Transcript View Setup for Transfer Course Entry

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In addition to defining how transcripts are printed or viewed, the Transcript View Setup option also determines what marks, absence totals, and course data users can enter when adding a student's transfer course. Transfer courses are entered on the Transfer Courses Page which displays fields based on the transcript view setup for the summary type for the yearly group for the transfer building.

This topic describes the procedure to define a transcript view setup for the transfer building. It also provides field descriptions for the fields that are displayed when you set up a transcript view for a transfer building and select View For of S - Transcript Course Summary and Group By of Y-Yearly. The field descriptions that follow describe setting up a transfer building.

Questions to consider before setting up transfer course entry

Consider the following when determining the fields to include when entering transfer courses:

Should users be able to enter attempted and earned credit for transfer courses?
What marks should users be able to enter for transfer courses? The marks that are entered determine the GPA records that includes the course.
What attendance totals should users be able to enter for transfer courses?
What Master Schedule fields should be available when users add transfer courses?
What GPA types should be included for the transfer courses and which level table should default for the GPA?

Define Transcript View Setup for Transfer Course Entry

Select Administration > Mark Reporting Setup > View Setup > Transcript View Setup.
On the search page, click Add.
On the Transcript View Setup, select the following:
- Building - select the transfer building
- View Type - select S- Transcript Course Summary
- Group By - select Y - Yearly
In the View Definition panel, define whether credits can be entered when adding transfer courses.
In the Marks/Absences panel, select the mark types that can be entered for transfer courses.
In the Course Entry Setup panel, select any additional fields that users can enter for transfer courses.
In the GPA/Rank panel, set the defaults to use for GPA Types and Level when users add transfer courses.
Click Save.

Fields

For field descriptions related to defining a transcript view for printed transcripts or a summary view for non-transfer buildings, refer to Transcript View Setup Page.

View Definition Panel

Field	Description
Building	Transfer building that uses the transcript setup for transfer course entry.
Grade	Select the grade that uses this transcript view. To define a setup that is used as the view for multiple grades, select DF - Default. This setup will be used for students in grades for which no setup is defined.
View For	Select S - Transcript Course Summary. Defines the layout for the Transcript Courses Summary and Transfer Courses pages.
Group By	Select Y - Yearly to define a transcript layout that groups courses by school year.
Display Course Level	Checked if the Transcript Courses Summary page should include the level for courses as specified in the Course Level field of the Master Schedule. Note that this field controls what displays on the summary page. To allow users to enter the course level when they add transfer courses on the Transfer Courses page, you need to select to display the level on the Course Entry Setup panel.
Display Course Type	This field does not affect transfer course entry.
Display Attempted Credit	Checked to allow users to enter attempted credit for transfer courses. If you do not check this box, the attempted credit for transfer courses will be set to 0 and the override field will be checked when users add transfer courses on the Transfer Courses page.
Display Earned Credit	Checked to allow users to enter earned credit for transfer courses. If you do not check this box, the earned credit for transfer courses will be set to 0 and the override field will be checked when users add transfer courses on the Transfer Courses page.

Marks/Absences Panel

These fields specify the marks and absence information that can be entered on the Transfer Courses page.

Field	Description
Order	Number indicating the order that the mark or absence slot should be displayed.
Title	Title to display above the column. Character/5
Type	Indicates if the column should display mark or absence information. Select: M - Mark - to allow the user to enter a mark for a mark type. A - Absence - to allow the user to enter a course absence total for an absence type.
Code	The type of mark or absence to display in the column. You can select from a list based on the selected Type. Displaying Mark Types Issued Once Per Year If you select a mark type that is set up to be issued once per year, the Transfer Courses page will include a Course Ends field so the user adding a course can indicate when the course ended. For transfer courses that only have a mark issued once a year, the marking period that the course ends determines the GPA period that the course is included in. For example, if you have a GPA type that is calculated by semester based on a final mark, the last marking period of the course determines whether the course is included in semester 1 or semester 2. If the transcript view includes mark types that are associated with a marking period and mark types that are issued once per year, the Course Ends value is set based on the mark types that the user enters marks for. For example, if the transcript view was defined to display mark types as illustrated below and the user entered a mark for SEM1 and FIN, the Course Ends value will be set to M2.
Marking Periods	The marking period for which you want to store the value for the associated mark type or absence type. For example, for report card run 1, you might store the value for marking period 1 and/or wheel 1. If you selected a mark type that is set up to be issued once per year, this field is inaccessible.
Add Code	Do not use the Add Code option to add another mark type for a column.

Course Entry Setup Panel

These fields determine the additional course fields from the Master Schedule that users should be able to enter for transfer courses on the Transfer Courses page.

The order of the records affects the order that additional fields are displayed. To change the order, click the tab to the left of the Table field and drag and drop it to the desired location.

If you select GPA Types to display in the GPA/Rank panel, the GPA fields will display before the fields selected on the Course Entry Setup panel.

Field

Description

Table

Table from which you want to select the column to display. The list of tables includes:

Master Schedule. Select this table to include the Average ID, Course Level, or Department fields.
Master Schedule Subject Areas. Select this table to include subject area fields. The following fields are displayed when you select to show Master Schedule Subject Areas: Divide Credit, Subject Area, and Tags. You will not need to select a column if you select this table.
Course District-Defined Screens. Select the appropriate screen name for the screen from which you want to display a district-defined field.

Column

Column from the selected table that you want to display.

If you selected the Master Schedule table, you can select to include the Average ID, Course Level, or Department fields.

If you selected a district-defined screen, you can include any of the fields on the screen.

Default Value

Define a default value to use for all transfer courses, enter the value. You must enter a valid value for the selected column.

If users can select a course from the Course Catalog when adding a transfer course, the value entered in the Course Catalog record for the course will override the default value specified here.

GPA/Rank Panel

These fields are used to define the GPA types to display as additional information when transfer courses are added.

If you do not select to display a GPA type and users do not select the transfer course from the Course Catalog, then the GPA type will not be created when users add transfer courses and the courses will not be included in the GPA type.

If a user selects a transfer course from the Course Catalog, the Course Catalog GPA information overrides the values entered on this tab.

The order of the records affects the order that GPAs are displayed. To change the order, click the tab to the left of the GPA Type field and drag and drop it to the desired location.

Field

Description

GPA Type

Select the GPA type of the GPA to display.

Default Level

The level table to default for the associated GPA type.

To display a GPA type, but indicate that transfer courses should not be included in the GPA type by default, do not specify a level. The GPA type will display on the Transfer Courses page with the Include box (this field is unlabeled) unchecked.