Tool Search: Transcript
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.
Additional Transcript Information
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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| Code | Description | Definition |
|---|
| A | History/Social Science | The course meets UC/CSU requirements for History/Social Science. |
| B | English | The course meets UC/CSU requirements for English |
| C | Mathematics | The course meets UC/CSU requirements for Mathematics |
| D | Laboratory Science | The course meets UC/CSU requirements for Laboratory Science |
| E | Language other than English | The course meets UC/CSU requirements for a language other than English |
| F | Visual and Performing Arts | The course meets UC/CSU requirements for Visual and Performing Arts |
| GA | History/Social Science Elective | A preparatory elective in History/Social Science |
| GB | English Elective | A preparatory elective in English |
| GC | Mathematics Elective | A preparatory elective in Mathematics |
| GD | Laboratory Science Elective | A preparatory elective in Laboratory Science |
| GE | Foreign Language Elective | A preparatory elective in a Foreign Language |
| GF | Visual and Performing Arts Elective | A preparatory elective in Visual and Performing Arts |
| GO | Other Elective | A 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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| Code | Description | Definition |
|---|
| 4 | Quarter | A session that lasts one-quarter (at least 10 weeks of instruction) of the school year
|
| 5 | Trimester | A session that lasts one-third of the school year |
| 6 | Semester | A session that lasts one-half (at least 15 weeks of instruction) of the school year
|
| 7 | Full Year | A session that lasts the full academic year |
| 2 | Intersession | An academic session that occurs during a short break during the academic year (not necessarily a longer, summer break), typical of year-round schools |
| 3 | Supplemental | A session that occurs on evenings, after school, or weekends |
| 1 | College Quarter | At 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 |
| 0 | College Semester | At 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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| Code | Description | Definition |
|---|
| Y | Yes | Course IS being delivered by way of distance learning |
| N | No | Course 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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| Code | Description | Definition |
|---|
| 30 | Advanced 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 |
| 31 | Basic (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 |
| 32 | General (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 |
| 33 | Gifted and Talented | The 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 |
| 34 | Other 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 |
| 35 | Remedial (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 |
| 36 | Special Education | An 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. |
| 37 | International Baccalaureate (IB) - higher level | A Bachelor's Degree plus 30 or more additional semester units. |
| 38 | International Baccalaureate (IB) - subsidiary level | The 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. |
| 39 | UC Certified Honors | The 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 |
| 40 | College Level | A 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:
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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 Description | Database Location | Ad Hoc Inquiries |
| Non-CA School City | TranscriptCourse.transcriptField1 | Student > Learner Portfolio > Transcript Detail > transcriptDetail.transcriptField1 |
| Non-CA School State | TranscriptCourse.transcriptField2 | Student > Learner Portfolio > Transcript Detail > transcriptDetail.transcriptField2 |
| Non-CA School Country | TranscriptCourse.transcriptField3 | Student > Learner Portfolio > Transcript Detail > transcriptDetail.transcriptField3 |
| Non-CA School Address | TranscriptCourse.transcriptField4 | Student > 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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| Code | Description | Definition |
|---|
| FY | Full Year | A session that lasts the full academic year |
| H1 | First Hexmester | The first of six hexmesters in an Academic Year. |
| H2 | Second Hexmester | The second of six hexmesters in an Academic Year. |
| H3 | Third Hexmester | The third of six hexmesters in an Academic Year. |
| H4 | Fourth Hexmester | The fourth of six hexmesters in an Academic Year. |
| H5 | Fifth Hexmester | The fifth of six hexmesters in an Academic Year. |
| H6 | Sixth Hexmester | The sixth of six hexmesters in an Academic Year. |
| IS | Intersession | An academic session that occurs during a short break during the academic year (not necessarily a longer, summer break), typical of year-round schools |
| Q1 | First Quarter | The first of four quarters an academic year |
| Q2 | Second Quarter | The second of four quarters an academic year |
| Q3 | Third Quarter | The third of four quarters an academic year |
| Q4 | Fourth Quarter | The fourth of four quarters an academic year |
| S1 | First Semester | The first of two semesters in an academic year |
| S2 | Second Semester | The second of two semesters in an academic year |
| SP | Supplemental Session | A session that occurs on evenings, after school, or weekends |
| SS | Summer Session | An academic session that occurs during the summer break |
| T1 | First Trimester | The first of three trimesters in an academic year |
| T2 | Second Trimester | The second of three trimesters in an academic year |
| T3 | Third Trimester | The third of three trimesters in an academic year |
| Z1 | Other First Term | The first term in a set of terms not otherwise defined in this code set |
| Z2 | Other Second Term | The second term in a set of terms not otherwise defined in this code set |
| Z3 | Other Third Term | The third term in a set of terms not otherwise defined in this code set |
| Z4 | Other Fourth Term | The fourth term in a set of terms not otherwise defined in this code set |
| Z5 | Other Fifth Term | The fifth term in a set of terms not otherwise defined in this code set |
| Z6 | Other Sixth Term | The sixth term in a set of terms not otherwise defined in this code set |
| Z7 | Other Seventh Term | The seventh term in a set of terms not otherwise defined in this code set |
| Z8 | Other Eighth Term | The eighth term in a set of terms not otherwise defined in this code set |
| Z9 | Other Ninth Term | The 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
Additional Transcript Information