Transcript Report Preferences

PATH: System Administration > Preferences > Reports

Transcripts provide a historical record of a student’s performance in courses. Districts can determine which grade levels to include on the report, along with choosing which credit groups to include, which standards to print and which GPA calculation(s) to use. Transcript Report Preferences allow users to determine what and how data is reported on printed transcripts.

Report Preferences - Transcripts

Margin Size

The following table describes the default margin size for transcripts:

Margin

Size

Top

0.5 inches

Bottom

0.5 inches

Left

Grade Group Option: 0.5 inches

Term Group Option: 0.333 inches

School Year Group Option: .5 inches

Right

Grade Group Option: 0.5

Term Group Option: 0.333 inches

School Year Group Option: .5 inches

Transcripts are generated for printing on a standard 8.5in X 11in sheet of paper.

Create a Transcript Report

  1. Select the New icon. A Report Detail and a Report Options table appears.
  2. Enter a Name for this transcript.
  3. Select the Transcript option from the Type dropdown list.
  4. Determine if this report should be available on the Portal. If so, mark the Publish to Portal checkbox.
  5. If desired, enter a Description for this report.
  6. Select all appropriate Report Options for the transcript. Report Options are separated into different sections relating to a specific aspect of the transcript. Refer to the sections below for more information.
  7. Click the Save icon when finished. The transcript is now saved and can be used to generate transcripts from the Transcript tab and Transcript Batch tool.

Report Options

The following sections describe all report options. Many of these options can be set to display only those options associated with a certain school by selecting the Filter to selected school checkbox. This filters the standard groups, credit groups and related information to only show those categories associated with the school selected in the Campus toolbar.

Control whether the Default Transcript Report is available for selection by setting the Enable Default Transcript System Preference.

If the district has enabled the System Preference (see above) to not show the Default Transcript Report option, it can be recreated by marking the options where text appears in the Default column below.

OptionDescriptionDefault Report Options
Group Options

Users have the ability to group course information by Grade, Term or Year.

  • The Grade option groups all courses and corresponding grades taken while the student was enrolled in a certain grade level together on the transcript.
  • The Term option groups courses and corresponding grades based on the calendar term (quarter, semester, etc.) together on the transcript.
  • The Year option groups courses and corresponding grades based on the selected school year. If a student is enrolled in multiple calendars, this option lists those courses together. 

If standards are used in the Course Display, they also display by grade, term or year.

Grade
School Year OptionsThe School Year Options field allow users to designate the last school year from which to report transcript data. For example, if 2018-19 is selected and the student has earlier transcript records from the reporting school, all course grade data from these enrollment records through 2018-19 report. Any transcript records from school years after 2018-19 do not report.N/A

Grade Level Options

The Exclude grades flagged as "Exclude from GPA/Class Rank" checkbox allows users to exclude all GPA-excluded grade levels from factoring into the student's reported GPA/Class Rank. Only grade levels that have the Exclude from cumulative GPA/Rank calculations checkbox marked on the Grade Levels tab are excluded.

When all transcript course records for a school are from a grade level marked as Exclude from GPA/Class Rank, the school name does not print. This logic applies to all of the Group by options.

N/A

GPA/Class Rank Calculation Options


GPA/Class Rank Calculation Options determine how GPA and class rank data is displayed on the Transcript. For each option, the Class Rank and Bonus Points can be selected. When a Weighted GPA or Unweighted GPA option is selected, the Bonus Points and Class Rank checkboxes are available for selection.

Selection can be made for Cumulative GPA or Term GPA. When the calendar includes custom GPA calculations, Custom GPA/Class Rank Calculation Options can be selected These display as User Defined and display the Custom GPA name on the Transcript. 

See the GPA Calculations in Campus article for detailed information on GPA options.

The following options are available:

  • Weighted GPA
  • Unweighted GPA
  • Bonus Points
  • Class Rank

All GPA/Class Rank Calculation options can be selected, if desired.

Cumulative GPA

Weighted GPA

Class Rank

Percentile

Custom GPA/Class Rank Calculation Options

If a school or district uses custom GPA calculations, student data based on these calculations can be selected and reported at the top of the transcript in the Transcript Statistics section.

For California districts, see the California GPA Calculations article.

