Transcript (Counseling)

PATH: Student Information > Counseling > General > 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. 

In the Campus.1745 Release (November 2017), a new Student Transcript tab is available in Student Information > Counseling > General. The existing Student Transcript tab in Student Information > General remains for the time being.

Any records added to the new transcript also display in the existing student transcript tab; records added on the existing student transcript tab also display in the new transcript. Any records posted using the Post to Transcript tool also post to both.

Student Transcript

Tool Rights

Users must be assigned the Counseling > General > Transcript tool right.

When the Free Form Entry sub-right is assigned, 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 Course Name and Course Number fields on the Transcript.

If a user is assigned RWA for the Transcript, the same rights are also assigned to the Free Form Entry sub-right.

Counseling Tool Rights

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

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

Conversion of Tool Rights

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

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

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 of Student Transcript

The Counseling Transcript tab has a new look and enhanced functionality. Review the following information for a summary on how to navigate, how to sort records, and how to view detailed transcript information.

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 Master screen, displays basic course information - the year the course was taken and in which school, grade level, course name and number, the score received, GPA related fields (Weighted, Unweighted, Weight), credit information (Earned, Attempted, Credit Type), and a Comments field. Additional information about a transcript record can be accessed by clicking any row on the Master screen to display the Detail screen.

Changes to transcript records can be made on either the Master screen or the Detail screen.

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. 

Master Transcript Screen

 Click here to expand...
FeatureImage

Get a quick view of the student's transcript by school year (automatic sort option). Click on the other column headings (grade level, course number, etc.) to resort the transcript records by that heading. Sorting happens based on the groupings.

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.

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.

Required fields (Year, Grade, Course Number, Score, Earned and Attempted) display with an asterisk in the header. Data must be populated in these fields in order to save the record.

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, as shown in the first image to the right. 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 second image shows the header now sorted by Course Number, then Year, and then by Course Name, once that option is placed in the header.

Each time a new column heading is added to the header, transcript data resorts accordingly.

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.

Add a new record by clicking the Add Row button at the bottom of the editor. This adds a new row at the top of the Master Screen for quick data entry.

Or, click the arrow next to the Add Row button to add a New Details record.

Type the start of a course name, a course number, or any other field. Matching results display in the dropdown list for easy selection.

The Transcript allows in-row editing.

  • Click the Edit icon ( ) at the beginning of the row to modify the transcript record.
  • Type the new value or use the dropdown option, or a combination of both.
  • Click the Save icon () when finished modifying the information, or click the X () to cancel.
  • Use the tab keys to move through the columns. Use the arrow keys to select values from the dropdown lists. The available options are populated from existing Course and Course Master information.

A new row or a new record (if entering on the Detail screen) cannot be saved until all required fields are populated. Field popups display when data is missing from the required fields.

Detail Transcript Screen

 Click here to expand...
FeatureImage

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.

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.

Scores are organized into Score Groups and Rubrics. 

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

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

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.


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

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 Course Master (Course Catalog). If the school is not using a Course Master, the course name/course number values populate from the Course Section.

In a situation where the exact same course name and course number is available in multiple course catalogs, only one instance of that course name/course number populates the dropdown lists.

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 (System Administration > Resources > Resources > School Standards).
  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

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.

The transcript is sorted by the school year associated with the transcript entry as the default sort option. Each column can be resorted 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 resorts by the headers listed.

The image below shows the view of the standard grouping option of Year, an option of grouping by both Year and Course Number, and an option of no grouping options.

Click and Drag Grouping

Manage Transcript Records from the Master Screen

Use the following procedures to add new transcript records and modify existing records on the Master Screen.

Add a New Row

  1. Click the Add Row icon at the bottom of the page. A blank row for the current school year displays. If the record is for a different school year, choose that year from the dropdown. 
  2. Type or search for the correct values for the columns. A value can only be entered if the correct tool rights are assigned.
  3. Click  at the beginning of the row when finished.

Click  to remove any values that were entered but should not be saved.

Add New Record

Update Existing Record

Manage Transcript Records from the Detail Screen

Add a New Detail Record

  1. Click the arrow next to the Add Row button from the bottom of the Master screen to choose the New Details option. A new blank Detail record displays.
  2. Enter the transcript information into the appropriate cards, as defined in the Detail Screen Card Descriptions section. Note that when certain selections are made, like the School Name field is populated, other fields auto-populate.
  3. Click the Save icon when finished. The new record is saved and the Transcript returns to the Master screen.

