Overview

Video How-to

Transcript Workstation Overview video

These instructions provide an overview of the Transcript Workstation along with instructions on Printing a single transcript or multiple transcripts.

Use the following steps to access the Transcript Workstation.

1. Login to WebPams.
2. Select Transcripts from the list of program areas on the left of the screen.
3. Select Transcript Workstation and the setup box will appear.

Setup Box Options

1. Verify Year, District, and School. These default values are based on your security settings.
2. Select Grade. Leave the Grade field blank if all grade levels are to be included. Otherwise click in the box to the right of Grade to select the desired grade level(s) to be included.
3. Select the Transcript Type: College, Official, Custom.
4. Show Current Year Grades: Semester / Final Grades from the current year (only available after the first semester grades have been calculated).
5. Make selections in the More Options section. After making selections in each area, click OK to return to the setup box.

   Basic Button Options

   Senior Graduation Date: Enter a date if different from the graduation date set in the Calendar.

   Show Current Year Schedule (w/o grades): Display current schedule for the year at the bottom of transcript.

   Show Rank: Display current rank of student.

   Show Attempted GPA: Display highest possible GPA.

   0.5 to 1 credit if only one sem posted, even if final is posted: Post a half credit of a full credit course. This should always be checked.

   Select Course Master records by school: Used only courses are identified in the course catalog specifically for your school.

   Show sources for all grades: Displays the school name for each course in the transcript

   Grades' Button Options

   GPA Print Type: Choose from the drop down list. This is chosen by District and is stored in the Sponsor Site file.

   Show Numeric Grades: Displays numeric grades with alpha grades.

   Round GPA's: Rounds off the GPA.

   Show courses with no final grades: Shows grades for semester courses which have no final grade record.

   Count replaced courses in GPA: Uses grades when a course is taken over.

   Use Semester Grades Only for GPA Calculation: This only uses semester grades in calculating cumulative GPA

   Official button options.

   Print/Transmit state course descriptions: Will print/transmit state descriptions instead of local course names

   Show Final Only: Shows final grades only; if a course has no final grade, then the course will not display on the screen and will not print.

   Hide courses with zero credit earned: Does not display courses with 0 credit earned.

   STS' Button Options

   This is for creating the transcript file for submission to DOE. It is not available at this time.

6. Click OK to move to the next screen.

Definitions of Column Headings

D: delete record

GRP: transcript group for the course; 1: English, 2: Comp Education, 3: Math, 4: Social Studies, 5: Science, 6: H & P E, 7: Foreign Languages, 8: Vocational Electives, 9: Regular Electives

Course: course description/name

S1n: 1st semester numeric grade

S1a: 1st semester alpha grade

S1yr: year the 1st semester grade was earned; usually the spring of the school session

R1: check box to indicate that the grade record is to be replaced by a second instance of the course

S2n: 2nd semester numeric grade

S2a: 2nd semester alpha grade

S2yr: year the 2nd semester grade was earned; usually the spring of the school session

R2: check box to indicate that the grade record is to be replaced by a second instance of the course

F1n: 1st semester numeric grade

F1a: 1st semester alpha grade

F1yr: year the 1st semester grade was earned; usually the spring of the school session

R3: check box to indicate that the grade record is to be replaced by a second instance of the course

Cp: credit pursued

Ce: credit earned

H: honors indicator(s) from course catalog

G: the letter G will be in this field if the grade is from the current year grades file

S-code: 6 digit state course code

Grade Source: the 6 digit state site code and site name where student earned the grade

Definitions of Labels/Column Headers in the Save Window

S1: semester 1 information; required if there is a grade entered for this semester

S1: semester 2 information; required if there is a grade entered for this semester

F: final information;

CP: credit pursued

CE: credit earned

Part No.: used for semester records for full credit courses in which a student takes the first half during semester two. In this example the part number would be 1. For 4x4 block scheduling the first half taken during semester four would have part 1 for the part number.

REP: replace course indicator

CR: credit recovery indicator

SS: summer school indicator

Honors: values from the honors field in the course catalog

DS: distance learning indicator

Credit Site: for a dual enrollment course this must be the post secondary site; for all other courses this is the high school where the credit was earned

State: -State other than Louisiana where credit was earned

Enrolled Site: required for dual enrollment courses only; it must be the high school where the student was enrolled; leave information blank if this is not a dual enrollment course

College Hours: required only for dual enrollment courses; must be greater than zero

Processes available through the Action button at the top right

Gear Box: gives ability to access multiple sources of information about the student on the workstation

Calc GPA: recalculates student GPA; gives a popup with detail of grades and quality points used for GPA calculation

9th Grade Entry: a popup appears that allows you to manually enter the 9th grade entry for a student.

Rank Report: gives the setup box for running the ranking report.

GEE/ACT Update: not available at this time

VEDS: not available at this time

Veds Data Collection: not available at this time

Additional buttons on the Transcript Workstation

NOTE--If you hover the mouse over the buttons at the top of the workstation, a popup will appear briefly and will remain on the window as long as the mouse continues to point at the button. To get the window to stay on the screen, do a left mouse click while pointing at the button.

SPED--The button will be different colors based on the type of SPED student and/or status of services.

Blue--Special Ed Record

Yellow--Eval or IEP has expired

Red--Active Eval or IEP

Gray--Speech only serivces

Purple--Gifted/Talented student

504--Button will be Red if there is 504 information on this student.

LEP--Button will be Red if the student has been identified as Limited English Proficient.

Health--Button will be Red if there is a health plan for this student.

Printing a Single Student's Transcript

1. Find the student whose transcript needs to be printed using the Find button at the bottom of the screen.
2. Click the Print Single button to get a print preview will appear.
3. Hover the mouse in the bottom right corner of the print preview and a gray rectangle will appear. Click the printer icon at the far right of this rectangle. A new print dialog box will appear.
4. Click the print button at the top.
5. Close the print preview.

Printing Multiple Student Transcripts

1. Printing transcripts for multiple students does not require a student transcript to be displayed on the screen.
2. Click the Print Multiple button to get the print setup box. You can select different limitations in this setup box from the original workstation setup box.
3. The group of students whose transcripts are to be printed can be restricted based on the following fields: Grade, School clubs, Program Codes, Special Codes, School sports, Team Codes, Counselor, and All students or Sped only, Non Sped, 504 only or Non 504.
4. For each of these fields identify any restrictions by clicking the field and checking the check box for the group of students desired. Leave the field blank if there are no restrictions.
5. Select Order By--Last Name, Grade, Homeroom, Counselor, Advisor
6. Select Students to Print--Leave the field blank if you want to print all transcripts based on your selections above. To print a small group of transcripts click in the field and check off the names of students whose transcripts you want to print.
7. Click OK to return to the setup box.
8. Select Active Only
9. Click the Print button at the bottom of the setup box. A print preview will appear.
10. Hover the mouse in the bottom right corner of the print preview and a gray rectangle will appear. Click the printer icon at the far right of this rectangle. A new print dialog box will appear.
11. Click the print button at the top.
12. Close the print preview.