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Transcripts

This category captures overall cumulative academic information and course transcript grades. The Transcripts category includes the following data views and resources:

Academic Records

This data view represents a detailed list of studentAcademicRecords successfully published to the ODS, and represents the cumulative record of academic achievement for a student, and functions as the header record for the student Transcript category. The published view layout provides the School Name, Student Number, Student Name, State Identifier, School Year, Grade Level, Store Code Term, Last Publish Date, Publishing ID, and Resource ID.

studentAcademicRecords

This resource represents the cumulative record of academic achievement for a student, and functions as the header record for the student's courseTranscript.

Primary PowerSchool Source Data

  • Students

Selection Criteria

Records are published if the following criteria are met:

  • The student must not be excluded from state reporting.
  • The student’s school of enrollment must not be excluded from state reporting.
  • The studentUniqueID must be populated in PowerSchool (Students.State_StudentNumber).
  • The student must have at least one final stored grade record for the term where the section associated with the stored grades is not excluded from state reporting and the stored grades record is not excluded from the transcript.

Resource Output

  • A separate studentAcademicRecord is published for each combination of student, school year, and term (derived from storecode).
  • The studentAcademicRecords resource is dependent on the prior publishing of Ed-Fi resources: students and studentSchoolAssociation.
  • LEAs and Schools may upload (publish) data to the Ed-Fi ODS manually through Publish All / Publish Missing or by scheduling a time to publish ("Schedule" button).

Note: Click Export to export the data collection results to an Excel spreadsheet.

Data Element

Description

Data Type

Stored in Table.Field

Req’d

educationOrganizationReference

A reference to the related educationOrganization resource.

R

/educationOrganizationID

The education organization associated with the studentAcademicRecord.

Integer

Derived from:

Prefs.Name=DistrictNumber
Prefs.Value

If subdistricts are configured (Prefs.Value = '1' where name = 'PSSR_SubDistrict'), then: CST_SubDistricts.Subdistrict_Number

R

schoolYearTypeReference

A reference to the related schoolYearType resource.

R

/schoolYear

The school year associated with the studentAcademicRecord.

Integer

Derived from:

YearId for term selected in the PowerSchool UI

R

studentReference

A reference to the related students resource.

R

/studentUniqueID

The student associated with the studentAcademicRecord.

String

Students.State_StudentNumber

R

classRanking

The academic rank of a student in relation to his or her graduating class.

O

/classRank

The academic rank of a student in relation to his or her graduating class (e.g., 1st, 2nd, 3rd).

Integer

Derived from the ClassRank table.

R

/totalNumberInClass

 

The total number of students in the student's graduating class.

Integer

Derived from the ClassRank table.

R

/percentageRanking

The academic rank of a student in relation to his or her graduating class (e.g., 1st, 2nd, 3rd).

Integer

Derived from the ClassRank table (classRank / totalNumberInClass) 

R

/classRankingDate

 

The total number of students in the student's graduating class.

DateTime

Derived from the ClassRank table.

R

Transcript Courses

This data view represents the final record of a student’s performance in their courses at the end of a semester or school year. The published view layout provides the School Name, Student Number, Student Name, State Identifier, Grade Level, Store Code Term, Final Letter Grade, Final Numeric Grade, Course Code, Section, Course Title, Teacher Name, Last Publish Date, Publishing ID, and Resource ID.

courseTranscripts

This resource represents the final record of a student's performance in their courses at the end of a semester or school year.

Primary PowerSchool Source Data

  • Students
  • Courses
  • StoredGrades

Selection Criteria

Records are published if the following criteria are met:

  • The student must not be excluded from state reporting.
  • The student’s school of enrollment must not be excluded from state reporting.
  • The section associated with the stored grades must not be excluded from state reporting.
  • The stored grades record must not be excluded from the transcript.
  • The studentUniqueID must be populated in PowerSchool (Students.State_StudentNumber).
  • The Store Code for the grade must be a final grade code for the course term.

Resource Output

  • A separate courseTranscripts record is published for each student and each course attempt with a stored grades record that meets the required criteria.
  • The courseTranscripts resource is dependent on the prior publishing of Ed-Fi resources: students, courses, and studentAcademicRecord.
  • LEAs and Schools may upload (publish) data to the Ed-Fi ODS manually through Publish All / Publish Missing or by scheduling a time to publish ("Schedule" button).

Note: Click Export to export the data collection results to an Excel spreadsheet.