Add New Detail Record

As on the Master screen, if a required field is not populated, the record cannot be saved.

To continue adding detail records, click the arrow next to the Save button and choose Save & New. A new blank detail record displays for additional entry. School information is automatically populated from the previously entered record.

Save and New Entry

Delete a Transcript Record

When a record needs to be permanently and completely removed, select (click) that item from the Master Screen. The Detail Screen displays. Then, click the Delete button. Acknowledge the pop-up that indicates the record will be permanently deleted by clicking OK (record is deleted) or Cancel (record is not deleted).

Transcript Record Delete

Detail Screen Card Descriptions

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

School Identifier Fields

 Click here to expand...

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

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 NameIdentifies 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.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.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.

This field is not available within the Learner Portfolio folder, but it is available in the District folder (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.N/A

This field is not available within the Learner Portfolio folder, but it is available in the Learner Enrollment History (enrollmentHistory.ncesGrade).

School Information Fields

Course Information Fields

 Click here to expand...

Course Information fields detail the specifics of the course.

FieldDescriptionAuto-Fill BehaviorAd hoc Field Name and Returned Values
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.

Any changes made to this field ALWAYS change the State Code field.

This field auto-fills on the Course Name, Attempted, and State Code values.

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.

This field auto-fills on the Course Number and State Code values.

transcriptDetail.courseName

State Code

Displays the state-designated identification number of the course.

Any changes made to the Course Number field ALWAYS change 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/A

transcriptDetail.actualTerm

Terms LongIdentifies the number of terms the course met for this transcript entry. N/A

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/A

transcriptDetail.startTerm

Start DateIdentifies the date on which the transcript course term starts.N/A

transcriptDetail.termStartDate

End TermDisplays the term number representing the last term the course met for this transcript entry.N/A

transcriptDetail.endTerm

End DateIdentifies the date on which the transcript course term ends.N/A

transcriptDetail.ternEndDate

Course Information Fields

Scoring Information Fields

 Click here to expand...

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

FieldDescriptionAuto-Fill BehaviorAd hoc Field Name and Returned Values
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 score group is not assigned to the course, this list is empty.
  • 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 as well.

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 auto-fills on the Score value.transcriptDetail.gpaValue
PercentIndicates the percentage value represented by the score received on this entry.N/AtranscriptDetail.percent
GPA MaxIdentifies the maximum GPA value achievable for this course and score.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 auto-fills on the Course Number.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 auto-fills on the Score value.transcriptDetail.unweightedGPAValue

Scoring Information Fields

Transcript Credit Information Fields

 Click here to expand...

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 Attempted, Credit Type and Credit Rollup Overflow auto-fill on the populated Course Information. If a course is assigned two credit types for different grading tasks, information is not auto-filled.

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

This field auto-fills on the Course 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.

See the Set Up Credit Overflow article for more information.

This field auto-fills on the Course 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

Transcript Credit Information Fields

Additional Information Fields

 Click here to expand...

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.

FieldDescriptionAuto-Fill BehaviorAd hoc Field Name and Returned Values
Transcript IDA unique identifier for the transcript entry. The ID is used in state reports and allows users to easily identify 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.N/AtranscriptDetail.bonusPoints
StatusStatus of course (i.e., N/A (Does not appear), R(equired), E(lective)).N/AtranscriptDetail.status
Task CodeThe code associated with 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/AThis field is not available in Ad hoc Reporting.
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 student has previously taken this course.

transcriptDetail.repeatCourse


Returns a value of 0 if the checkbox is not marked, or a value of 1 if the checkbox is marked.

TechnologyIndicates whether transcript entry meets technology reporting requirements.

transcriptDetail.technology


Returns a value of 0 if the checkbox is not marked, or a value of 1 if the checkbox is marked.

Comments

Lists any general notes on transcript entry.

This field also displays on the Master Transcript Screen (and text can also be entered for this field from the Master Detail screen). The entire comment displays in the pop-up text when the user hovers over this field.


transcriptDetail.comments

Additional Information Fields

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 tab 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.

Transcript 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.

Document Upload Delete

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

Reports

Print the student's transcript from the Master 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 Report

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 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.

Feedback