e-Transcript PDF Verification Report | PowerSchool SIS Compliance

Introduction

This report produces a PDF file containing information on a student's academic performance, testing performance, immunization information, and student achievements for e-transcripts. This report can be used to verify if all student information is correctly entered and to locate missing data before running the e-Transcript PDF Verification Report.

Only one student can be present in the PDF file for submission. Run the report for a single student only.

Selection Criteria

Selection criteria determine which database records are used in the report. Refer to the selection criteria for analysis when the report does not return the correct records.

The report selects records based on the following criteria:

Student Criteria

Student must be enrolled on the Snapshot Date
Student must be included in State Reporting.
Fields on the students' Transcript tab are used for this report.
You may exclude students' Test Results from the e-Transcript (the test will not be included unless the Test Code and Sub Test Code fields are populated.
Students' Immunizations are excluded if the Exclude Immunizations From e-Transcript field is set to Yes on the students' Transcript tab.

Historical/Stored Grade Criteria

Start Page, District Setup, Schools/School Info

Grades are only extracted from schools that have Include Stored Grades from this School in e-Transcript set to True.

You can force a grade to be included from a school that is not included by setting the Include in e-Transcript field to True on the Stored Grade.

Stored Grades are included if the Display On Transcript flag is set to Yes, unless the Exclude from e-Transcript is set to True.
Stored Grades where Display On Transcript is set to No can be included by setting the Include in e-Transcript flag to True.
State Fields on the students' Historical Grades page are used for the e-Transcript.

Course Criteria

Start Page, School Setup, Courses

State fields on the Courses page are used for the e-Transcript.

Years & Terms Criteria

Start Page, School Setup, Years & Terms, Term Setup, Edit Term

Course length is determined by the sections' term portion ([Term]Portion). PowerSchool attempts to automatically convert term portions: Full Year = FullYear, 1/2 = Semester, 1/3 = Trimester, 1/4 = Quarter, 1/5 = Quinmester.
For schools in the district that need to report grades for a full-year course so that it is apparent that the grades are from different semesters. For setup information, visit District Setup and search for Reporting Year-Long Class Grades as Semester Grades .

GPA

Start Page, District Setup, GPA Settings, GPA Calculation Methods, GPA Calculation Method

GPA Method(s) can be hidden in runtime parameter GPA Methods selection box by setting the Exclude from e-Transcript field to True on the GPA Calculation Methods page.
GPA can be excluded on a per student basis by setting the "Exclude GPA & Class Rank Fields" field to True on the students Transcript tab.
GPA can also be excluded for each report execution by choosing (Exclude GPA & Class Rank) in the runtime parameter GPA Methods selection box.

Class Rank Criteria

Start Page, School Setup, Class Rank Settings

The Class Rank with the same GPA Method as selected for GPA will be extracted, unless Class Rank is excluded.
Class Ranks need to be up-to-date using the Class Rank Recalculation Frequency.
Class Rank can be excluded on a per student basis by setting the "Exclude Class Rank Fields" field to True on the students Transcript tab, or by selecting Exclude Class Rank = Yes for the report parameter.
Class Rank can also be excluded for each report execution by choosing Exclude Class Rank = Yes for the report parameter.

Immunization Criteria

Start Page, District Setup, Health (Immunizations) (Must be in District Office mode to modify Immunization Mapping)

If custom fields are used to house students' Immunization Dates, the entries from the Immunization Mappings will be extracted.
If the Health Module is used, vaccinations where the State Report Code is populated will be extracted.

Tests Criteria

Start Page, District Setup, Test

Only Tests with the Test Code field populated will be extracted.
Only Test Scores with the Sub Test Code field populated will extract.
Only student Tests Results with Grade Level 9 and above will extract.
Students' tests can be excluded from the e-Transcript on the students' Test Results page.
The Number field will be reported for each valid student test score.

You may exclude students' Test Results from the e-Transcript (the test will not be included unless the test's Test Code and test score's Sub Test Code fields are populated).

Report Input

For help with file navigation and generation, see e-Transcript PDF Verification Report.

This report cannot be run from District Office.

