Wisconsin Ed-Fi Data v3.3 - Course Transcripts

Last Modified on 03/19/2024 8:31 am CDT

Tool Search: Ed-Fi

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

For the 2020-21 school year, do not configure or turn on the Course Transcripts resource until notified to do so.

Object Triggering Logic

This table describes logic for triggering syncing of this object.

ActionTrigger
Post

When transcript records are posted for students in grades 9-12.

or

When a grade is posted to a grading task that is marked as 'Posts to Transcript' for a course with Transcript box checked and the student is in state grade = 12.

Do not report if posted from a course in an excluded calendar.  If transcript is manually entered, only report if student has an enrollment in a calendar not marked as excluded .
Do not send a record if the course is marked as inactive.
Do not report if Enrollment State Exclude, Wise Exclude are checked.
Post/Delete

When a grade is changed on a transcript record for a student or part of the Natural Key is changed

OR

When a grade is changed on a grading task marked 'Posts to Transcript' or part of the Natural Key is changed.

 PutWhen any field not part of the Natural Key is changed.
DeleteWhen a transcript record is deleted for a student.
DeleteWhen a grade for a grading task marked 'Posts to Transcript' is deleted for a student.
Delete

Transcript records will only delete when a student has only 1 Student School Association record for a specific Year and that record is deleted.

(Note:  If a new Student School Association record is created, existing records will not re-post, a resync must be completed to resend the data.)

DeleteWhen the Enrollment State Exclude or WISE Exclude checkbox is checked.

School Exclude, Calendar Exclude, Resource Toggle and Resync Logic

This table describes the School Exclude, Calendar Exclude, Resource Toggle and Resync logic of this object.

Action

Trigger

NoneIf a resource is toggled to 'OFF' after data has sent, all sent data will remain in the ODS but no new data will send.
ResyncIf 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
ResyncIf 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.
ResyncIf 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

This table describes the Natural Key Changes/Cascading Updates and Deletes logic of this object.

ActionTrigger
Post/Delete

Natural Key change:

  • If the Natural Key changes from the Course Reference or Student Academic Reference, the cascading delete/post logic from those resources will trigger updates to the Course Transcripts.

  • Records will delete/post if the Credits Earned or Credits Attempted are changed on a student's transcript record.


Scope Year Logic

This table describes scope year logic of this object.

Logic

Transcript records will send to each scope year where the student has a Student School Association, regardless of the Transcript School Year.

  • Data will only send for years that have valid configuration.
  • A resync must be completed at the beginning of each year so that all years transcript records will be loaded in the ODS.


Resource Preferences

This table describes the Resource Preferences of this object.

Data Element LabelMapping Needed
Credit Earned/AttemptedCourse Attempt Result Descriptor


Event Queue Detail

This table describes the Event Queue Detail of this object.

Campus TableEd-Fi ActionFields
transcriptcoursePost/Put/DeleteThe primary table used for sending data for this resource.
transcriptcreditPost/Put/DeleteThe primary table used for sending data for this resource.

Object Data Elements

This table describes data elements sent within the Course Transcripts resource.

Data Element LabelBusiness RequirementBusiness RulesM, C or O

Data Source 

GUI Path

Database
Field
course
Reference 
 A reference to the 
related Course resource. 

Reports the Natural Key fields for the Course resource

  1. For 9-12 grade levels with a transcript record:
    • courseReference - CourseCode
      1. Report the TranscriptCourse.transcriptID from the transcript record.
      2. Prefix with 'TC' to indicate it is from Transcript record.
    • courseReference - educationOrganizationId - Report the Ed-Fi schoolID for the school name associated with the transcript record.
  2. For 12th grade without a transcript record in the current school/config year:
    • courseReference - CourseCode
      1. Report the GradingScore.scoreID from the Grading Task marked marked State Reported for a course with a state code when a grade is added or modified.
      2. Prefix with 'GS' to indicate it is from Course.
      3. courseReference - educationOrganizationId - Report the Ed-Fi schoolID for the school name associated with the course record.
M

Student Information> General> Transcripts> TranscriptID


Student Information > General > Transcripts > School Name


Transcript

Course.

transcriptID




transcriptDetail.
schoolName
external

Education
Organziation
Reference

The identifier 

assigned to an education organization.


O

student
Academic
Record
Reference  		 A reference to the related Student Academic Record resource. 

Reports the Natural Key fields for the Student Academic Record resource.

M

alternative
Course
Code
The local code assigned by the school that 
identifies the 
course offering, 
the code from an 
external 
educational 
organization, or 
other alternate 
course code.
  1. For 9-12th grade levels with a transcript record:
    • Report the Course Number for the Course from the transcript record.
  2. For 12th grade without a transcript record in the current school/config year:
    • Report the Course Number for the Course from Courses > Course > Number.
      1. Course must be Active and not marked Exclude from State Reporting.
M Student Information> General> Transcripts> Course Number

Courses > Course > Number		transcript
course.
course
Number

course.number
alternative
Course
Title  

The descriptive 

name given 

to a course of 

study offered 

in the school, if different from 

the Course Title.

