Use this page to set up the summary and print layout for transcripts for your building.
There are two types of transcript views:
Transcript
Defines how transcript data is printed on transcripts and displayed on the Home Access Center Transcript page. This view is used to determine how data is generated in the transcript data warehouse.
Transcript Course Summary
Defines how transcript data displays on the transcript summary pages in eSchoolPlus and Teacher Access Center. Note that these pages display data directly from mark reporting records, not from the transcript data warehouse so these views do not affect how data is generated in the data warehouse.
In addition to defining how transcripts are printed or viewed, this setup also determines what values users can enter when adding a transfer course on the Transcript Courses page. To set up how information should be created for transfer courses, you must define a transcript view setup for the transfer building with View Type set to S - Transcript Course Summary and Group By set to Y-Yearly. Because the definitions of fields are different when you are setting up a transfer building, refer to Transcript View Setup for Transfer Course Entry for more information.
For documentation on using the Template Designer to edit a template, refer to the Template Designer.
If needed, enter criteria on the search page for a Simple or Advanced Search, and then click Load.
On the Search Results panel, click the view's link.
In the View Definition panel, click (Additional options), and then select Show Available Fields.
Click the browser's Back button to return to eSchoolPlus.
Fields
View Definition Panel
Field
Description
Building
Building that uses the transcript setup.
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 Type
Select the type of view for the setup.
Select:
T - Transcript - to define the layout for a printed transcript. S - Transcript Course Summary - to define the layout for the Transcript Summary page.
Group By
Select how courses should be grouped for the transcript.
Select:
T - By Term - to define a transcript layout that groups courses by semester or term. D - Department - to define a transcript layout that groups courses by course department. All courses assigned to the same department are grouped together. R - Report Card Run - to define a transcript layout that groups courses by report card run. S - Subject Area - to define a transcript layout that groups courses by subject area. All courses in the same subject area are grouped together. Y - Yearly - to define a transcript layout that groups courses by school year.
Note
The Group By option for the view determines how attempted and earned credits are totaled for a course. If the Group By field is set to Term or Report Card Run, the credit total for a course will be calculated based on the marking period credits (mr_stu_mp) for the appropriate marking periods. For all other Group By options, the credit total for a course will be the credit from the student course header (mr_stu_hdr).
Display Course Level
Checked if the transcript should include the level for courses as specified in the Master Schedule's Course Level field.
CEEB (College Entrance Examination Board) Number
Enter the CEEB number for the building to print on the transcript. Character/20
This field displays only if the view type is defined as T - Transcript.
Use Default Template
If checked, the default template is used and the field below is display only.
To alter the standard report template, clear this checkbox. Then download the default template and use the Template Editor to make changes to the template.
This field displays only if the view type is defined as T - Transcript.
Report Template
If you selected not to use the default template, specify the name of the template to use.
To edit the default template, download the Template Editor and the default template to your PC. Use the Template Editor to change the template. Make sure to save the template with a unique name.
To upload a template, click (Upload Records). Then, use the Upload Template File window to browse and select the file to upload. After the file is selected, click OK to upload the file to the eSchoolPlus server.
This field displays only if the view type is defined as T - Transcript.
Display Course Type
For Texas sites, check this box to display the course type value. For other sites, this field should be unchecked. If this box is checked, the value for District-Defined page 100 field 7 will display on the Transcript Courses Summary page.
This field displays only if the view type is defined as S - Transcript Course Summary.
Display Attempted Credit
Checked if you want to show the attempted credit for each course.
This field displays only if the view type is defined as S - Transcript Course Summary.
Display Earned Credit
Checked if you want to show the earned credit for each course.
This field displays only if the view type is defined as S - Transcript Course Summary.
Marks/Absences Panel
These fields specify the marks and absence information that should display in each course grouping. For example, if you group courses by Term and you have two terms, two sections display mark and absence information for each school year.
Only orders one through three are included on the standard transcript. If you need to include more than three columns for marks and absences, you must update the standard template.
If your district uses Cognos to report or analyze transcript grades, you can set up orders four through ten to store additional data in the transcript data warehouse. The values for these column orders are not printed on the standard transcript.
Field
Description
Order
Number indicating the order that the mark or absence type should be printed or displayed.
Title
Title to print above the column. Character/5
Type
Indicates if the column should display mark or absence information.
Select:
A - Absence - to display the value for an absence type. M - Mark - to display the value for a mark type.
Code
The type of mark or absence to display in the column. You can select from a list based on the selected Type.
Marking Periods
The marking period for which you want to display the value. For example, for report card run 1, you might display the value for marking period 1 and/or wheel 1.
You can select more than one marking period, but you can only select one marking period for a duration. For example, you can select to include M2 (for marking period 2) and W3 (for wheel 3), but you cannot display the mark for the MP mark for marking period 1 and marking period 2 in the same column. So if you wanted to display the MP mark for marking periods 1 and 2, you would need to set up two columns; one for each marking period.