N/A

Course Display Options


Course Display options allow users to select the Course records that display on the transcript based on Credit Groups and Standard Groups. Mark the Filter to selected school checkbox to list only those credit or standard groups associated with the school selected in the Campus toolbar.

Choose the desired Credit Groups or Standard Groups to determine which courses to print on the transcript. If a student has any transcript items not assigned to a credit type, those credit types are considered Unassigned Credits. If the Unassigned Credits option is not marked, that course does not print.

All Credit Groups

All Standard Groups

Credit Summary Display Options

Credit Summary Display Options determines which credit groups/standard groups report. Users may display both Attempted Credits and Earned Credits for the student's Academic Program or for selected Credit Groups.

Credit Groups and credit types are established in the Credit Group tool, then assigned to schools using the School Standards tool.

If a student has any transcript items not assigned to a credit type, those credit type totals appear as Unassigned Credits and print on the transcript report in a No Credit Name Assigned section. If the Unassigned Credits option is not marked, this section does not display.

Academic Program Credit Summary

 Click here to expand...

When the Academic Program Credit Summary is selected, the Credit Types only include those items from the Credit Group required in the Academic Program or those that have a Display Sequence value. This option also allows the display of Required, Remaining, and Overflow credits for the Academic Program.  Checking the "Include Credit Type overflow logic" option displays information on credits that overflow from one type into another when the requirement for the first credit type is met.

  • Credit types are listed numerically using the Display Sequence value on the Credit Requirements tab. Credit types that have the same display sequence value are listed alphabetically.
  • Credit types that do not have a Display Sequence value are listed alphabetically after those credit types with a display sequence value.
  • Credit types display even if the student has not yet earned credits for that type.
  • Credit types that do not have a requirement or a display sequence are not listed, but credits from this type are included in overflow logic, if applicable.

If this option is selected, the Credit Groups options cannot be selected.

Things to note:

  • Credits from In-Progress or Planned courses ARE NOT included.
  • When a credit type associated with an Academic Program has a display sequence, but does not have credit requirements, that credit type still displays. If the student does not have transcript course records for the credit type or if the student has transcript course record for the credit type and there is no overflow to a credit type that has a requirement, that credit type displays in the correct position (based on the Display Sequence) with appropriate credits earned/attempted (based on options selected). Required/Remaining credits display zero.
    • If credits in the credit type overflow to a different credit type that does have credit requirements, the credit type displays in the correct position based on the Display Sequence in the list with the appropriate number of credits earned/attempted/overflowed. Required/Remaining credits display zero.
  • When a credit type associated with an Academic Program has requirements but not a display sequence entered in the Credit Requirements, that credit type displays on the transcript in the Academic Program Credit Summary. It does not matter if the student has transcript course records for the Credit Type.
  • When a credit type associated with an Academic Program does not have a Display Sequence or Credit Requirements, that credit type does not display on the transcript in the Academic Program Credit Summary, even if the student has transcript course records or if the credits for the course overflow to another credit type that does have a Display Sequence or Credit Requirement.

When using the Academic Program display, be aware that any in-progress credits and planned credits based on the student's Academic Plan are NOT included in the earned credit count and ARE included in the Remaining Credits total. 

When the Group by Term or Group by School Year option is used and Credit Type overflow is checked, the calculation of Remaining Credits includes overflow credits, but the overflow credits column does not display on the report due to space constraints.

When a student has earned credits that overflow from one credit type into another, those credits display as positive credits in the Overflow column and are used in the calculation of Remaining Credits for the credit type into which they overflow. This happens whether the overflow happens because it is set on the Credit Type or if it is set on the Credit Rollup Overflow Override on the Transcript Credit record.


Credit Groups
 Click here to expand...

When Credit Groups are selected, credit types sort in alphabetical order by Credit Group (if more than one is selected). These display only when the student has earned credits in that type.

Choose to display the grand total for all Credit Groups, or to not display the grand total for all Credit Groups. When the choice is to not display the grand total, the Total Credits row does not display, but each Credit Group includes a total.

If this option is selected, the Academic Program options cannot be selected.

Earned Credits

Attempted Credits

All Credit Groups (Grand Total)

All Standard Groups

Standards Summary Display Options

Standards Summary Display Options determine how standards data is reported on the transcript. Select which standard scores to display (see definitions following) and then select the standards groups to display. These groups come from the Standards Bank and display standards information below the Credit Groups section on printed transcripts.

