Transcripts

Classic View: Student Information > General > Transcript; Student Information > Counseling > General > Transcript

Search Terms: Transcripts

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. 

Student Transcripts

When using the Classic View of Campus, Transcripts can be accessed from either Student Information > General OR Student Information > Counseling > General > Transcripts.

When using the New Look of Campus, Transcripts are ONLY available in Student Information > General. Enter the word Transcripts in the Search bar to access student transcripts. Users must have tool rights assigned to Student Information > General > Transcripts for the Transcripts tool to display in the new navigation.

Tool Rights

Users must be assigned the Student Information > General > Transcript tool right.

  • R = users can read transcript entries
  • W = users can edit existing transcript entries
  • A = users can add and save new transcript entries
  • D = users can remove transcript entries

When the Free Form Entry sub-right is assigned (only R rights are needed), users can freely enter a desired value. If a user is not assigned this right, values can only be selected from the dropdown list. This applies to the Course Name, Course Number, School Name and School Number fields on the Transcript. 

 
Classic Navigation - Transcript Tool Rights
 
 
New Look - Transcript Tool Rights
 

Also, users must be assigned Modify Rights to the Calendar via the Calendar Rights tab:

  • If the Modify Rights checkbox is not marked, the user only has Read rights to the Transcript.
  • If the Modify Rights checkbox is marked, assigned tool rights are enforced.

Assigned User Group rights take precedence over the Modify Rights checkbox.

Existing tool rights to both Transcript tools is used to determine access and the highest access assigned is respected. If a user is assigned RWA to the original Transcript and RWAD to the Counseling Transcript, the user has RWAD to the Transcript in both locations.

Conversion of Tool Rights

Any user who was assigned tool rights to the following has access to the new Student Transcript tool and the Free Form Entry tool rights:

  • Student Information > General > Transcript
  • Student Information > Counseling > General > Transcript

Transcript Information in Ad hoc Query Wizard

Transcript information is available in the Query Wizard for Student data types in the Student > Learner Portfolio > Transcript Detail folder.

Transcript Ad hoc Fields  

See the Detail Screen Card Descriptions section below for the related Ad hoc field and information on how that field returns data.

Navigation and Features of Student Transcript

 

A calendar must be selected in the Campus toolbar in order to display transcript records. An alert displays if a calendar is not selected.

 
The main view of the Transcript, called the Main screen. This view is a read-only view of the student's transcript records, (usually) organized by the school year, usually with the most current school year first. This view displays basic course information - the year the course was taken and in which school, grade level, course number and name, whether the course was repeated, the score received, GPA related fields (Weighted, Unweighted, Weight), credit information (Earned, Attempted, Credit Type), length of the course (Actual Term, Terms Long), and a Comments field.

All transcript records for all school years and calendars are listed here. To modify additional details for the selected record, click anywhere on a transcript record. Or, use the Edit button to quickly add or modify a record. Clicking anywhere on a transcript records opens the Detail view of just that record; using the Edit button allows for the quick editing of the entire transcript. 

When in Edit mode, only the two most recent groups of transcript records are listed. Mark the Show All Records button to display every transcript record for the student. 

Submit feedback for the new Transcript by clicking the Feedback button in the bottom right hand corner. This takes you to the  Campus Community Report Cards and Transcripts forum topic where you can add your suggestions for the transcript.

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FeatureImage

Get a quick view of the student's transcript by school year (automatic sort option). See the Column Grouping section for more information. Sorting happens within each grouping.


When records are grouped, the groups can be sorted by clicking the dragged value in the header to be ascending or descending. The records within those groups are sorted by clicking the table headers.


In the first image to the right, the Course Number column is sorted ascending (A-Z), and includes an up arrow indicating the sort has been altered. In the second image, the Course Number column is sorted descending (Z-A), and includes a down arrow.


Group the column headings using click and drag technology. This re-sorts the transcript entries into a sort by the selected groupings.


The default sort option is Year. This is the school year in which the student took that course and the score received was posted on the transcript. All transcript records display in year order, with the most recent year first. This can be removed (click the X next to Year), or click and drag additional columns into the header. 


The graphic to the right shows the addition of Course Name being added to the header. Now the transcript records are sorted by Year,then by Course Name. 


