Difference between revisions of "Overview"

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===Video How-to===
+
__NOTOC__
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[[media:TR-TranscriptWorkstationOverview.mov|Transcript Workstation Overview video]]
+
'''These instructions provide an overview of the Transcript Workstation along with instructions on printing a single transcript or multiple transcripts.'''
  
−
'''These instructions provide an overview of the Transcript Workstation.'''
 
  
 +
'''NOTE''': In order to use all aspects of this report you must have prior approval in '''[[User Management]]'''.
  
−
Use the following steps to access the Transcript Workstation.
+
==Menu Location==
−
#Login to WebPams.
 
−
#Select '''Transcripts''' from the list of program areas on the left of the screen.
 
−
#Select '''Transcript Workstation'''.
 
  
 +
'''Transcripts''' > '''Entry''' > '''Transcript Workstation'''
  
−
'''Setup Box Options'''
+
==Setup Option==
−
#Verify Year, District, and School. These default values are based on your security settings.
 
−
#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.
 
−
#:NOTE: You can only view transcripts for students in grades 9-12.
 
−
#Select the Transcript Type--College, Official, Custom.
 
−
#Show Current Year Grades--grades from the current year (only available after the first semester grades have been calculated).
 
−
#Make selections in the '''More Options''' section. After making selections in each area, click '''OK''' to return to the setup box.
 
−
#:'''Basic'''
 
−
#::Senior Graduation Date--Enter a date if different from the date set in the Calendar.
 
−
#::Show Current Year Schedule (w/o grades)--shows current schedule for the year at the bottom of transcript
 
−
#::Show Rank--current rank of student
 
−
#::Show Attempted GPA--highest possible GPA
 
−
#::0.5 to 1 credit if only one sem posted, even if final is posted--one 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'''
 
−
#::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 of 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'''
 
−
#::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'''
 
−
#::This is for creating the transcript file for submission to DOE. It is not available at this time.
 
−
#Click '''OK''' to move to the next screen.
 
  
 +
[[File:twsetup3.png]]
  
−
'''Definitions of Column Headings'''
+
'''Year''' - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.
−
:'''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
 
  
 +
'''District''' - Default value is based on the user’s security settings. The user will be limited to their district only.
  
−
'''Definitions of Labels/Column Headers in the Save Window'''
+
'''School''' - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code.
−
:'''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
 
  
 +
'''Grade''' - Leave blank or select all to include all grade levels. Otherwise, choose the desired grade level.
  
−
'''Processes available through the Action button at the top right'''
+
'''Transcript Type''' -   Select [[College]], Official or [[Custom]].
−
:'''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
 
  
 +
'''Show Current Year Grades''' -  This displays Semester/Final Grades from the current year but is only available after the first semester grades have been calculated. The whole row will be highlighted in red.  After the '''Grades Closeout EOY''' has been run, uncheck this option on the set up box so it won't display "double" current year grades.
  
−
'''Additional buttons on the Transcript Workstation'''
+
'''Find Only Active Students''' - Check for students that are currently enrolled for the school year selected.
  
−
:::'''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.
+
'''Include SIS School''' - View SIS school assigned students routed back to setup school.  
  
−
:'''SPED'''--The button will be different colors based on the type of SPED student and/or status of services.
+
'''More Options''' - After making selections in each area, click '''OK''' to return to the setup box.
−
::'''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.
 
  
 +
===[[Basic Button Options]]===
  
−
'''Printing a Single Student's Transcript'''
+
===[[Grades Button Options]]===
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#Find the student whose transcript needs to be printed using the '''Find''' button at the bottom of the screen.
 
−
#Click the '''Print Single''' button to get a print preview will appear.
 
−
#Hover the mouse in the bottom right corner of the print preview and a grey rectangle will appear. Click the printer icon at the far right of this rectangle. A new print dialog box will appear. Click the print button at the top.
 
−
#Close the print preview.
 