  • Display All Scores - All scores assigned to the Standard of Learning display on the transcript.
  • Display Best Scores - Only the best score the student received on a Standard of Learning displays on the transcript.
  • Display Most Recent Score Only - Only the most recent score the student received on a Standard of Learning displays on the transcript.

Standards display alphabetically by parent name.

N/A
Standardized Testing Display Options

Standardized Testing options allow users to determine what types of tests are displayed on printed transcripts and how Standard Group data is laid out on the transcript.

  • Display Best Score Only - Displays the highest score for each selected test on the transcript. A student may have several scores listed on the Assessment tab that have been taken throughout the year, but only the highest received score prints on the transcript.
  • Display Assessment Code - Displays the code associated with the assessment (created in the Test Setup editor).
  • National Tests - Displays student scores for national tests entered in the Assessment editor. This requires that student scores are listed on the student's Assessment tab. National tests are those assessments that have a Test Type of National Test and a National Code.
  • State Tests - Displays student scores for tests entered in the Assessment editor. State tests are those assessment with a State Code and Test Type defined.
  • District Test - Displays district-specific test scores entered in the Assessment editor and listed on the student's Assessment tab.
  • Standard Test Format - Displays student assessments and assessment scores in a list form (Tests and Strands as List) or in a tree form (Tests and Strands as Tree), where assessments of the same kind (parent tests, child tests, etc.) are indented accordingly.
All Assessment Options
Report Display Options

Report Display Options are an assortment of other useful information users can designate as reporting on a student's printed transcript. These options make the transcript more readable, but may also increase the length of it.

Choose as many options as desired from the Report Contents, Report Header and Format, Student Information and Records Transfer Settings.

See the Display Options table following for descriptions of these options.

Enrollment History
School Comment

The School Comments field allows users to include a comment which appears at the top of all printed transcripts. School comments can be modified at any time and should be applicable to those people receiving the transcript.

N/A

Display Options

OptionDescription
Report Contents  

Course Display

Selection determines how courses are displayed on the transcript. Information displays based on entered data in the Courses editor. Options are:

  • Course Number and Course Name
  • State Code and Course Name
  • Course Name Only

Enrollment History

Lists all past enrollments for the student. This option appears at the top of the first page of the transcript.

Activity Courses

Lists the activities in which the student is involved, as identified by courses that have a value in the Activity field on the Course editor.

No Show

Indicates all students who have the No Show checkbox checked on the Enrollment tab. This option can only be selected if Enrollment History is also selected.

Immunization

Lists the student's immunization records. This appears as a separate page of the transcript.

Standard Rubric

Displays the rubric tied to standards reported on the transcript.

Attendance

Displays the student's attendance. When selected, choose one of the following:

  • Daily Exact: Reports student attendance based on Daily Exact attendance calculations. 
  • Daily Approximation (Half/Whole Day): Reports student attendance based on Whole Day/Half Day attendance calculations.

Attendance prints on the transcript when the Calendar is assigned a Type of I: Instructional or NULL. This is set on the Calendar tab.

Report Comments

Displays any report comments established for the student in the Report Comments tab.

Docufide Compatible

When selected, the labels on District Number, School Code, and State ID display as DCODE, BCODE, and UIC, respectively.

In-Progress Courses

Displays the courses the student is currently taking that do not have grades posted to the transcript.

An In-Progress Course is one in which scores for grading tasks and one-time grading tasks and standards have not been posted. Assignments and other course work is used to calculate the In-Progress grade.

A course is considered to be in progress until midnight of the entered end date of the course. This could be the end of the term or the date the student dropped the course. If a student drops a course on the September 19, the student is still actively enrolled (on the roster) of the course until midnight on September 19. At 12:01am on September 20, the student is no longer actively enrolled in the course.

Exclude Previous Years

When the In-Progress Courses option is marked, in-progress scores from previous school years are not listed on the printed transcript. This lists in-progress grades for the current school year. Previous school years are not included.

When a course number or course name is changed on the Course/Course Master editor, but the student has an entry on their transcript for what the course number/course name was previously, manually entered transcript entries may print as In-Progress. To prevent this, mark this preference.

Include Future Courses

When the In-Progress Courses option is marked, future courses (those that begin in future terms) are not listed on the printed transcript. Future courses are those that in any future calendar within the current year. This does not show courses for future school years.

