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Student Transcript Data

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

Student Transcript Data is published for each LEA that a student attends within the academic school year, even when the LEAs that the student attends are using the same PowerSchool server. Student Transcript views allow the latest school of enrollment to view the entire student transcript, including courses from different schools.

Note: Manual publishing is required ("Run Now"); automatic updating is not enabled for this category.

Academic Records

This view captures a detailed list of Academic Records successfully published to AzEDS in the StudentAcademicRecord entity within the Student Transcript interchange. The layout includes the School Name, Student Number, Student Name, and Grade Level, along with the Store Code, Store Code, SAIS Number, Last Publish Date, and the Publishing ID. The Store Code represents the most recent Term within the school year for which data is available for the student.

Note: Manual publishing is required ("Run Now"); automatic updating is not enabled for this resource.

StudentAcademicRecord

This educational entity represents the cumulative record of academic achievement for a student, and functions as the header record for the student CourseTranscript entity.

Primary PowerSchool Source Data

  • [StoredGrades]
  • [StandardsGrades]
  • [StuTchCrsConnection] / [VirtualTablesData]

Selection Criteria

Records are published if the following criteria are met:

  • The student has been published in the Student Parent interchange.
  • StudentUniqueId must be populated in PowerSchool.
  • The student must not be excluded from state reporting.
  • The school associated with the StoredGrades or StandardsGrades record must not be excluded from state reporting.
  • The student's enrolled school must not be excluded from state reporting.
  • As the StudentAcademicRecord serves as the header for one or more CourseTranscript records, there must be at least one StoredGrades or StandardsGrades record where the following criteria are met:
    • The StoredGrades record must not be excluded from transcripts.
    • The course must have a valid state course code.
    • The course must not be excluded from printing on transcripts ("Exclude On Report Cards/Transcripts').
    • The section associated with the StoredGrades or StandardsGrades record must not be excluded from state reporting.
    • If the StoredGrades SectionId is greater than 0, the record is the most recent for the section, student, and storecode based on DateStored.
    • The course, the course section, the section teacher, and the student's CC record must not be excluded from state reporting ("AZ_ExcludeSTC").
    • The StoreCode for the grade must = Y1, S1, or S2, or the StoreCode must match the value in the [StuTchCrsConnection] virtual table for AZ_STC_EOYGrade, AZ_STC_100DayGrade, or AZ_STC_40DayGrade.
  • Courses with Standards Grades are only supported for grade levels less than 9. In addition to the above criteria, the Standard Identifier "AZ_StandardID" must be populated in the corresponding CC, Section, or Course record.

Entity Output

  • A StudentAcademicRecord is published for each student who meets the required criteria, as long as the student has at least one StoredGrades or StandardGrades record that also meets the selection criteria.
  • The StudentAcademicRecord is published under the SchoolId of the student's current or most recent school of enrollment.
  • The CumulativeEarnedCredits complex type represents a rolling accumulation of credits where the total cumulative earned credits to date are summed.
  • The SessionEarnedCredits complex type sums the student's earned credits per session within the current school year only.
  • Only course credits earned in grades 9 or above are included in Cumulative and Session Earned Credits reporting.
  • The StudentAcademicRecord entity is dependent on the prior publishing of the following entities: Student and StudentSchoolAssociation.
  • LEAs and Schools may upload (publish) data to the ODS on demand ("Run Now" button).
  • Academic records are published for each LEA a student attends in a school year. If a student transfers to a new LEA within a school year, an academic record will be published for each LEA.

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

Data Element

Description

Data Type

Stored in [Table]Field

Required

CumulativeEarnedCredits

Cumulative earned credits for student's academic history.

R

/Credit

The cumulative number of credits an individual earns by completing courses or examinations during his or her enrollment in the current school as well as those credits transferred from schools in which the individual had been previously enrolled.

Decimal(9,2)

[StoredGrades]EarnedCrHrs

Sum through end of student's enrollment

R

SessionEarnedCredits

The number of credits a student earned in this session.

O

/Credit

The number of credits a student earned in this session.

Decimal(9,2)

[StoredGrades]EarnedCrHrs

Sum for enrollment during this session

R

StudentReference/StudentIdentity

StudentUniqueId - Identifies the student associated with the Student Academic Record.

Integer

[Students]State_StudentNumber

Derived from:

[StoredGrades]StudentID

[StandardsGrades]StudentID

M

EducationOrganizationReference/EducationOrganizationIdentity

EducationOrganizationId – The education organization that is associated with the Student Academic Record.

Integer

District: SchoolId downloaded from State

The student's current or most recent school of enrollment

Tuitioned-out schools:
The latest school of enrollment at the publishing school in which there is an Entity ID override set.
[S_AZ_STU_X]EntityID_Ovr or [S_AZ_REN_X]EntityID_Ovr or
[S_AZ_STU_CONENR_C]EntityID_Ovr

M

SchoolYear

SchoolYearType - The identifier for the school year.

Enumerated List

[StoredGrades]TermID

[StandardsGrades]YearID

M

Term

TermType - The term for the session during the school year.