  
 +
===[[Printing Button Options]]===
  
−
'''Printing Multiple Student Transcripts'''
+
===[[Official Button Options]]===
  
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#Printing transcripts for multiple students does not require a student transcript to be displayed on the screen.
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===[[Set Defaults]]===
−
#Click the '''Print Multiple''' button to get the print setup box.
+
 
−
#The group of students whose transcripts are to be printed can be restricted based on the following fields:
+
===Selecting a Student===
 +
 
 +
'''Find Button''' - Click on the '''Find''' button at the bottom of the screen to bring up the Find Box.  Click on the name of the student to open the Transcript Workstation for the student.
 +
 
 +
'''Search Box''' - Use the '''Search''' box to the left of the Action button in the top-right corner of the window.  Below are examples of what can be entered:
 +
#'''LastName, FirstName''':  Enter the last name of the student followed by a comma and then the first name.  If you just enter the last name the pick list will show all the students with that last name.  The same is true for the first name.
 +
#'''FirstName LastName''':  Enter the first name followed by the last name to select the student.  As above, you can enter just the first name or just the last name.
 +
#'''SA SID''' Enter the State Approved Student ID number to bring up the student.  You can also enter a partial and it will bring up all the matches.
 +
#'''Student ID''':  Enter the Student ID number and it will bring up the student.  You can also enter a partial and it will bring up all the matches.
 +
 
 +
 
 +
'''Notes'''
 +
:1. If a student is has a special code of TRA, T9 will printout on the student's report card.
 +
 
 +
:2. When pulling up a student in Transcripts and they have the paperclip icon next to their name at the top, you can click on the paperclip to view documents in the [[Doc Archive]].
 +
 
 +
==Main==
 +
 
 +
[[File:transcriptworkmain2.png]]
 +
 
 +
===Column Headers===
 +
 
 +
'''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''' - School Year the 1st semester grade was earned; usually the fall of the school session BUT always use the end of the school year. Ex:  If the school year is 22/23, always enter 23 in this column.
 +
 
 +
'''P1''' - This should only be used when associating grades together for total credit.
 +
 
 +
'''R1''' - Check box to indicate that this grade record is to be replaced by a second instance of the course.  (check the lower grade when there is another higher grade to replace it)
 +
 
 +
'''S2n''' - 2nd semester numeric grade
 +
 
 +
'''S2a''' - 2nd semester alpha grade
 +
 
 +
'''S2yr''' - School Year the 2nd semester grade was earned; usually the spring of the school session BUT always use the end of the school year. Ex:  If the school year is 22/23, always enter 23 in this column.
 +
 
 +
'''P2''' - This should only be used when associating grades together for total credit.
 +
 
 +
'''R2''' - Check box to indicate that this grade record is to be replaced by a second instance of the course. (check the lower grade when there is another higher grade to replace it)
 +
 
 +
'''F1n''' - Final numeric grade.
 +
 
 +
'''F1a''' - Final alpha grade.
 +
 
 +
'''F1yr''' - Year the final grade was earned; usually the spring of the school session.
 +
 
 +
'''PF''' - This should only be used when associating grades together for total credit.
 +
 
 +
'''R3''' - Check box to indicate that this grade record is to be replaced by a second instance of the course.  (check the lower grade when there is another higher grade to replace it)
 +
 
 +
'''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. Now if the same course is listed twice, one labeled with a G and shaded in red, and one NOT labeled with a G and is white, then the [[Grades Closeout EOY]] has already been ran for the current school year. The user no longer needs to check "Show Current Year Grades" on the setup box.
 +
 
 +
'''C''' - Transcript record "changed" indicator.
 +
*The '''current''' year grade records will never show a "Y" in the column. These will change multiple times during the year, and it is not needed to show every change.
 +
*For the '''non current''' year grade records, a "Y" means that this record has had a change made to it since its original creation.
 +
*Click on the "Y" to see the details about the change such as User Name, Date, Time, Field, Previous data and New Data.
 +
*Also, per district request, an option can be set that will require the user who made the change, to enter a reason as to why the change was made. See  '''[[Enter Reason for Editing Transcript]]'''.
 +
 
 +
'''S-code''' - 6 digit state course code
 +
 
 +
'''Grade Source''': The 6 digit state site code and site name where student earned the grade. This is not where they are currently enrolled if they switched schools during the year.
 +
 