Each time a new column heading is added to the header, transcript data sorts accordingly. Column headings can be moved to sort, for example, first by Course Name then by Year.


See the Column Grouping section for additional information.


Collapse the group on the left hand side to only display the records for the year in which you are working.


The image to the right shows transcript data for the 2015-16 school year and the 2014-15 school year collapsed, so data for the 2013-14 school year displays.

Quickly modify existing records by clicking Edit. Once opened, changes can be made to current records and new records can be added (by clicking Add Rows). 


Use the Add Rows option like the Batch Add option on the original Transcript. An Add Rows pop up displays where the number of rows can be entered. Number of Rows, School Year, School Name (may also be Transfer School Name) and Grade level are required.

Click Save when finished to save the changes and return to the Main screen. Click Cancel return to the Main screen.


The Free Form Entry sub-right applies to Course Number, Course Name, School Number and School Name field. When assigned, any value can be entered into these four fields.



Once in Edit mode, only the two most recent groups of transcript records display. These groups can be records from the last two school years, or from the same school year but from different calendars.

When there are more records to show, at the end of the two groups, a note of Additional Records are hidden displays. Mark the Show All Records to display more transcript entries.

When all records are displayed, a note of End of Records displays.

Use the New Details button to add a new record. When finished adding, click the arrow next to the Save button and choose Save to save the record and return to the Main screen or Save & New to save the record and add another.
Add transcript-related documents using the Documents option. See the Documents section for more information. 
Print the student's transcript from the Main screen by clicking the Reports button. See the Reports section for more information. 

On the Detail screen, transcript information is organized into cards - School Information, Course Information, Scoring Information, Transcript Credit Information, and Additional Information.


Localized fields and district-defined fields display on the Additional Information card, which is collapsible.



When viewing the detail of an existing record, navigate to the next record by clicking the name of the next course record in the lower right-hand corner; or view the previous transcript record by clicking the name of the previous course record.


Inactive courses display in the field dropdown lists with an INACTIVE label in both the Main and Detail screens.


When printing the Transcript, the INACTIVE label does NOT print.



Scores are organized into Score Groups and Rubrics. When GPA Values and/or GPA Unweighted Values are added to the Score Group, those values display in parentheses behind the score name.

Score groups and rubrics associated to the selected course for the record display first in the dropdown list.

Identical Score Group/Rubrics
When there are identically named Score Groups and Rubrics, the type of group is appended to the end of the group name. For example, a Score Group named Habits of  Engaged Learner and a Rubric named Habits of Engaged Learner would be listed in the score dropdown as Habits of Engaged Learner - Score Group and Habits of Engaged Learner - Rubric (see the second image for an example).

When there are identically named Score Groups or Rubrics with the same name with the same scores, only one entry is listed for the group and the scores display as duplicates. (see the third image for an example).

When there are two identical Score Groups and an identically named Rubric, one entry is listed for the Rubric and one entry is listed for the duplicate Score Groups; the scores of the Score Group are duplicated (see the fourth image for an example).

Modified By information displays at the end of the transcript record, as part of the Additional Information card. This indicates the last user to make changes to the transcript, and when (date and time). This does not display for transferred records or converted district data.




Use the Auto-fill Course Fields Based on Course Number Selection preference to automatically populate other course related fields. This is available when adding a new Detail record and when adding new Rows, and when editing existing records. It can be turned off (other course fields will not auto-fill) by removing the checkbox.

These fields are auto-filled:
  • State Code
  • Terms Long
  • GPA Weight
  • Credits Attempted
  • Credit Type
  • Credit Overflow Override
  • SCED Subject Area
  • SCED Course Identifier
  • Online Learning

When adding a new record, enter part of a course name or number (at least one character - symbols, letters or numbers). Matching results display in the dropdown list for easy selection.

Course Names and Numbers are populated from the following:
  • Course/Section from the school where the student was previously enrolled (School Number on the Transcript record).
  • Course/Section from the school selected in the Campus toolbar in which the student is currently enrolled. 
  • Course Master used at the district. 
The list of courses returned also depends on the school year selected for the Transcript record. If there is no school year selected, the school year selected in the Campus toolbar is used.

When selecting a course number, appropriate fields are auto-populated, including SCED and Online Learning fields, when adding a new record either from the Detail screen or the Main screen. GPA Weight, Credits Attempted, Credit Type, Terms Long and Credit Overflow Override are also updated as Course Numbers are entered. Editing an existing record does not change those values automatically.