Enumerated List

[StoredGrades]StoreCode

[StandardsGrades]StoreCode

  • Y1: Calculated.
    • Associated section's term type is reported.
  • S1: 'Fall Semester'
  • S2: 'Spring Semester'
  • T1: 'First Trimester'
  • T2: 'Second Trimester'
  • T3: 'Third Trimester'
  • Q1: 'First Quarter'
  • Q2: 'Second Quarter'
  • Q3: 'Third Quarter'
  • Q4: 'Fourth Quarter'
  • Default: 'MiniTerm'

M

NbrCommunityCollegeClassMeetHSReq

The number of community college classes taken to meet high school graduation requirements.

Integer

[AZ_CommunityCollege]AZ_CommunityCollegeClassCount

[VirtualTablesData]user_defined_numeric

R

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Transcript Courses

This view captures detailed list of Transcript Courses successfully published to AzEDS in the CourseTranscript entity within the Student Transcript interchange. This represents the official record of courses completed by each student within the current school year, along with the results for those courses. The layout includes the School Name, Student Number, Student Name, and Grade Level, along with the Store Code, Final Grade, Course Code, Section, Course Title, Teacher Name, SAIS Number, Last Publish Date, and the Publishing ID.

Note: Manual publishing is required ("Run Now"); automatic updating is not enabled for this resource.

CourseTranscript

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

Primary PowerSchool Source Data

  • [StoredGrades]
  • [StandardsGrades]
  • [Sections]
  • [CC]
  • [StuTchCrsConnection] / [VirtualTablesData]

Selection Criteria

Records are published if the following criteria are met:

  • The student has been published in the Student Parent interchange.
  • StudentUniqueId must be populated in PowerSchool.
  • The student must not be excluded from state reporting.
  • The school associated with the StoredGrades or StandardsGrades record must not be excluded from state reporting.
  • The StoredGrades record must not be excluded from transcripts.
  • The course must have been taken in the school year for the term selected in the PowerSchool UI.
  • The course must have a valid state course code.
  • The course must not be excluded from printing on transcripts ("Exclude On Report Cards/Transcripts")
  • For external courses taken outside the district, the Name of Institution and ExternalCourseCode must be populated.
  • The section associated with the StoredGrades or StandardsGrades record must not be excluded from state reporting.
  • If the StoredGrades SectionId is greater than 0, the record is the most recent for the section, student, and storecode based on DateStored.
  • The course, the course section, the section teacher, and the student's CC record must not be excluded from state reporting ("AZ_ExcludeSTC").
  • The StoreCode for the grade must = Y1, S1, or S2, or the StoreCode must match the value in the [StuTchCrsConnection] virtual table for AZ_STC_EOYGrade, AZ_STC_100DayGrade, or AZ_STC_40DayGrade.
  • Courses with Standards Grades are only supported for grade levels less than 9. In addition to the above criteria, the Standard Identifier "AZ_StandardID" must be populated in the corresponding CC, Section, or Course record.

Entity Output

  • A CourseTranscript record is published for each StoredGrades record or StandardsGrades record that meets the required criteria.
  • The Course Code and Education Organization reported in the CourseReference complex type is the State Course Code and the SEAId.
  • Courses taken outside the district appear within the ExternalCourse complex type with school reported in the NameofInstitution element.
  • For each course, a CourseAttemptResult is reported with possible values of 'Pass', 'Fail', 'Incomplete', or 'Withdrawn'.
  • For each course, EarnedCredits are reported; if no credit was earned or the grade level when taken is less than 9, a default of '0' is output.
  • The sum of all the Course Transcript Earned Credits per student should match the Student Academic Record's Session Earned Credits value for the year.
  • Where available, both the final letter grade and final numeric grade are published.
  • The CourseTrancript entity is dependent on the prior publishing of the following entities: Student, StudentSchoolAssociation, and StudentAcademicRecord.
  • Transcript records are published for each LEA a student attends in a school year. If a student transfers to a new LEA within a school year, an academic record will be published for each LEA.
  • LEAs and Schools may upload (publish) data to the ODS on demand ("Run Now" button).

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

Data Element

Description

Data Type

Stored in [Table]Field

Required

CourseAttemptResult

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

Enumerated List

Derived from:

[CC] AZ_ExitType

  • CF: 'Pass'
  • CN: 'Fail'
  • CP: 'Incomplete'
  • OE: 'Incomplete'
  • LS: 'Withdrawn'
  • SC: 'Withdrawn'

If AZ_ExitType is blank, calculated from:

StoredGrades:

[StoredGrades]PotentialCrHrs

[StoredGrades]EarnedCrHrs

[StoredGrades]Grade

[StoredGrades]Percent

[GradeScaleItem]CutoffPercentage

StandardsGrades:

[StandardsGrades]TransHighScore

[StandardsGrades]TransAverageScore

[StandardsGrades]AverageScore

[StandardsGrades]HighScore

[Prefs]STDFG Entry Type value for school

For both StoredGrades and StandardsGrades, [CC]TermId is used to determine withdrawn students.

M

AttemptedCredits

The number of credits a student attempted and could earn for successfully completing a given course.

O

/Credit

The number of credits attempted for a course.

