
financialAidApplicationDescriptor	Indicates the manner in which the student completed the graduation requirement of either completing a financial aid application (FAFSA or TASFA) or submitting an exemption.	Reports the mapped Ed-Fi Code for Financial Aid Application.		Student Information > General > Graduation > State Reporting Graduation Fields > Financial Aid Application
texasFirstEarlyHSCompletionProgramDescriptor	Indicates the student graduated early under the Texas First Early High School Completion Program and specifies whether the student graduated two or more semesters or less than two semesters or equivalent earlier than the expected graduation date of the student’s high school cohort.	Reports the mapped Ed-Fi Code for Early High School Completion.	O	Student Information > General > Graduation > State Reporting Graduation Fields > Texas First Early HS Completion Program

Industry Based Certificate Sets

Data Element Label	Business Requirement	Business Rules	Namespace	M, C or O	Location
dateCertTaken	Indicates the date when the industry-based certification was taken.	If Type = C: Certification, reports Date Completed.		M	Student Information > General > Graduation > Graduation Certification and Licensure
postSecondaryCertLicensureResult Descriptor	indicates the result of a state, nationally, or internationally recognized industry-based certification exam taken by a student.	If Type = C: Certification, reports mapped Ed-Fi Code of Status.	`"namespace": "uri://tea.texas.gov/PostSecondaryCertLicensureResultDescriptor",`	M	Student information > General > Graduation > Graduation Endorsement/Certification Information > Status
ibcExamFeeAmount	The amount of money that was paid for a student's industry certification exam by the local education agency for which the local education agency is requesting reimbursement from TEA.	If Type = C: Certification, reports IBC Exam Fee.		O	Student Information > General > Graduation > Graduation Certification and Licensure
ibcVendorDescriptor	The organization or company that offered the service.	If Type = C: Certification, reports IBC Vendor.

Type/Descriptor