The Free Form Entry sub-right applies to Course Number, Course Name, School Number and School Name field. When assigned, any value can be entered into these four fields.

An Original Value label displays next to the original values populated for the Course Number and Course Name (see second image to the right). Re-selecting the original value does not populate the additional fields from the Course.


Error messages display when a field exceeds the maximum character limit, noting the correct length of the field. Records cannot be saved until the correct field length is entered.

Things to Know

Grade Levels

When a grade level is marked as Exclude from GPA (on the Grade Levels editor), courses taken by a student during those grade levels may still display on the transcript (depending on other course setup scenarios). This is only an indication that scores received from courses taken during that grade level are NOT factored into GPA calculations.

Course Name and Course Number

In a situation where the exact same course name and course number is available in multiple course catalogs, all instances of that course name/course number populate the dropdown lists. Users can select which calendar/course catalog is appropriate for the Transcript record.

Course Name and Number values return as follows:

  • When a new entry is added for a course taken at the same school selected in the Campus toolbar, the Course Name and/or Course Number values populate from the available courses at that school. Once a course name/course number is selected, the score field displays the score group associated to that course at the top of the list of all score groups/rubrics.
  • When a new entry is added for a course not taken at the school selected in the Campus toolbar, the Course Name and Course Number values populate from the school where the student was previously enrolled. This occurs when the previous school is in the same district. 
  • The Course Master (Course Catalog) used at the district is also used to return applicable courses.

The name of the Course Catalog displays after the name or number of the course when adding or modifying a transcript record. 

Course Number with Course Catalog Name 

Transcript records sort by Course Number ascending in alphanumeric order starting with 0, 1, 2, 3, A, B, C, then by Course Name alphanumeric order, then by Actual Term number, numeric ascending (12 is after 2), then by the transcript ID. For example:

  • 000123 - Algebra
  • 0001234 - Algebra
  • 000200
  • 02
  • 123 - Algebra
  • ALG123 - 123Algebra
  • ALG123 - Algebra 

Credit Type

Credits types are sorted in the following order.

  1. Credit Groups and Standards associated with the selected School name on the Transcript Record sort first. These are selected on the School Standards tool.
  2. Credit Groups and Standards not associated with the selected School name follow, and include a label of NOT IN USE.

When entering transcript records by typing in the School field (not selecting options from a dropdown list), Credit Groups and Standards display as if a School is selected on the Transcript record.

Column Grouping

Transcript entries are grouped by Year, School Name and Grade Level. Each column can be re-sorted by clicking on the column header. In addition to those options, the transcript can be grouped by clicking and dragging the column headers into the very top row to suit your preferences.

Click the column header you wish to add to the group option, and drag it to the group row. The transcript re-sorts by the headers listed. Refreshing the browser returns the grouping to the default option of records grouped by Year, School Name and Grade Level.

Click and Drag Grouping 

When records are grouped, the groups can be sorted by clicking the dragged value in the header to be ascending or descending. The records within those groups are sorted by clicking the table headers.

Edit an Existing Transcript Record

When editing a Course Name or Course Number, enter at least one character to return a list of matching values. 

Two options exist for editing existing records:

  • Locate the record in the list of transcript items, click on it to open the Detail Screen and modify the information (option 1); OR
  • Click the Edit button, which changes each row of the existing records into editable fields (option 2). 

Option 1

Hover over the row that needs to be modified. Click anywhere in that row to view or edit the record. This opens that record in the Detail Screen, where updates can be made to any of the available fields. 

  • Click the Save button when finished; or
  • Click the arrow next to the Save button to Save & New, where changes are made to the record and a new Details screen displays for the addition of another transcript record; or 
  • Use the Save & Next, where changes are made to the record and the next record in the transcript displays for editing.

Click Transcript Record to Edit the Details 

Option 2

Click the Edit button. This changes the read-only view of the transcript record to an editable format. Update the fields as needed; use the tab keys to move through the fields and rows.

Click Save when finished.

Choose Edit to modify all rows of the Transcript 

From this view, additional rows can be added for a quick batch add of transcript data. See the section below for more information.

Add New Rows to the Transcript Record

When editing a Course Name or Course Number, enter at least one character to return a list of matching values. 

