Troubleshooting Transcripts

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This topic describes solutions for potential issues with student transcripts.

Note

Refer to Set Environment for details on changing your environment.

Transcript is Missing Courses

No courses are printing for a term or report card run, but the student does have a GPA record for the ranking period.

Change your environment to the appropriate school year, and verify that the correct run and term are assigned to the Marking Period Weeks records on the Marking Periods page (Administration > Registration Setup > Calendars > Marking Periods). If the run and term information is incorrect, you cannot modify this information within the software. You must use SQL to correct the marking period week information. If you need assistance, contact the Help Desk.

All courses taken in a specific building are not being printed.

Verify that the correct building type has been associated with the courses for this building. The Transcript View Setup determines which building types to include on the transcript. Change your environment to the appropriate school year, and verify that the Master Schedule records for the courses in the building are assigned to a building type that is selected to be printed. If the courses are assigned to a building type that is not included, determine whether the building type for the course should be changed or whether this building type should also be included in the Transcript View Setup. Make the changes as needed. Then, run the Print Transcripts option with the Refresh Transcript Data Before Print checkbox selected.

Course is not printed on transcript that groups by subject area.

When you print a transcript that is grouped by subject area, only courses that are assigned to a subject area for the student are printed. Review the following:

1. Use the Graduation Requirements page to review the students progress for graduation requirements. Look for the course in the Courses panel. If so, skip to Step 4.
2. If the course is not listed, use the Transcript Summary to find the course. On the Mark Reporting Detail page, click 

   

    (Additional options) on the Course Information panel, and select Master Schedule Course Information. Review the subject areas assigned to the course.
   • If the correct subject area is assigned to the course, skip to Step 3.
   • If no subject area is assigned to the course and it is a prior year course, select the appropriate subject areas and save.
   • If no subject area is assigned to the course and it is a current year course, update the Course Catalog record for the course. When you run the Graduation Requirements calculation, the subject areas specified in the Course Catalog will be copied to the Master Schedule.
3. Run the Graduation Requirements calculation. Use the Graduation Requirements page to verify that the course is assigned to the subject area.
4. Then, run the Print Transcripts option with the Refresh Transcript Data Before Print checkbox selected.

Courses Displayed in Incorrect Area of Transcript

Courses are printing in the wrong course group.

Change your environment to the appropriate school year, and verify that the correct run and term are assigned to the Marking Period Weeks records on the Marking Periods page (Administration > Registration Setup > Calendars > Marking Periods). If the run and term information is incorrect, you cannot modify this information within the software. You must use SQL to correct the marking period week information. If you need assistance, contact the Help Desk.

Courses are printing under a group for the incorrect building.

If a student took courses in multiple buildings over a ranking period, courses for all buildings will be listed under the building name where the student has a GPA record for the ranking period. For example, if a building prints transcripts with courses grouped yearly, and the student completed semester 1 at Jefferson High and then transferred to Madison High for the remainder of the year, all courses will be printed under a course group for Madison High.

Transcript Includes Courses that It Should Not

Courses that should not appear on a transcript are printing.

If an unexpected course is printing on the transcript, change your environment to the appropriate school year, and review the Building Type assigned to the course in the Master Schedule's Mark Reporting and Attendance Information section. If there is no Building Type selected, the course will print on transcripts regardless of the building types selected in Transcript View setup. To exclude the course from printing, assign the Master Schedule record a building type that is not included in your transcript view.

Courses taken in a transfer building are printed multiple times.

Review the student's transfer records. Verify that the student's transfer building record includes the marking periods for when the student has marking period records for courses. For example, if the student's course record displayed on the Mark Reporting Detail page indicates that the student was active in the course in MP 2 and MP 4, the student's transfer record for the building must also indicate that the student was in the building MP 2 and MP 4. Typically, this issue is a result of a conversion or changes made using SQL.

To correct the issue, update the student's record for the transfer building to include the marking periods for which the courses are active.

Dropped courses are printed on the transcript.

The transcript print is designed to include dropped courses. If your building or district does not want to include dropped courses on transcripts, use criteria to exclude the courses with an RC Status of T (for teacher entry) and O (for office entry) when you build the transcript data warehouse.

Incorrect Mark Information is Printed

The mark printed is different from the mark stored for the student.

Verify whether the mark was changed after the last time that the data warehouse was printed. If so, run the Print Transcripts option, and select to generate the data warehouse.

If the mark was trailed from one course to another, run the Scheduling/RC Synchronization option. After you make changes to the marks for a trailed course, you have to synchronize information so that the mark can also be updated in the course to which marks were trailed.

State courses print the mark in the wrong semester column.

For sites that use course equivalencies to report state courses, the Course Equivalency Calculation option creates state course records based on the local course information for a student. When the state course records are built, records are created based on how the local course is linked in the Course Equivalency Definition. The mark for a local course is always included in the marking period represented by the number of the part of the course. It does not represent when the student actually took the course.

For example, a local math course could be taken in the second semester, but be assigned to the first part of the state course because it is in the Sequence 1 column in the Course Equivalency Definition. The local course's mark would then be listed as the state course's semester 1 mark even though the course was taken in semester 2.

Numeric marks are printing, but the building reports alpha marks on transcripts.

Change your environment to the appropriate year, and use the Level Table option to verify that the alpha values are correctly defined for each mark in the Print Values TRN column.

If you make changes to the Level Table, you need to generate the data warehouse when you print the transcript.

Earned Credit is Not Correct

Earned credit for a course is not correct.

If the earned credit value for a course is not correct, use the Mark Reporting Detail page to review credit information.

• • If the Attempted Credit is incorrect and should be changed for all students who took the course, change your environment to the appropriate school year, and update the Master Schedule record for the course-section. Then, run the Scheduling/RC Synchronization option to update the course records for students. Then, change your environment back to the current year.
    If the attempted credit change impacts the earned credit, run the Course Credit Calculation option to recalculate earned credits. Finally, run the Print Transcripts option with the Refresh Transcript Data Before Print checkbox selected.
  • If the Attempted Credit value is incorrect and should be changed for this student only, enter the appropriate credit amount and select the Ovr checkbox on the Mark Reporting Detail page. You may enter an Override Reason as well. If the attempted credit change impacts the earned credit, run the Course Credit Calculation option to recalculate earned credits. Finally, run the Print Transcripts option with the Refresh Transcript Data Before Print checkbox selected.
  • If the Earned Credit value is incorrect and the Course Credit Calculation option was run, verify that the course received a mark for the for the mark type on which credit is assigned based on the Course Credit Setup.
  • If the Earned Credit value is incorrect, the Course Credit Calculation option was run for this report card run, and the student did get a mark for one of the mark types included in the Course Credit Setup, verify that the mark is a passing mark in the Level Table. If the mark is not a passing mark, the student will not earn credit for either the entire course or the part of the course the student failed based on how you assign credits.
  • If the Earned Credit value is incorrect because the student did not receive a passing mark for one of the report card runs and your building allows students who failed a semester to earn credit if they have an overall passing average for the course, verify that the Mark Averages Calculation was run to calculate mark for the mark type that stores the overall average prior to running the Course Credit Calculation.

Transcript's Attendance Totals Are Not Correct

Absence totals do not reflect absences by year.

The standard transcript prints a cumulative absence total for a student. The report was not designed to include a total by year.