About Transcripts

The following is a list of frequently asked questions about transcripts. Click a question to view its answer.

What must be done before information will display on the transcripts?

You must run Update Permanent Records before information will display on the transcripts.

What do you need to check if a student transcript does not display after you run Update Permanent Records?

Check to make sure the student is active.

What do you need to check if a class does not display on the transcripts or in permanent records?

Check the class and make sure it is active. On the class record, go to the Subject tab and
make sure Upgraded is not selected.

The check mark may be grayed out. If so, click in the box to make it available and then clear the check mark.

How can you display only the term you want on the Transcript?

Select Reports, Grades, Student Transcript, or Student Transcript Detail. Under
Available Terms, select the term you want and move it Selected Term.

What do you need to check if you preview the transcript and it displays a blank page?

Under the Additional tab, check to see if any information is in Graduation Date,
Overall Credits Earned, Overall GPA, or Overall Average. If the graduation date is under the Additional tab but not on the student’s record, no information will display.

Where should you check after you have run Update Permanent Records, but do not see a student term?

Select Tools, Options, then School Information and see if a Term Description is
entered.

When you go into Permanent Records and edit a term, for one class the box is not selected to display or calculate on transcripts. What must you do so it will display without editing each student’s record?

Select Classes, edit the class, and click the Subject tab. Then, select Include in
Transcript. You will need to refresh the class. To do so, click the Subject tab then Post
Grades. Then, click Refresh. Close Post Grades and Classes. Click Calculate Grades
and then Update Permanent Records.

What do you need to do if the Credit Earned displays for the year but needs to display for the semester?

Select Classes, and then edit the appropriate class. Click the Subject tab. Under *Earn
Credits Based On*, select Semester/Quarter. Click Post Grades, then Refresh. Click
Calculated Grades, then Update Permanent Records.

Under Permanent Records on the Transcript tab, where is the Transcript Summary information gathered from?

The Transcript Summary information is gathered from Transcript Detail Information.

Under Transcript Summary, is the class rank gathered from the system?

Yes.

What displays on the Transcript Summary?

The following displays on the Transcript Summary:

Graduation Date — This pulls from the student record.
Class Rank — This information is required.
Active Term — This pulls form School Information.
Overall Credits Earned — This is calculated from Permanent Records.
Overall Credits Taken — This is calculated from Permanent Records.
Overall GPA — This is calculated from Permanent Records.
Overall Average — This is calculated from Permanent Records.

What displays under Transcript Detail?

The following is calculated from the system and displays under Transcript Detail:

Term
Grade
Average
GPA
Credits Taken
Credits Earned
Transferred
Transferred From

What displays under Term Summary?

The following displays under Term Summary:

Term
Term Average
Term Credits Earned
Term Credits Taken
Grade Level
Term GPA
Transferred
Transferred from

What displays under Term Subject?

The following displays under Term Subject:

Class
Subject
Teacher
Credits Taken
Credits Earned
GPA
Average
Transferred (always manually entered)

This information is pulled when you update Permanent Records unless manually entered.

What displays under Subject Detail?

The following displays under Subject detail:

Class
Department
Course Number
GPA
Subject
Average
Letter Grade
Teacher
Credits Earned
Credits Taken
Semester/Quarter Grades
Transferred
Include in GPA
Calculate on Transcript
Use Credits to Weigh GPA
Use Credits to Weigh Average

What do you have to add in Permanent Records for a Transferred Student?

You must add the following information in Permanent Records for a Transferred Student:

Term
Grade Level
Transferred
Round Average
Round GPA
Class

For the system to calculate the average and GPA, enter the following information:

Credit Earned
Credit Taken
GPA
Average

The following information is added by default:

Include in GPA
Calculate on Transcript
Print on Transcript

The following information is optional:

Department
Course Name
Subject
Teacher
Letter Grade
Transferred

If it is a Semester/Grade Subject, you will need to add this information under Semester/Grade.