When in Edit mode, where every existing row is editable, an option exists to add rows to the transcript. This can be used to add several transcript records at one time. This is useful when entering basic transcript information for a new transfer student. 

  1. From the Main screen, click the Edit button, then click the Add Rows button. An Add Rows pop up displays where the number of rows needed can be entered.
  2. In the pop up, in addition to the number of rows, select the School Year, School Name and Grade level. The School Year and School Name are prepopulated with the school selected in the Campus toolbar; the Grade Level is prepopulated with the student's current grade level or enrollment.
  3. Click the Add Rows button. The empty rows display at the top of the Transcript record for the selected school year, school and grade level.
  4. Enter the appropriate information for the new transcript records. Use the tab keys to move through the rows.
  5. Click Save when finished. The new transcript records are saved.

Repeat these steps as needed. There is no limit to the number of rows that can be added. 

Note the following when modifying information in the Add Rows pop up:

  • When changing the School Name, if the School Number or District Number have not yet been changed, those fields are automatically updated to the associated values related to the newly changed School Name
  • When changing the Grade Level, if the NCES Grade Level has not yet been changed, that field is automatically updated to the associated value related to the newly changed Grade Level. 
  •  Each time the Add Rows button is selected, values in the pop up default to the last information used to add rows. This makes adding several records at one time (Batch Add) faster.
  •  When canceling the Add Rows pop up and then selecting Add Rows again, the values in the Add Rows fields return to the associated values related to the calendar selected in the Campus toolbar. 

Add as many rows as needed. Only those that are populated are saved. Any rows that do not have the fields populated are removed upon saving of the record. Any new records that have an existing group (School Year, School Name, Grade Level) are merged with others in that group upon saving. 

Add Rows 

A new row or a new record cannot be saved until all required fields are populated. Field popups display when data is missing from the required fields.

Required Entry Message Display on Main Screen 

Required Entry Message Display on Detail Screen 

Add a New Detail Record

When editing a Course Name or Course Number, enter at least one character to return a list of matching values. 

From the Main screen, click the New Details button. This opens the Detail screen, where a new transcript record can be entered. See the Detail Screen Card Descriptions section for information on the available cards and fields. 

When finished adding the record, click Save to save the record and return to the Main screen, or click the arrow next to the Save button for Save & New, which saves the entered information and opens a new Details record to add another record, or click Cancel to not save any information. Using the Save & New option carries over all school information from this record to a new record.

Add a New Details Record 

Delete a Transcript Record

When a record needs to be permanently and completely removed, select (click) that records row from the Main screen. The Transcripts Detail Screen loads, at which time the Delete button can be selected. Acknowledge the pop-up that indicates the record will be permanently removed after Delete. To not delete the record, click Cancel.

Delete Transcript Record 

Detail Screen Card Descriptions

Expand the items below to see descriptions of the fields available on the transcript.

School Information Fields

School Information fields provide information on where the student was enrolled when the selected course was taken.

School Information Fields 

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FieldDescriptionAuto-Fill BehaviorAd hoc Field Name
School YearIdentifies the year the student received the score for the selected courses. School years sort in descending school year order (i.e, 2017-18, 2016-17, etc.).This field auto-fills on the current year value.

transcriptDetail.startYear, transcriptDetail.endYear


Returns the start and end year in which the student took the course in YYYY format.

School Name / Transfer School Name
Identifies the name of the school where the student took the course.

This is the state-designated name that populates from the selected school/calendar when the score is posted to the transcript. School names sort in alphabetical order.

The Free Form Entry sub-right applies to this field. When assigned, any value can be entered here.

See the School Name Attribute section below for more information.
This field auto-fills on the School Number value.

transcriptDetail.schoolName

School NumberIdentifies the state-assigned school number where the student took the course.

This populates from the selected school/calendar when the score is posted to the transcript. School numbers sort in numeric (ascending) order.

The Free Form Entry sub-right applies to this field. When assigned, any value can be entered here.
This field auto-fills on the School Name value.

transcriptDetail.schoolNumber

District NumberIdentifies the district where the student took the course. This populates from the selected school/calendar when the score is posted to the transcript.This field auto-fills on the School Name value.

dist.number

Grade


Indicates the grade level of enrollment when the student received the score for the course. Grade levels sort by the sequence assigned to the grade level.This fields auto-fills on the student's current grade level value.

transcriptDetail.grade

NCES GradeIndicates the NCES (National Center for Education Statistics) grade level at the time the score was received.