  1. For 9-12th grade levels with a transcript record:
    • Report the Course Name from the transcript record
  2. For 12th grade without a transcript record in the current school/config year:
    • Report the Name for the Course from Courses > Course > Name.
      1. Course must be Active and not marked Exclude from State Reporting.
M

Student Information > General > Transcripts > Transcript >  Course Name


Courses > Course > Name


transcript
course.
course
Name

course.name
course
Attempt
Result
Descriptor		The result from the student's attempt
to take the course,
for example:
Pass/Fail/ Incomplete/
Withdrawn/
Expelled.

When reporting from State Reported Grading Task use the Score Group or used for the posted grade to determine the Result Type:

  • Report 'Pass' when the posted score has the Passing check box checked on the score group where the grade was posted from.
  • Report 'Fail' when the posted grade does not have the Passing check box checked on the score group where the grade was posted from.

When reporting from Transcript Records use the Credits Earned vs. Credit Attempted to determine the Result Type:

  1. Report the Ed-Fi Code from the mapping for the following options:
    • When the sum of credits Earned is >= the sum of credits Attempted.
    • When the sum of credits Earned is blank or = 0.
    • When the sum of credits Earned is not blank or = 0 and < than the sum of credits Attempted.
M

Student Information> General> Transcripts> Earned


AND


Student Information> General> Transcripts> Attempted


transcript

credit.

credits

Attempted


AND


transcript

credit.

credits

Earned


 attempted
Credit
Conversion 		 Conversion factor that when multiplied by the number of 
credits is equivalent to 
Carnegie units. 

This is optional, does not report.

O

 attempted
Credits 		 The number of credits 
attempted for a course. 

This is optional, does not report.

OStudent Information> General> Transcripts> Attemptedtranscript
credit.
credits
Attempted
 attempted
Credit
Type
Descriptor 

The type of credits or units 

of value attempted for 

the completion 

of a course.

This is optional, does not report.

O

course
Repeat
Code
Descriptor 		 Indicates that 
an academic course has 
been repeated 
by a student 
and how that 
repeat is to be computed 
in the 
student''s academic 
grade average. 

This is optional, does not report.

O

 Course
Title 		Reports the
name of the
course completed.
  1. For 9-12th grade levels with a transcript record:
    • Report the Course Name from the transcript record.
  2. For 12th grade without a transcript record in the current school/config year:
    • Report the Name for the Course from Courses > Course > Name.
      1. Course must be Active and not marked Exclude from State Reporting.

Student Information> General> Transcripts> Course Name

Courses > Course > Name		transcript
course.
course
Name
 earned
additional
Credits 		 An unordered collection of course 
Transcript Additional
Credits. This entity is the final record of 
a student's performance 
in their courses at the end of a semester or school year.

This is optional, does not report.

O

 earned
Credit
Conversion 		 Conversion factor that when multiplied by the number of credits is equivalent to Carnegie units. 

This is optional, does not report.

O

 earned
Credits 		The value of credits or units of value awarded for the completion of a course.  Required for HS courses (usually 0.5, 1, 2)
  1. Report the sum of credits from the Earned field on the Transcript record being reported.
  2. When a grade is posted to a Grading Task marked state reported for a course that has 'post to transcript' checked and the student is in state grade level 12, report the value in the Credit field of the associated Grading Task.
MStudent Information> General> Transcripts> Earnedtranscript
credit.
credits
Earned
earnedCredit
Type
Descriptor 		The type of credits or units of value awarded for the completion of a course.

This is optional, does not report.

O

finalLetter
Grade
Earned 		 The final letter grade earned for the course. 
  1. Report the Current Score posted to the transcript record.
  2. Report the Score Name when reporting from the grading task marked 'Posts to Transcript' for students in state grade level 12.
  3. Look at the score being reported and determine if it is an integer or not.  If the posted value is not an Integer then report the value here.
MStudent Information > General > Transcripts > Current Score

or


Score > Name

transcript
course.
score
 final
Numeric
Grade
Earned 		 The final numeric grade earned for the course. 
  1. Determine if the posted transcript score is an integer or not:
    • If the posted value is an Integer, then report the posted score here.
    • If the posted value is not an Integer, then report in FinalLetterGradeEarned field.
  2. If the score reported from the grading task marked 'Posts to Transcript' is an integer, report here.
    • Otherwise, do not report.


OStudent Information> General> Transcripts> Current Scoretranscript
course.
score
 method
Credit
Earned
Type 		 The method the credits were earned, for example: Classroom, Examination, Transfer. 

This is optional, does not report.

O

whenTaken
grade
Level
Descriptor 		 Student's grade level at time of course. 

  1. When transcript records are posted for a student for course with a state code and in grades 9-12, use core logic:

    • If the grade level selected on the transcript record matches a valid Ed-Fi code, report the grade level.
      1. When no matching grade level found with a grade level mapping, do not report this property.

  2. When a grade is posted to a grading task that is marked as State Reported for a course that has 'po and the student is in state grade level 12, use the following logic:

    • Report the mapped Grade Level from the Grade that the student is in when the grade/score is posted to a state reported grading task.  Report from the enrollment record with same School Year as the courseTranscript record.

      1. If there are multiple enrollments that match, report from the most recent start date.
        1. If start dates are the same, report from highest enrollment ID.
    • If the student does not have a corresponding enrollment record, report blank.
MStudent Information > General > Enrollments > Grade


enrollment.
grade


Type/Descriptor

Click here to expand...

Course Attempt Result Descriptor

Code ValueDescriptionShort Description
PassPassPass
IncompleteIncompleteIncomplete
FailFailFail

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