Add Code
If there is another mark type that could be displayed in the column, click Add in the Add Code column. Then select the mark type code and marking periods to display. If the student does not have the first mark specified for the column, the Generate MR Data Warehouse then selects the mark specified in the second row.
Note
Only one mark type is printed in a column. Use the Add Code option to select another mark type only if courses do not receive all of the selected mark types. For example, use the Add Code option if you offer semesterized courses where courses receive either an SM1 mark or SM2 mark that you want to print in one column under the title SEM.
(Delete)
To delete a record, select the row's Delete checkbox, then click Save.
General Panel
This section is used to define general settings for the transcript. This panel displays only if the View Type is set to T - Transcript.
Field
Description
Building Types
Select the types of buildings from which course information should be printed. For example, if the transcript should include course information for the courses that the student took in middle school and high school, then select the building types for these buildings.
Select codes from the field's drop-down list, or click (asterisk) to select all codes, then remove any that do not apply.
Courses are associated with a building type in the Course Catalog and Master Schedule. The course's building type allows the district to control whether a middle school course should print on a high school transcript. For example, if some middle school courses should be printed on the high school transcript, these courses would be defined with the High School building type.
If a student takes a course that has a building type that does not match the transcript setup, the course will not be printed on the transcript. If no building type is defined for a course, it prints on transcripts regardless of what is selected in the Transcript View setup.
Student Address Type
Select the contact type for the contact whose address should be printed on the transcript.
Select:
C - Emergency Contact - to print the address for contacts identified as emergency contacts. G - Guardian - to print the address for contacts identified as guardians. O - Other Contact - to print the address for contacts identified as other contacts. M - Student Mailing Address - to print the address for the contact identified as the student mailing address. P - Student Physical Address - to print the address for the contact identified as the student physical address.
Print Building Information
Checked if you want to print the building address, phone, and principal information.
Print Student Data
Checked if you want to print student information in the heading area of the transcript. The student's guardian name, guardian's home phone number, gender, birthdate, grade, and graduation year are printed.
Print Total Credit
Checked if you want to print the sum of the earned credit for each group of courses.
Course Area GPA Type
Select the GPA type for the GPA to print at the end of a course group.
You can only select GPA types that are issued for the same period as the option selected in the Group By field. For example, if you are defining a transcript that groups courses by term, you can only display a GPA that is issued by term.
You cannot select a Course Area GPA Type if you are defining a setup that is grouped by subject area or department.
Print Class Rank
Checked if the student's class rank should print. The rank and class size will print next to the selected cumulative GPAs that print in the GPA/Rank section of the transcript.
Print Comments
Checked if you want to print transcript comments for students.
Print Activities
Checked if you want to print student activity information. The list of activity descriptions for a student is printed at the bottom of the report.
If you check the Print Activities box, information for up to 30 activities will be stored in the transcript data warehouse. In addition to storing the description of the activity, the data warehouse also stores the years (such as, 2016 or 2015 - 2016) that a student participated in the activity and a comma-delimited list of the activity comments (such as, President or Treasurer) for the student.
This information is not included on the default transcript template. To print these values, you must edit the default template and select to include the school year and/or comment fields.
Print Graduation Requirements
Checked if you want to print graduation requirement totals. The graduation requirements information that is available for each subject area included in the student's graduation requirement group is the code, description, credits required for the subject area, the student's attempted credit for the subject area, and the student's earned credit for the subject area.
This information is not included on the default transcript template. To print this data, you must edit the template and select the fields you want to display.
GPA/Rank Panel
This section is used to define the GPA/Rank information to print. This panel displays only if the View Type is set to T - Transcript.
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 for the GPA to print.
Print Title
Title to print for the GPA. Character/255
Rank
Checked if you want to print the class rank. The class rank and class size are printed.
Percentile
Checked if you want to print the rank as a percentile. The default template does not include this field. To print the value, you must edit the template and add the field.
This option only displays if at least one GPA type is defined to display as a percentile.
Decile
Checked if you want to print the rank as a decile. The default template does not include this field. To print the value, you must edit the template and add the field.
This option only displays if at least one GPA type is defined to display as a decile.
Quintile
Checked if you want to print the rank as a quintile. The default template does not include this field. To print the value, you must edit the template and add the field.
This option only displays if at least one GPA type is defined to display as a quintile.
Quartile
Checked if you want to print the rank as a quartile. The default template does not include this field. To print the value, you must edit the template and add the field.
This option only displays if at least one GPA type is defined to display as a quartile.
(Delete)
To delete a record, select the row's Delete checkbox, then click Save.
Attendance Setup Panel
The fields in this panel define the attendance totals to print on the report. These totals are based on the interval totals calculated for day total records. Use the Attendance View Setup (Administration > Attendance Setup > Setup > Attendance View Setup) and Attendance Intervals (Administration > Attendance Setup > Setup > Attendance Intervals) options to gather the information needed to specify the attendance totals to print.