The NCES Grade Level mapping is set the Grade Level Definitions tool. NCES grades sort by the sequence assigned to the grade level.

This field is necessary to send transcripts using the eTranscript tool.
N/A

enrollmentHistory.ncesGrade

School Name Attribute

When necessary, options for certain transcript fields can be modified by users in the Core Attribute/Dictionary. Dictionary values entered in the Attribute/Dictionary are maintained by the district. Note that when users are assigned the Free Form Entry sub-right, any value can be entered for the School Name (as well as School Number, Course Name, and Course Number).

Transcript Course Attributes

For the School Name attribute, behavior is determined by the Data Type selection.

When TranscriptCourse.schoolName has a Data Type of textfield, the School Name and School Number lists on the Transcript Editor populate from the list on the Schools editor. A Data Type of textfield is the default option. 

When TranscriptCourse.schoolName has a Data Type of drop-down list, the School Name and School Number lists on the Transcript Editor populate with the Name (School Name) and Code (School Number) from the associated dictionary (first image) of the attribute plus the School Name and Number on the School editor (second image).

School Name Dictionary Items

School Editor

On the Transcript editor, the list of available School Names is sorted into groups for Transfer and District. Values from the attribute dictionary are included in the Transfer group; values from the Schools editor are included in the District group. 

School Name Attribute Groups

When the Data Type on the attribute is changed from textfield to drop-down list, or vice versa, data on previously entered records are not affected. Note that changing the Data Type cannot be done from the Attribute/Dictionary.

Course Information Fields

Course Information fields detail the specifics of the course. Course information auto-fills when the Auto-fill Course Fields Based on Course Number Selection preference is marked. 

Course Information Fields 

Note the following information about the Auto-fill Course Fields Based on Course Number Selection Preference:  

  • When the preference is NOT marked to auto-fill, when the course number is selected and the course name field is empty or has not been modified, the course name still auto-fills from the selected course number. 
  • This preference is stored locally for each user. If the user removes the checkbox for the preference (auto-fill does not occur) and clears the browser cache, the preference defaults back to being marked the next time the user is adding Transcript records.
  • When the user removes the checkbox from the Add Rows modal, the preference is also not marked when adding a new Details record, and vice versa.  
  • The selection of the Course Number always respects the current status of the preference. When it is marked and new rows are added, then remove the checkbox and add two more rows, the auto-fill does not occur. 

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FieldDescriptionAuto-Fill BehaviorAd hoc Field Name
Course Number

Identifies the district-defined or school-defined number of the course. Course numbers sort in numeric ascending order.

  • Inactive courses display with a red INACTIVE label.
  • The original value selected for this field displays with a gray ORIGINAL VALUE label. Re-selecting the original value does not populate the additional fields dependent on the Course (these fields vary by state).

The Free Form Entry sub-right applies to this field. When assigned, any value can be entered here.

This field auto-fills when the auto-fill preference is marked on the Course Name, State Code, GPA Weight, Terms Long, Credits Attempted, Credit Type, Credit Overflow Override, Online Learning, SCED Subject Area and SCED Course Identifier.
transcriptDetail.courseNumber
Course Name

Identifies the district-defined or school-defined name of the course. Courses sort in numeric ascending order based on the course number.


  • Inactive courses display with a red INACTIVE label.
  • The original value selected for this field displays with a gray ORIGINAL VALUE label. Re-selecting the original value does not populate the additional fields dependent on the Course (these fields vary by state).


The Free Form Entry sub-right applies to this field. When assigned, any value can be entered here.

N/AtranscriptDetail.courseName
State Code

Displays the state-designated identification number of the course.


Any changes made to the Course Number field ALWAYS changes this field.

This field auto-fills on the Course Number and Course Name values.transcriptDetail.stateCode
DateDisplays the month, day and year the score was posted in the Grade Book or the date the score was manually added to the student's transcript. This field auto-fills on the date the record is created. transcriptDetail.date


Returns the entered date in MM/DD/YYYY format.