 +
If the credit was earned in another state, then a state site code should not be included.
 +
 
 +
In the grade source box, there is space limitations so the most recent grade source is listed first. Ex:  Final grade source listed first/ the 2nd semester grade source listed second/the 1st semester grade source listed last (if looking at the transcript at the end of the year).
 +
 
 +
'''PE''' -  This will indicate if there are possible errors with the courses.  Hover over the number to see a tool tip.
 +
 
 +
'''DS'''- A Y/N (yes/no) will show if this is a Distance Learning Course as indicated in the save box.
 +
 
 +
'''S''' - This is the save and it will display the save box explained below.
 +
 
 +
'''S1 CR/SS''' - Semester 1 grade indicator for credit recovery (CR) and summer school grades (SS).
 +
 
 +
'''S2 CR/SS''' - Semester 2 grade indicator for credit recovery (CR) and summer school grades (SS).
 +
 
 +
'''F1 CR/SS''' - Final grade indicator for credit recovery (CR) and summer school grades (SS).
 +
 
 +
'''Curr Year CR''' - Current year credit recovery. This is the credit for the selected year and the sum is displayed at the top.
 +
 
 +
===[[Definitions of Labels/Column Headers in the Save Window]]===
 +
 
 +
===[[Processes Available Through the "Action" Button at the Top Right]]===
 +
 
 +
===[[Additional Top Buttons on the Transcript Workstation]]===
 +
 
 +
==Bottom==
 +
 
 +
[[File:transbottom.png]]
 +
 
 +
'''Refresh''' - Click on refresh and all information will be updated.
 +
 
 +
'''Previous''' - Click this button to go to previous student.
 +
 
 +
'''Next''' - Click this button and to the next student.
 +
 
 +
'''Setup''' - Click to go back to the Setup box.
 +
 
 +
'''Find''' - Click to find student list.
 +
 
 +
'''Help''' - Click the '''Help''' button on the bottom of the page to view written instructions and/or videos.
 +
 
 +
'''[[Print Multiple]]''' - Here are the instructions to print multiple student transcripts.
 +
 
 +
'''[[Print Single]]''' - Here are the instructions to print a student's transcript.
 +
 
 +
 
 +
 
 +
 
 +
----
 +
[[Transcript Workstation|'''Transcript Workstation''' Main Page]]
 +
----
 +
[[Transcripts|'''Transcripts''' Main Page]]
 +
----
 +
[[WebPams|'''JCampus''' Main Page]]

Latest revision as of 10:09, 6 June 2024

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


NOTE: In order to use all aspects of this report you must have prior approval in User Management.

Menu Location

Transcripts > Entry > Transcript Workstation

Setup Option

Twsetup3.png

Year - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.

District - Default value is based on the user’s security settings. The user will be limited to their district only.

School - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code.

Grade - Leave blank or select all to include all grade levels. Otherwise, choose the desired grade level.

Transcript Type - Select College, Official or Custom.

Show Current Year Grades - This displays Semester/Final Grades from the current year but is only available after the first semester grades have been calculated. The whole row will be highlighted in red. After the Grades Closeout EOY has been run, uncheck this option on the set up box so it won't display "double" current year grades.

Find Only Active Students - Check for students that are currently enrolled for the school year selected.

Include SIS School - View SIS school assigned students routed back to setup school.

More Options - After making selections in each area, click OK to return to the setup box.

Basic Button Options

Grades Button Options

Printing Button Options

Official Button Options

Set Defaults

Selecting a Student

Find Button - Click on the Find button at the bottom of the screen to bring up the Find Box. Click on the name of the student to open the Transcript Workstation for the student.

Search Box - Use the Search box to the left of the Action button in the top-right corner of the window. Below are examples of what can be entered:

  1. LastName, FirstName: Enter the last name of the student followed by a comma and then the first name. If you just enter the last name the pick list will show all the students with that last name. The same is true for the first name.
  2. FirstName LastName: Enter the first name followed by the last name to select the student. As above, you can enter just the first name or just the last name.
  3. SA SID Enter the State Approved Student ID number to bring up the student. You can also enter a partial and it will bring up all the matches.
  4. Student ID: Enter the Student ID number and it will bring up the student. You can also enter a partial and it will bring up all the matches.


