CHAPTER 16 – TRANSCRIPTS   

                                                                                                                               Revision Date 4/11/03

 

STUDENT TRANSCRIPT

 

Student transcripts are created through SIS using R702, transcript formatter. The transcript contains six main areas, which must be addressed or considered prior to printing. Those six areas include Demographic Information, Attendance Information, College Entrance Exam Scores, Proficiency Scores, Course Information, and Course Summary Information.

 

DEMOGRAPHIC INFORMATION

 

The top of the transcript includes school and student demographic information. The school name and address are pulled from the SCHL screen. If you need any changes made to this information, give us a call at the office, or send an email message. Student demographic information comes from the STUD screen. The graduation and withdrawal dates will remain blank until the student actually graduates or withdraws from your building.

 

ATTENDANCE INFORMATION

 

The transcript formatter pulls days absent and times tardy from the ABHI screen. If your attendance information on ABHI for previous years is incomplete, you will need to enter this by hand. For example, a high school started using the SIS software in the 92/93 school year. A senior in this example would have up-to-date attendance for school years 92/93 and 93/94. However, attendance for the school years 00/01 and 99/00 would be missing.

 

P310 - School Calendar

To print days present, you must have P310 calendars defined for previous years. Go to P310 in Add mode and enter the missing school year and calendar 1. Enter a line for each month with an X under each day that school was in session. Under the actual and estimated columns at the end of the line, enter the total days for that month. See Example 16-1.

Example 16-1 P310 - School Calendar

 

The transcript formatter pulls days absent and times tardy from the ABHI screen. Normally, attendance information is moved from the ABSE screen to the ABHI screen once each grading period via B115. This gives separate totals on the report card for each grading period. When entering ABHI information for previous years, you can make just one entry each for absences and times tardy for the year. The transcript formatter prints total absences and times tardy for the year, not by grading period.

 

To add in the absence history records for previous years, enter the appropriate school year, term 1 and reporting period 1. Use Type 'A' for absences. Under the Full Day column, enter the number of full day absences. In the Half Day column, enter the number of half-day absences. When entering absences, the Number column should be 0. The Date and By columns will fill in automatically for you. Use Type 'T' for times tardy. The Full Day and Half Day columns should be 0. Enter the number of times tardy in the Number column. If a student had zero absences for the entire school year, you do not need to enter a record for type 'A'. Likewise, if a student was not tardy during the year, you do not need to make an entry for Type 'T'.

 

As an example, Joe Cool had the following absences and times tardy.

 

99/00 First 9 weeks              ->       Absent 0        Tardy 0

99/00 Second 9 weeks         ->       Absent 0        Tardy 1

99/00 Third 9 weeks            ->       Absent 1        Tardy 0

99/00 Fourth 9 weeks          ->       Absent 1        Tardy 0

00/01 First 9 weeks             ->        Absent 4        Tardy 1

00/01 Second 9 weeks         ->       Absent 0        Tardy 0

00/01 Third 9 weeks            ->       Absent 1.5     Tardy 0

00/01 Fourth 9 weeks          ->       Absent 3        Tardy 4

 

Those absences and times tardy would be entered on ABHI as follows.

 

 

COLLEGE ENTRANCE EXAM SCORES

 

These scores include the ACT, SAT, and ACHIEVEMENT tests. They can be entered on the computer using MISC subscreens and then will be printed on the transcript automatically for you. Update these scores as often as you receive new results for the students. If a student retakes the test and you would prefer to print the complete results for both tests on the transcript, please call. We can add additional MISC subscreens to store this information and change the layout of the transcript.

 

 

MISC Subscreen – Optional for Test Scores

 

The following MISC subscreens have been set up in all buildings for entering SAT, ACT and Achievement Test Scores.

 

*    MISC Subscreen 32 – SAT & TSWE scores

*    MISC Subscreen 33 – Achievement Test Scores

*    MISC Subscreen 34 – ACT Scores

*    MISC Subscreen 35 – 2nd ACT Attempt

*    MISC Subscreen 36 – 3rd ACT Attempt

*    MISC Subscreen 37 – 4th ACT Attempt

*    MISC Subscreen 38 – SAT Scores

*    MISC Subscreen 39 – 2nd SAT Attempt

*    MISC Subscreen 40 – 3rd SAT Attempt

*    MISC Subscreen 41 – 4th SAT Attempt

*    MISC Subscreen 42 – 5th SAT Attempt

*    MISC Subscreen 43 – 6th SAT Attempt

*    MISC Subscreen 44 – 7th SAT Attempt

*    MISC Subscreen 45 – 2nd Achievement Test Scores

*    MISC Subscreen 46 – 3rd Achievement Test Scores

 

 

Go to the MISC screen in Add mode. Enter subscreen #: and the Student ID followed by the test scores as shown in Example 16-2.

 

Example 16-2 MISC Subscreen 32 - Student Miscellaneous Demographic Data

 

Go to the MISC screen in Add mode. Enter subscreen #33 and the Student ID followed by the test scores as shown in example Example 16-3.

 

Example 16-3 MISC subscreen 33 - Achievement Test scores

 

 

ACT scores - MISC Subscreen 34

 

Go to the MISC screen in Add mode. Enter subscreen #34 and the Student ID followed by the test scores as shown in example Example 16-4.

 

Example 16-4 MISC subscreen 34 & 35- ACT scores

 

 

 

Proficiency Data and Transcripts

 

Ohio Law requires that the date a student passed each part of the 9th Grade Proficiency test be printed on the student's transcript.