Actual TermIndicates the term in which the student took the course.N/AtranscriptDetail.actualTerm
Terms LongIdentifies the number of terms the course met for this transcript entry.This field auto-fills on the Course Number values.transcriptDetail.termsLong
Calendar TermsDisplays the total number of terms in the calendar.N/AtranscriptDetail.termsLong
Start Term

Indicates the term number representing the first term the course met for this transcript entry (e.g.. 1 = first term = Q1 or S1, 2 = second term = Q2 or S2, etc.). This displays as the first number in the Term column on the main view of the student's Transcript tab.

N/AtranscriptDetail.startTerm
Start DateIdentifies the date on which the transcript course term starts.N/AtranscriptDetail.termstartDate
End TermDisplays the term number representing the last term the course met for this transcript entry.N/AtranscriptDetail.endTerm
End DateIdentifies the date on which the transcript course term ends.N/AtranscriptDetail.termEndDate


Scoring Information Fields

Scoring Information fields detail the scores and GPA information the student received for the selected course.

Scoring Information Fields 

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FieldDescriptionAuto-Fill BehaviorAd hoc Field Names
Score

Displays the score the student received for the transcript entry. This field also displays the GPA Value and the Unweighted Value in the dropdown list.


When a course is selected, the score group assigned to the course appears first in the list of all score groups/rubrics.


If a course number does not match with the school's list of course numbers (a transferred course for example), all score groups used by the district are listed.


When a score is changed, ALL of the GPA fields update.

This field auto-fills GPA Value, GPA Max, Unweighted GPA.transcriptDetail.score

Returns either the letter grade or the numeric value, depending on the score group assigned to the course.
Weighted GPA Value

Displays the GPA value of this score based on the grading scale for the district or school. This is used for Weighted GPA calculations and Unweighted GPA calculations when the transcript record does not have an Unweighted GPA Value.


This field accepts up to four decimal points (XXX.XXXX).
This field auto-fills on the Score value.transcriptDetail.gpaValue
PercentIndicates the percentage value represented by the score received on this entry.

This field accepts up to four decimal points (XXX.XXX).
N/AtranscriptDetail.percent
GPA MaxIdentifies the maximum GPA value achievable for this course and score.

This field accepts up to four decimal points (XXX.XXXX). 
This field auto-fills on the Score value.transcriptDetail.gpaMax
GPA Weight

Identifies the GPA weighting for this entry, up to four decimal places.


If the GPA Weight on a Transcript Course Record is blank/null, the GPA Value for that Course is not be included in any Weighted or Unweighted GPA calculations on the transcript.


This field accepts up to four decimal points (XX.XXXX).

This field auto-fills on the Course Number value.transcriptDetail.gpaWeight
Unweighted GPA ValueIndicates the Unweighted GPA value of this score based on the grading scale for the district or school. This is used for Unweighted GPA calculations.

This field accepts up to four decimal points (XXX.XXXX). 
This field auto-fills on the Score value.transcriptDetail.unweightedGPAValue

Transcript Credit Information Fields

Transcript Credit Information displays the amount of credits the student earned and attempted for the course record, and to which credit category (type) it applies. Note that values for Credits Attempted, Credit Type and Credit Rollup Overflow auto-fill on the populated Course Number Information. 

When adding a new transcript record, a blank row of Credit related fields displays. This allows users to add the appropriate credit values without having to add a row first.

Transcript Credit Information Fields 

The Transcript Post tool posts the Credit Type assigned to the Grading Task of the course. If additional Credit Types are needed, they must be added to the course transcript record manually .

Two Credit Types for One Course 

The Credit Earned and Credits Attempted can be adjusted for each Credit Type on the Transcript Credit Information screen. 

Detail View for Two Credit Types 

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FieldDescriptionAuto-Fill BehaviorAd hoc Field Name
Credits EarnedStores the actual credit value earned for the associated transcript entry.N/AtranscriptDetail.creditsEarned
Credits AttemptedStores the maximum possible credit available for the associated transcript entry.This field auto-fills on the Course Number value.transcriptDetail.creditsAttempted
Credit Type

Displays all standard/credit groups and categories. 


Standards display in the Credit Name field based on the first parent group into which the standard is associated.


See the Things to Know section for more information on Credit Types.


A NOT IN USE label displays if the Credit Group is not selected in the School Standards tool.

