Overview

Video How-to

Transcript Workstation Overview video

These instructions provide an overview of the Transcript Workstation with the basic information for reviewing and/or editing student transcripts. Transcripts can be a mixture of historical records and current year grades. Only historical records can be edited via the transcript workstation.

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.

Setup Box

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. Use the following steps to create the Dual Enrollment Audit.
3. Login to WebPams.
4. Select Transcripts from the list of program areas on the left of the screen.
5. Select Transcript Workstation

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.

   NOTE: You can only view transcripts for students in grades 9-12.

3. Select the Transcript Type--College, Official, Custom.
4. Show Current Year Grades--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

   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 the grades in the course catalog 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.

6. Click OK to move to the next screen.

How to create a new transcript record for courses found in the Course Catalog

1. Click the Find button at the bottom of the screen and select the student name whose transcript needs to be edited.
2. Use the top blank line to enter the new record.
3. To use the Course Catalog do a single left mouse click in the course name field and a course list will appear.
4. Use the Search field to scroll quickly through the list of courses; or, use the vertical scroll bar at the right of the popup to scroll to the desired course.
5. After selecting the course from the list, it will appear in the top line of the transcript display along with the Group Number and the State Code.
6. If your transcript uses numeric grades enter the numeric value in the S1n field. The alpha grade will automatically appear based on the grading scale for your school/district.
7. If your transcript uses alpha grades skip the S1n field and enter the S1a for (alpha). There is no need to enter a numeric grade.
8. Click in the Year field and select the year earned using the spring date; i.e., a grade earned in session 1213 would have year 13.
9. Repeat the process for S2n and F1n.
10. Click the S cell (save cell) at the far right of the top line. If you selected a course from the courses file, click the Save button on the next window. If you did not select the course from the courses file, enter the credit values for S1, S2, and/or F1.
11. If the grade was earned at a different school, select the credit site for each of the credit value entries.
12. Click Save. The window will return to the workstation screen and the new entry will be found in the appropriate transcript group.

How to create a new transcript record for courses NOT found in the Course Catalog

1. Click the Find button at the bottom of the screen and select the student name whose transcript needs to be edited.
2. Use the top blank line to enter the new record.
3. Click in the GRP field on the top blank line. Select the appropriate group from the drop down list.
4. Click in the Course field. When the course list shows, close the list using the X at the top right.
5. The cursor will now be flashing the Course name field. Type the name of the course. Follow the remaining steps to complete the entry of this transcript record.
6. If your transcript uses numeric grades enter the numeric value in the S1n field. The alpha grade will automatically appear based on the grading scale for your school/district.
7. If your transcript uses alpha grades skip the S1n field and enter the S1a for (alpha). There is no need to enter a numeric grade.
8. Click in the Year field and select the year earned using the spring date; i.e., a grade earned in session 1213 would have year 13.
9. Repeat the process for S2n and F1n.
10. Click the S cell (save cell) at the far right of the top line. Enter the credit values for S1, S2, and/or F1.
11. If the grade was earned at a different school, select the credit site for each of the credit value entries.
12. Click Save. The window will return to the workstation screen and the new entry will be found in the appropriate transcript group.