The Attendance totals printed in the Attendance Records section of the transcript are cumulative; the totals are not provided by school year. The total is calculated by summing the student's attendance for all buildings where the building type matches the Transcript View Setup's building type. Totals will only include attendance for buildings where the student has records for the selected view, code, and interval type.
This panel displays only if the View Type is set to T - Transcript.
The order of the records affects the order that attendance is displayed. To change the order, click the tab to the left of the Attendance View field and drag and drop it to the desired location.
Field
Description
Attendance View
Select the attendance view to use for the totals that display on the transcript.
Print Title
The description to print for the attendance view. Character/255
Current Interval
The interval to include as current attendance on the transcript. For example, in marking period 3, this could be MP3.
Make sure this interval is included in the selected attendance view.
Sum By
Indicates whether sums should be based on an attendance code, state group, or district group for the selected attendance view.
Select:
C - Code - to select the attendance to include in the total based on an attendance code. D - District Group - to select the attendance to include in the total based on a district group. S - State Group - to select the attendance to include in the total based on a state group. Make sure the attendance intervals selected in the Current Interval and YTD Intervals fields are also defined to sum by the option you select for this field. Use the Attendance Intervals (Administration > Attendance Setup > Setup > Attendance Intervals) option to check how the intervals are defined.
Code/Group
The code or group that should be used when summing.
(Delete)
To delete a record, select the row's Delete checkbox, then click Save. The checkbox only displays for records that are not in use.
Test Score Setup Panel
This section is used to select the test scores to print on the transcript. You can select the test and subtest from which to print the score and the number of scores to print for each selected score. For each score printed, the transcript will display the score label, test date, and score. Scores will print left to right in the order that scores are listed in this panel.
If you print multiple score fields from the same test, level, and form, you can select to group the scores to print the test results together. When you group scores for a test, a heading will print above each group of scores indicating the test and test date for the scores. The label and value for the score fields selected for the test will be displayed in order left to right. All test records for the selected test will print in order by test date.
This panel displays only if the View Type is set to T - Transcript.
Field
Description
Test
Select the test for the score to print. To search for a test-level-form, click Search in the Form column.
Level
Select the test level for the score to print. To search for a test-level-form, click Search in the Form column.
Form
Select the form for the score to print. To search for a test-level-form, click Search in this column.
Group Test
Checked if you want to group score fields for the selected test-level-form. If you choose to group scores for a test-level-form, all scores you want to print for the test-level-form must be defined as part of the group.
When scores are grouped for a test, all test records for the student will print in order by test date. The Order and Number fields do not affect how the test group will print.
Add
Click Add to add another score to the group of score fields.
Subtest
The subtest for which you want to print a test score.
Score
The score field for the score you want to print from the selected subtest.
Label
Label to print next to the selected test score. If you do not group test scores, the label should indicate what test and score will print because the test name is not included on the transcript. Character/255
Order
Determines which scores will be printed if the student has more than one record for the subtest.
Highest - to order the scores by test score in descending order. If you select to print a limited number of results, then the highest scores will be printed. If a test score is defined as a character data type, then values are sorted as characters. An example of a character sort in order from highest to lowest would be: Z, A, 9, 4, 30, 3, 2, 10, 1. Initial - to order the scores by the test dates in chronological order. If you select to print a limited number of results, then the tests that the student took earlier will be printed. Lowest - to order the scores by test score in ascending order. If you select to print a limited number of results, then the lowest scores will be printed. If a test score is defined as a character data type, then values are sorted as characters. An example of a character sort in order from lowest to highest would be: 1, 10, 2, 3, 30, 4, 9, A, Z. Recent - to order the scores by the test date in reverse chronological order. If you select to print a limited number of results, then the tests that the student took most recently will be printed.
If you selected to group scores for a test-level-form, the value selected will not affect how the test groups print.
Number
The number of test results to print for the score.
If you selected to group scores for a test-level-form, the value selected will not affect how the test groups print.
Include Blank
Checked if you want to print the label and test date even if this score field is blank for the test.
(Delete)
To delete a record, select the row's Delete checkbox, then click Save.
Transcript Text Panel
This panel displays only if the View Type is set to T - Transcript.
Field
Description
Header Text
Free text to print at the top of the transcript. Character/255
Footer Text
Free text to print at the bottom of the transcript. Character/255
Immunizations Panel
This section is used to define the immunization information to print. You can select the types of vaccinations to include, specify their order, and define their descriptions. The transcript can include up to 10 immunization dates, an indicator as to whether the student had the related disease, and if applicable, an exemption code.
The order of the records affects the order that immunizations are displayed. To change the order, click the tab to the left of the Vaccination field and drag and drop it to the desired location.
This panel displays only if the View Type is set to T - Transcript.
Field
Description
Vaccination
Select the vaccination to print. Up to 20 immunizations may be selected.
Print Title
Enter the title or description to print for the vaccination selected. Character/255
(Delete)
To delete a record, select the row's Delete checkbox, then click Save.
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