This field auto-fills on the Course Number value.transcriptDetail.standardName1
transcriptDetail.standardName2
Credit Overflow Override

This field is set for a single course Grading Task and is used to roll credits when the current credit type has met its credit requirements. The credits from the course apply to the credit type. If that credit type has met its requirements, it then looks at the overflow setup for the course's original credit type.


Choices in this field are limited to the siblings of the credit type selected in Credit Name field.



A NOT IN USE label displays if the Credit Group is not selected in the School Standards tool.

This field auto-fills on the Course Number value.

transcriptDetail.secondaryCredit


Returns the code associated with the credit type.


Add and Remove

Use the Add button to add a new row for transcript credit information to the current course record.


Use the Remove button to eliminate the existing transcript credit information for the current course record.


N/AN/A

Additional Information Fields

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.

Localized and district-defined fields are not included in this article. Instead, see the State Tools articles for more information on Transcript procedures for your state.

Additional Information Fields 

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FieldDescriptionAuto-Fill BehaviorAd hoc Field Name
Transcript IDA unique identifier for the transcript entry. The ID is used in state reports and allows users to easily identity which transcript record relates to the record on the report.N/AtranscriptDetail.transcriptID
Bonus PointsGPA bonus points associated with this entry.

This field accepts values less than 100 and up to four decimal points (XX.XXXXX).
N/AtranscriptDetail.bonusPoints
StatusStatus of course, such as R (required) or E (elective), etc.N/AtranscriptDetail.status
Task CodeThe code associated with the transcript entry.

This field should be populated with either the Grading Task Code (entered on the Grading Task Detail) or the Standard Number Code (entered on the Standard Detail editor)
N/AN/A
Standard NumberState- or district-defined number for this standard. This field populates with the Standard Number (entered on the Standard Detail editor).This field auto-fills on the Standard Name value.transcriptDetail.standardNumber
Standard NameState- or district-defined standard name for this course.This field auto-fills on the Standard Number value.transcriptDetail.standardName
Repeat CourseIndicates the student has previously taken this course.N/AtranscriptDetail.repeatCourse

Returns a value of 0 if the checkbox is not marked, or a value of 1 if the checkbox is marked.
TechnologyIndicates whether the transcript entry meets technology reporting requirements.N/AtranscriptDetail.technology

Returns a value of 0 if the checkbox is not marked, or a value of 1 if the checkbox is marked.
CommentsLists any general notes on the transcript entry.

This field also displays on the Main Detail view.

The entire comment displays in the pop-up text when the user hovers over this field in the Main screen.
N/AtranscriptDetail.comments

Documents

Upload previous student transcript reports from other schools of enrollment for a particular student. This uses the Digital Repository features. There is no limit to the amount of documents uploaded here, but be aware your district may have set a maximum file size value.

Only documents uploaded from the Transcript tool display here. Other type of uploaded documents do not display. To see other types of uploaded documents, view them on the Person Documents tab.

Mark the Consent statement (files cannot be saved if this is not marked), and click the Select File button to locate and upload documents. File names must be unique. Click the Save button when finished. A successful upload displays a Done checkmark next to the Select Files button. Close the side panel by clicking the Cancel button.

Transcripts Document Upload 

Uploaded files can be sorted by Newest (most recently uploaded) or Oldest. To remove an uploaded document, click the red X next to the file name.

For more information on document upload, see the Managing Document Attachments article.

Document Upload Delete  

Reports

Print the student's transcript from the Main screen by clicking the Reports button. This opens a side panel with all available Transcript Reports. The Default Report is the standard transcript elements and can be printed without creating a transcript report in Report Preferences. Other reports listed here have been created in Report Preferences.

Choosing any report from the side panel opens in a new browser window. Reports are in PDF format.

 

Control whether the Default Transcript Report displays as a print option by setting the Enable Default Transcript System Preferences.

 

Print Transcript Record  

All transcript courses display on the printed transcript regardless of how a student is scored and what transcript preference options were selected for credits and standard. This selection affects the display of the credits/standard groups displayed in the Credit Summary and Standards Summary.

Note that In-Progress grades and planned courses are not counted in the Credit Summary.

A transcript prints for each of the student's households with a guardian where the Mailing checkbox is marked. If all of the the student's guardians are in the same household, only one transcript prints. If guardians are in more than one household, the number of households in which the guardians reside determines how many transcripts print.