A school may have a standard school year calendar that begins August 31 and ends June 15, and then have a separate calendar for Summer School that begins June 18 and ends August 15. When this preference is marked, courses for students enrolled in the Summer School calendar are included on the transcript.

 Click here to view detailed logic for In-Progress Courses, Exclude Previous Years and Include Future Courses Preferences

A course is four terms long, and it is currently Term 2. Scores have been posted to the transcript for term 1. A credit is earn for each term (if passing scores are achieved). One credit is listed on the student's transcript for the term 1 score.

  • When In-Progress Courses is marked,  two credits display as In-Progress - one for the first term and one for the second term.
  • When In-Progress Courses AND Include Future Courses is marked, four credits are listed as In-Progress - one for each term until the end of the course.
  • So a course is still in progress until the last day of the last term for that grading task. So IP is always a sum of posted credits and IP till that course is completed.

A course is considered to be In-Progress until the last day of the last term for that grading task. In-Progress is always a sum of posted credits and In-Progress credits until that course is completed.

Report Header and Format

No Shading

No shading appears on the printed transcript. This is available with the Group by Grade format only.

Blank Header

Displays no information at the top of the report. When this is selected, the Official Transcript and the District Name fields cannot be selected.

Official Transcript

Prints a notice that this report is the official documentation of the student's school records. This is often required for college admissions.

Official Signature

Prints a line where the principal or superintendent can sign the student's transcript on the bottom of each page.

District Name

Indicates the name of the district above the school name in the header.

School CEEB Code

This code is entered on the School Editor and stands for College Entrance Examination Board. It is a national identifier for high schools.

School Code

This code is assigned to a school for identification purposes by the state. This is entered on the School Editor as the State School Number.

Student's Phone

Prints the phone number assigned to the student's household.

District Number

Reports the District Number of the district the school generating the transcript exists within. District Numbers are reported from the State District Number field found on the District Information tab.

GPA Max

Marks courses with a GPA Max Value greater than the entered GPA value in the display preferences.

Student Information

Student picture, Race/Ethnicity, Place of Birth and Guardian options are only available when in the Group by Term or Group by School Year format, not for the Group by Grade format.

Student Picture

Prints the student's picture uploaded and viewable on the Summary tab.

Race/Ethnicity

Reports the student's race/ethnicity as entered on the Demographics (or Identities) tab.

Place of Birth

Prints the Birth Country from the Demographics tab. In most areas, this is an optional entry for demographic data, and only prints on the transcript if there is demographic data to print.

Guardian

Lists the designated parents or guardians as noted on the student's Relationships tab.

State ID

Prints the state ID number assigned to the student. This number may be different from the student number.

Counselor

Prints the name of the counselor assigned to the student via the Team Members tab.

SSN

Reports the student's complete Social Security number (XXX-XX-XXXX).

Tool rights are necessary in order for this field to print.

NCES Grade

Prints the Federal NCES Grade for a course.

Diploma Date

If populated, the Diploma Date entered on the student's Graduation record reports.

Diploma Type

If populated, the Diploma Type entered on the student's Graduation record reports.

Legal Name

When selected, the student's legal first name, legal middle name and legal last name print if entered in the Protected Identity information and if the user has tool rights to Protected Identity Information

If the legal first name or legal last name is not populated or if the user does not have tool rights to this information, the student's first name and last name reports from the First Name and Last Name fields on the student's current Identity record.

Legal Gender

When selected, the student's legal gender print if entered in the Protected Identity information and if the user has tool rights to Protected Identity Information.

If the legal gender is not populated or if the user does not have tool rights to this information, the student's gender reports from the Gender field on the student's current Identity record. Gender does not report on the Immunization page.

State Seals

When selected, state seal information added on the student's Graduation record displays on the transcript.

This option is only available for those states where State Seal functionality is available.

Records Transfer Settings  
Default for Transfer

When marked, this indicates the transcript is the default transcript sent when performing a records transfer via the National Records Exchange or Student Records Transfer. Only one transcript report per school can be marked as Default for Transfer.

Transcript Print Examples

The following image displays a print of a transcript with highlighted options chosen on the Report Preferences.

Transcript Options in Transcript Header

Transcript Options for Course Display

Transcript Options - Attendance, Assessments and Credit Summary

Transcript Options - Immunization Record
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