Notes

1. If a student is has a special code of TRA, T9 will printout on the student's report card.
2. When pulling up a student in Transcripts and they have the paperclip icon next to their name at the top, you can click on the paperclip to view documents in the Doc Archive.

Main

Transcriptworkmain2.png

Column Headers

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 - School Year the 1st semester grade was earned; usually the fall of the school session BUT always use the end of the school year. Ex: If the school year is 22/23, always enter 23 in this column.

P1 - This should only be used when associating grades together for total credit.

R1 - Check box to indicate that this grade record is to be replaced by a second instance of the course. (check the lower grade when there is another higher grade to replace it)

S2n - 2nd semester numeric grade

S2a - 2nd semester alpha grade

S2yr - School Year the 2nd semester grade was earned; usually the spring of the school session BUT always use the end of the school year. Ex: If the school year is 22/23, always enter 23 in this column.

P2 - This should only be used when associating grades together for total credit.

R2 - Check box to indicate that this grade record is to be replaced by a second instance of the course. (check the lower grade when there is another higher grade to replace it)

F1n - Final numeric grade.

F1a - Final alpha grade.

F1yr - Year the final grade was earned; usually the spring of the school session.

PF - This should only be used when associating grades together for total credit.

R3 - Check box to indicate that this grade record is to be replaced by a second instance of the course. (check the lower grade when there is another higher grade to replace it)

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. Now if the same course is listed twice, one labeled with a G and shaded in red, and one NOT labeled with a G and is white, then the Grades Closeout EOY has already been ran for the current school year. The user no longer needs to check "Show Current Year Grades" on the setup box.

C - Transcript record "changed" indicator.

  • The current year grade records will never show a "Y" in the column. These will change multiple times during the year, and it is not needed to show every change.
  • For the non current year grade records, a "Y" means that this record has had a change made to it since its original creation.
  • Click on the "Y" to see the details about the change such as User Name, Date, Time, Field, Previous data and New Data.
  • Also, per district request, an option can be set that will require the user who made the change, to enter a reason as to why the change was made. See Enter Reason for Editing Transcript.

S-code - 6 digit state course code

Grade Source: The 6 digit state site code and site name where student earned the grade. This is not where they are currently enrolled if they switched schools during the year.

If the credit was earned in another state, then a state site code should not be included.

In the grade source box, there is space limitations so the most recent grade source is listed first. Ex: Final grade source listed first/ the 2nd semester grade source listed second/the 1st semester grade source listed last (if looking at the transcript at the end of the year).

PE - This will indicate if there are possible errors with the courses. Hover over the number to see a tool tip.

DS- A Y/N (yes/no) will show if this is a Distance Learning Course as indicated in the save box.

S - This is the save and it will display the save box explained below.

S1 CR/SS - Semester 1 grade indicator for credit recovery (CR) and summer school grades (SS).

S2 CR/SS - Semester 2 grade indicator for credit recovery (CR) and summer school grades (SS).

F1 CR/SS - Final grade indicator for credit recovery (CR) and summer school grades (SS).

Curr Year CR - Current year credit recovery. This is the credit for the selected year and the sum is displayed at the top.

Definitions of Labels/Column Headers in the Save Window

Processes Available Through the "Action" Button at the Top Right

Additional Top Buttons on the Transcript Workstation

Bottom

Transbottom.png

Refresh - Click on refresh and all information will be updated.

Previous - Click this button to go to previous student.

Next - Click this button and to the next student.

Setup - Click to go back to the Setup box.

Find - Click to find student list.

Help - Click the Help button on the bottom of the page to view written instructions and/or videos.

Print Multiple - Here are the instructions to print multiple student transcripts.

Print Single - Here are the instructions to print a student's transcript.



Transcript Workstation Main Page

Transcripts Main Page

JCampus Main Page

Retrieved from EDgear Wiki