Decimal(9,2)

[StoredGrades]PotentialCrHrs

'0' is published for all StandardsGrades records.

R

EarnedCredits

The number of credits a student earned for completing a given course.

R

/Credit

The number of credits awarded or earned for the course.

Decimal(9,2)

[StoredGrades]EarnedCrHrs

'0' is published for all StandardsGrades records, and for courses taken in grade levels less than 9.

R

GradeLevel

GradeLevelDescriptor - Student's grade level at time of course.

Descriptor

[StoredGrades]Grade_Level

[StandardsGrades]Grade_Level

R

FinalLetterGradeEarned

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

If FinalNumericGradeEarned is not provided, then FinalLetterGradeEarned is required.

Varchar(20)

[StoredGrades]Grade (alpha characters)

[StandardsGrades]TransHighScore

or

[StandardsGrades]AverageScore

Depending on [Prefs]STDFG Entry Type value for school (if alpha)

C

FinalNumericGradeEarned

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

If FinalLetterGradeEarned is not provided, then FinalNumericGradeEarned is required.

Integer

[StoredGrades]Percent

[StoredGrades]Grade (numeric characters)

[StandardsGrades]TransHighScore

[StandardsGrades]TransAverageScore

[StandardsGrades]AverageScore

or

[StandardsGrades] HighScore

Depending on [Prefs]STDFG Entry Type value for school (if numeric)

C

CourseReference/CourseIdentity

The course recorded in the Course transcript entry.

M

/CourseCode

The course being offered by the school. This is normally the CourseCode in the downloaded Course entity, usually the state CourseCode. Typically, if CourseCode does not match a CourseCode in the downloaded Course entity, it will result in an error and/or be prevented from publishing.

Varchar(60)

State course code in the downloaded Course entity

[Sections]AZ_CourseID

[Courses]Alt_Course_Number

M

/EducationOrganizationReference/EducationOrganizationIdentity

EducationOrganizationId – The Education Organization that defines the curriculum and courses offered - often the LEA or school. This organization identifier matches the EducationOrganizationId in the downloaded Course entity, usually the SEAId.

Integer

SEAId as downloaded from the state: '79275'

M

SchoolReference/SchoolIdentity

SchoolId - The School that provided the reported instruction.

Integer

SchoolId downloaded from State

Derived from:

[Sections]School Id

[StoredGrades]SchoolId

Tuitioned-out schools:
[S_AZ_STU_X]EntityID_Ovr or
[S_AZ_REN_X]EntityID_Ovr or
[S_AZ_STU_CONENR_C]EntityID_Ovr
Where the section enrollment begin date falls within the school enrollment date.

O

StudentAcademicRecordReference/StudentAcademicRecordIdentity

Link to the Student's academic record for a semester/school year.

M

/StudentReference/StudentIdentity

StudentUniqueId - Identifies the student associated with the Student Academic Record.

Integer

[Students]State_StudentNumber

Derived from:

[StoredGrades]StudentID

[StandardsGrades]StudentID

M

/EducationOrganizationReference/EducationOrganizationIdentity

EducationOrganizationId – The Education Organization associated with the Student Academic Record

Integer

SchoolId downloaded from State

The student's current or most recent school of enrollment.

Tuitioned-out schools:
The latest school of enrollment at the publishing school in which there is an Entity ID override set.
[S_AZ_STU_X]EntityID_Ovr or [S_AZ_REN_X]EntityID_Ovr or
[S_AZ_STU_CONENR_C]EntityID_Ovr

M

/SchoolYear

SchoolYearType - The identifier for the school year.

Enumerated List

[StoredGrades]TermID

[StandardsGrades]YearID

M

/Term

TermType - The term for the session during the school year.

Enumerated List

[StoredGrades]StoreCode

[StandardsGrades]StoreCode

  • Y1: 'Year Round'
  • S1: 'Fall Semester'
  • S2: 'Spring Semester'
  • T1: 'First Trimester'
  • T2: 'Second Trimester'
  • T3: 'Third Trimester'
  • Q1: 'First Quarter'
  • Q2: 'Second Quarter'
  • Q3: 'Third Quarter'
  • Q4: 'Fourth Quarter'
  • Default: 'MiniTerm'

M

CourseTitle

The descriptive name given to a course of study offered in a school or other institution or organization.

Varchar(60)

State Course Title in the downloaded Course entity.

R

LocalCourseCode

The local code assigned by the School that identifies the course offering provided for the instruction of students.

Varchar(60)

[Sections]Course_Number + '-' + [Sections]DCID

If [StoredGrades]SectionId = 0, then LocalCourseCode = [StoredGrades]Course_Number + '-' + '9999'

R

LocalCourseTitle

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

Varchar(60)

[Courses]Course_Name

R

ExternalCourse (0-many)

O

/NameOfInstitution

The name of the institution that provided the instruction.

Varchar(75)

[StoredGrades]SchoolName

R

/ExternalCourseCode

The course code from the institution that provided the instruction.

Varchar(60)

[StoredGrades]Course_Number

R

/ExternalCourseTitle

The course title from the institution that provided the instruction.

Varchar(60)

[StoredGrades]Course_Name

R

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