 

The formatters can be set up to select only PASSED attempts for the Ninth Grade Proficiency. By doing so, only passed attempts will be identified for the Ninth Grade Proficieny. Once the results are loaded in SIS, the student transcript can be produced using the R702.

 

Example 16-8 PROH - Proficiency Header

 

 

 

 

 

 

COURSE INFORMATION

 

Course information on the transcript is made up of three different sections, COURSE HISTORY, CURRENT COURSES, and COURSE REQUESTS. COURSE HISTORY information comes from COHI. CURRENT COURSES are pulled from the CLIS file. COURSE REQUESTS come from the REQU file. Course requests in the 1st semester would include any term 2 only courses. Course requests in the 2nd semester could include those courses a student has requested for the upcoming school year.

 

Course History (COHI) records are created via B118. B118 moves your CLIS records to COHI. For those years prior to using SIS and B118, and for students new to the district, you will need to hand enter the COHI records. Having complete COHI records will allow you to calculate cumulative GPA and print transcripts for your students.

 

COURSE SUMMARY INFORMATION

 

Course summary information on the bottom of the transcript will include cumulative GPA, student rank in class, credits attempted and earned and possibly points. Cumulative GPA and student rank in class come from the RANK screen. Credits attempted and earned along with points are totaled up in the transcript program based on the courses that print.

 

Once you have entered your students COHI records, you will need to update their cumulative GPA and rank in class on the RANK screen by running batch job B117.

 

After course history is up-to-date through the previous school year, you will run B118 at the end of each year to update COHI. Depending on your situation, you may need to process B118 at the end of the first semester as well.  See B118/B117 documentation for detailed information concerning running B117 and B118.

 

TRANSCRIPT FORMATTER

 

R702 is the program that actually creates the student transcript for you based on all the previous information that you have entered.

 

P725/Absence History Information

 

Was P725 updated properly after the last report card run? This is part of the report card checklist. To update P725 now, you need to go to the P725 screen in change mode. Choose the line that says $ABHI_CURRENT_YEAR. Press return until you are in that column. Type the entire keyword over EXACTLY the way it appears, except enter the appropriate dates. The start date should be the first day of school. The end date should be the last day of the previous grading period. See example 16-9 below.

 

Example 16-9 P725 - Transcript Formatter Absence History Information

 

P175/Control Parameter for R702

 

This screen defines any data flags that you want excluded as well as omitting courses with specified marks. This parameter only needs to be setup once unless you want to make changes. Normally, P175 is set up as in Example 16-10.

 

Example 16-10 P175 - Control Parameters for R702

 

P149/Student ID Report Table

 

If you would like to run a transcript for only a select number of students, setup P149. See Example 16-11. You may have up to 99 different versions of P149 defined. Before adding students to one of those version, Display that version number to make sure you aren't already using it for another group of students.

 

You may want to choose one P149 version and use it only for transcripts. When submitting R702, enter Clear P149 with 'Y'. This way that version of P149 will be cleared after creating that set of transcripts and should be empty and available when you want to use it again.

 

Example 16-11 P149 - Student ID Report Table

 

 

Submit R702

 

Example 16-12 is a sample-requesting screen for R702 followed by an explanation of the prompts.

 

Example 16-12 R702 - Student Transcript Formatter

 

 

*    Grade: Enter a grade range to indicate the grades to be included on the transcript. This would be the current grade of the student on STUD. Leave this range blank to include all students regardless of grade.

 

*    School Year: Enter the current school year or leave blank.

 

*    Status: Enter a status code to indicate the student's status.

 

*    P115 External or System Status: Enter E if the status code entered above is an external code. Enter S if it is a system status code.

 

*    COHI School Year: Enter a school year range to indicate the year(s) course history information is to be processed for.

 

*    CLIS School Year: Enter a school year range to indicate the year class list information is to be processed for. After CLIS has been moved to COHI at the end of the school year, current courses will be listed in both places on the transcript. To eliminate the set of courses printing under CURRENT COURSES (from CLIS), enter the upcoming school year in the from and to fields instead of the school year just completed. Do not leave blank intending for none to print.  The Default is to print the Current Year.  To not have any CLIS records print, enter next year’s school year, so that it looks but doesn’t find any records.

 

*    REQU School Year: Enter a school year range to indicate the year(s) request information is to be processed for.

 

*    Sequence Control: Enter the sort order.

 

*    Density: Enter H for High density.

 

*    Spacing: 1

 

*    Copies: 1

 

*    Printer: Enter your printer code.

 

*    Save: Y

 

*    Format Number: Enter the appropriate format number for your building. Your format number is:

 

                  _______________________________

 

 

*    P175 Version No: Enter the P175 version you defined. Normally version 1.

 

*    Print Student or Parent Labels: Enter S to print the student's name and address from STUD. Enter P to print the parent name and address from PADR. You will need 2-wide labels. Leave blank if you do not need student or parent address labels.

 

*    Report Flag: Leave blank by pressing delete.

 

*    P149 Version: Enter the P149 version number on which you have defined the students.

 

*    Clear P149: Enter Y to delete those student ID's off of P149 after the program runs. Enter N to keep those student ID's on that version of P149 for possible later use.

 

Print

 

Print transcript from PM (Printer Management) at 16.5 cpi (horizontal pitch) and 8 lpi (vertical pitch), check for accuracy and sign.

 

See following examples for a complete sample transcript.