Overview

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

Video

Transcript Workstation Overview video

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

Menu Location

On the left navigation panel, select Transcripts > Entry > Transcript Workstation.

Setup Option

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.

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 Archives.

Main

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 15/16, always enter 16 in this column.

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 15/16, always enter 16 in this column.

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

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

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 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.

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.

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

To find definitions of commonly used column headers, follow this link: Common Column Headers.

Enter Reason for Editing Transcript

User must enter a reason for changing a grade and then click on submit. This box will appear if you do not give a reason the grade was changed.

Click OK to continue to the Save Box.

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 grade indicator

CR - Credit recovery indicator; If the same course is repeated in the same school year, then the CR must be checked to indicate that is why it was repeated in the same school year. Not having it checked, for this situation, can cause STS errors. Checked CR boxes will provide information for the Recovery column in the Carnegie Units Earned report.

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 - Student Grade Level

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: Select to recalculate the student's GPA and produces two popups (Replaced Grades Included and Replaced Grades Skipped) with detail of grades and quality points used for GPA calculation.

• An S in the Honors column will display if the quality points for a course were inflated due to the state course code being a five point course code.
• If you don't get two pop up screens, then the GPA type is wrong in the initial set up box of Transcript Workstation.

9th Grade Entry - Currently, the 9th grade entry year will default to the first year a 9th grade course credit was earned by the student. You can also manually enter the 9th grade entry for a student. Use the first half of the year when entering this year. Ex: If the year is 15/16, then use 15. But remember, if the student earned high school credits in their 8th grade year and the course grade level in the Course Catalog is 9th grade or above, the entry year would reflect their 8th grade year since they took a 9th grade course in their 8th grade year. This also displays across the top of the printed transcript.

Rank Report - See GPA Ranking Report for detailed instructions.

Post Grades by Student - A list of grading period grades posted for the current year.

Student GPA - Choose to see all of the various GPA types and rank. The (I) means that if there is a replaced grade, then both replaced and original grade would be averaged in the GPA. The (R) would only include the replaced grade in the averaging of the GPA.

GPA Basic - 4.0 GPA (but will allow for the states 5.0 courses to be averaged in)

GPA HON/ADJ - Courses marked as Honors or weighted in the Course Catalog will be calculated using an inflated scale such as 5.0. All other courses for the student will calculate using a 4.0 scale.

GPA Raw - pure 4.0 GPA (but will NOT allow for the states 5.0 courses to be averaged in)

Note: If the GPA averages are all the same, then the student must not be in a Honors or state weighted course.

STS Audit - This option is designed to head off any potential errors and/or warnings prior to an STS build for a single student.

VEDS - Not available at this time.

Veds Data Collection - Not available at this time.

Doc Archive - IBC (Industry Based Certificate) - A list of vocational areas in which students get certification.

Additional Top Buttons on the Transcript Workstation

SPED: Select one of the button at the top of the workstation, a popup will appear for that tab. There is a print button located at the center bottom of each tab selected. This will allow the information to be printed.

Top of Transcript

Credits Pursued

Credits Earned

Year

9th Grade Entry

Grades

Path

Cohort Year

Current Year Credit

Grad Test - Show calculated value for "Passed all Parts Grad Test". This will display the Y/N/A/G/E flags. Popup window should allow the user to select blank, 1, 2, or 3. This if for grade 12 students only.

1 = Student has scored composite 17 or higher or needed subject area 17 or higher on ACT

2 = Jumpstart pathway and earned silver on workkeys

3 = TOPS or Jumpstart pathway and completed 20+ hours extended learning

All these codes will display in the Carnegie Units Earned report as well.

Diploma Endorsements

IBC

Career Options

Concentration

FAFSA

Bottom

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.

Printing a Single Student's Transcript

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 gray 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 Multiple Students' Transcripts

Printing transcripts for multiple students does not require a student transcript to be displayed on the screen.

In Transcript Workstation, 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.

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, Custom Codes, School sports, Team Codes, Counselor, and All students or Sped only, Non Sped, 504 only or Non 504.

• 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.

Select Order By: Last Name, Grade, Homeroom, Counselor, Advisor, and 1st Period Teacher.

NOTE: If Active Only is unchecked then the start and end dates of school instead of the 'As Of' date is used to call custom codes.

The As of Date: will allow the user to print only the students who active on the date selected.

Class: will allow the user to limit the print to the selected sections.

Show Remote: Shows students remotely scheduled to the school.

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. You can also use the Search box at the top to type in specific names of students.

Click OK to return to the setup box.

Click the Print button at the bottom of the setup box. A print preview will appear.

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.

Click the print button at the top.

Close the print preview.

To find the print instructions, follow this link:Standard Print Options.

NOTES

• The date the transcript was printed will display at the bottom of the printed transcript.
• When printing single or multi transcripts, it will print the student's State ID on the College, Official, and Custom.

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Transcript Workstation Main Page

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Transcripts Main Page

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JCampus Main Page