Data Element

Description

Data Type

Stored in Table.Field

Req’d

courseReference

A reference to the related course resource.

R

/educationOrganizationID

The district associated with the course.

Integer

Derived from:

Prefs.Name=DistrictNumber
Prefs.Value

If subdistricts are configured (Prefs.Value = '1' where name = 'PSSR_SubDistrict'), then: CST_SubDistricts.Subdistrict_Number

R

/code

The actual code that identifies the organization of subject matter and related learning experiences provided for the instruction of students.

String

Courses.Course_Number

R

schoolReference

A reference to the related schools resource.

R

/schoolID

The school where the course was taught.

Integer

Derived from:

[Sections]SchoolID

Transfer Courses: StoredGrades.SchoolID

R

studentAcademicRecordReference

A reference to the related StudentAcademicRecord resource.

R

/studentUniqueID

The student associated with the studentAcademicRecord.

String

Students.State_StudentNumber

R

/educationOrganizationID

The education organization associated with the studentAcademicRecord.

Integer

Derived from:

Prefs.Name=DistrictNumber
Prefs.Value

If subdistricts are configured (Prefs.Value = '1' where name = 'PSSR_SubDistrict'), then: CST_SubDistricts.Subdistrict_Number

R

/schoolYear

The identifier for the school year.

Integer

Derived from:

YearId for term selected in the PowerSchool UI

R

/termDescriptor

The name of the term associated with the studentAcademicRecord, for example, First semester, Second semester, Year long, Summer school.

String

Derived from:

Terms.Portion

Terms.Abbreviation

StoredGrades.StoreCode

R

courseAttemptResultType

The result from the student's attempt to take the course, for example: Pass Fail Incomplete Withdrawn Expelled.

String

Derived from:

StoredGrades.EarnedCrHrs
StoredGrades.PotentialCrHrs
StoredGrades.Grade
StoredGrades.Percent
CC.SectionID
GradeScaleItem.Name
GradeScaleItem.GraduationCredit
GradeScaleItem.CutoffPercentage

R

attemptedCredits

The number of credits attempted for a course.

Number

When StoredGrades. is less than 7:

Published Value = '0'

Otherwise: StoredGrades.PotentialCrHrs

O

earnedCredits

The number of credits awarded or earned for the course.

Number

When StoredGrades.Grade_Level is less than 7:

Published Value = '0'

Otherwise: StoredGrades.EarnedCrHrs

R

whenTakenGradeLevelDescriptor

The student's grade level at time of course.

String

StoredGrades.Grade_Level

O

methodCreditEarnedType

The method the credits were earned, for example: Classroom, Examination, Transfer.

String

When StoredGrades.SectionID is equal to 0 and StoredGrades.StoreCode does not equal "SS" (Summer School):

Published Value = 'Transfer Credit'

Otherwise: Published Value = 'Classroom credit'

O

finalLetterGradeEarned

The final indicator of student performance in a class as submitted by the instructor.

String

StoredGrades.Grade

O

finalNumericGradeEarned

The final indicator of student performance in a class as submitted by the instructor.

Number

When StoredGrades.Percent is greater than 0: StoredGrades.Percent

or

When StoredGrades.Grade is blank:

Published Value = '0'

O

courseTitle

The descriptive name given to a course of study offered in a school or other institution or organization. In departmentalized classes at the elementary, secondary, and postsecondary levels (and for staff development activities), this refers to the name by which a course is identified (e.g., American History, English III). For elementary and other non-departmentalized classes, it refers to any portion of the instruction for which a grade or report is assigned (e.g., reading, composition, spelling, and language arts).

String

Courses.Course_Name

O

alternativeCourseTitle

The descriptive name given to a course of study offered in the school, if different from the CourseTitle.

String

Populated from the first valid value.

If StoredGrades.Course_Number does not equal [Sections]Course_Number (published course code): Courses.Course_Name
where Courses.Course_Number = StoredGrades.Course_Number

otherwise:

If StoredGrades.Course_Name does not equal [Sections]Course_Name: StoredGrades.Course_Name

O

alternativeCourseCode

The local code assigned by the school that identifies the course offering, the code from an external educational organization, or other alternate course code.

String

Populated from the first valid value.

If StoredGrades.Course_Number does not equal [Sections]Course_Number: StoredGrades.Course_Number 

otherwise:

Courses.Alt_Course_Number

O

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