Field	Description
Current Selection Students	Indicate which students to include in the report by selecting one of the following options: The selected [number] students only - Run the report for students in the current selection. All students - Run the report for all students in the current school or district that meet the selection criteria. If running the report for a single student, or group of students, select the records prior to running the report.
School of Students Enrollment	Select the school of enrollment.
Report Start Date	Enter the start date of the student's enrollment for the period that you wish to run the e-Transcript for. If multiple enrollments exist for the time period, it'll pull the student's most recent enrollment.
Report End Date	Enter the end date of the student's enrollment for the period that you wish to run the e-Transcript for.
Exclude Work-In-Progress Courses	Select whether to exclude in progress courses.
GPA Method used to display GPA & Class Rank	Select the GPA to be extracted on the eTranscript. The GPAs listed here are derived from District Setup, GPA Settings, GPA Calculation Methods
Exclude Class Rank	Class rank fields will be excluded for all students in the selected set.
Exclude Grades with 0 Potential Credit Hours	Exclude grades on the transcript with a value of 0 for potential credit
Filter Grades using Final Grade Mappings	Using the final grade mappings from the district level to identify which final grades will be included on the transcript. For further information, see Mapping Final Grades.
Receiving Institution ATP Code	Enter receiving institution's ATP Code (optional).
Receiving Institution Name	Enter receiving Institution's name (optional).
Include Immunization Data	Select Enabled to include immunization data to the report ouput. This field is not selected by default.
Include Total SAT score	Select to include the Total SAT score. This is not selected by default.

Report Output - PDF File

Each of the fields displayed in the output of the report are described below. See e-Transcript PDF Verification Report for a definition of each column in the table.

Unless the Exclude Work-In-Progress Courses box has been selected, the file reports all classes for which the student is scheduled within the Report Start and End dates, even if the student has not yet started those classes.

Data Element	Description	Data Type	Length	[Table]Field name	Required
Student
Student Name	Student’s legal name.	Alpha-numeric	35	[StudentCoreFields]PSCore_Legal_First_Name or [Students]First_Name + [StudentCoreFields]PSCore_Legal_Middle_Name or [Students]Middle_Name + [StudentCoreFields]PSCore_Legal_Last_Name or [Students]Last_Name	Req
State ID	State assigned unique student identifier.	Alpha-numeric	10	[Students]State_StudentNumber	Req
Grade Level	Student’s grade level.	Enumeration	30	[S_IN_STU_X]Grade_Level_Code or [Students]Grade_Level	Req
Birth Date	Student date of birth.	Date	10	[Students]DOB	Req
Gender	Student’s gender. Valid values: Male Female Unreported	Enumeration	10	[Students]Gender	Req
Phone	Student home phone number with punctuation stripped before output.	Alpha-numeric	11	[Students]Home_Phone	Req
Parent/Guardian	Highest-priority Father, Mother, or Guardian contact name shown as LastName, FirstName when present.	Alpha-numeric	500	[Person]LastName + [Person]FirstName via [StudentContactAssoc]PersonId ordered by [StudentContactAssoc]ContactPriorityOrder, filtered by [CodeSet]Code in Father/Mother/Guardian	Conditional
Student Address
Street Address	Student’s street address.	Alpha-numeric	40	[Students]Street	Req
City	The city where the student resides.	Alpha-numeric	30	[Students]City	Req
State	The state where the student resides	Enumeration	100	[Students]State	Req
Postal Code	Student ZIP Code.	Alpha-numeric	17	[Students]Zip	Req
Student Enrollment & Academic Information
Grad Date	Graduation date shown in “Grad Date (Year)”.	Date	10	[S_IN_STU_X]Graduation_Date	Req
Graduation Year	Graduation year shown in parentheses in “Grad Date (Year)”.	Date (Year)	4	[S_IN_STU_X]Cohort_Graduation_Year or [Students]Graduation_Year	Req
School Entry Date	Student entry date into the school. If the standard entry date is the default placeholder date, the earliest enrollment entry date is used.	Date	10	[Students]SchoolEntryDate or derived earliest [PSSR_Enrollment]EntryDate for the same school	Recc
School Exit Date	Student exit date, using graduation date when present, otherwise exit date.	Date	10	[S_IN_STU_X]Graduation_Date or [PSSR_Enrollment]ExitDate	Recc
Diploma Level	Diploma level shown on the PDF.	Enumeration	30	[S_IN_STU_X]Diploma_Level	Req
Diploma Type
Diploma Type	Diploma title / award title displayed in the Diploma Type block.	Alpha-numeric	400	[S_IN_STU_X]Diploma_Type	Req
Academic Honors
Academic Honors	Academic honors value displayed in the Academic Honors block.	Alpha-numeric	30 current query width	[S_IN_STU_X]Academic_Honors	Req
School Address
School Name	Name of the sending school.	Alpha-numeric	60	[Schools]Name	Recc
Street Address	Sending school street address.	Alpha-numeric	40	[Schools]SchoolAddress	Recc
City	Sending school city.	Alpha-numeric	30	[Schools]SchoolCity	Recc
State	Sending school state.	Alpha-numeric	2	[Schools]SchoolState	Recc
Postal Code	Sending school ZIP / postal code.	Alpha-numeric	17	[Schools]SchoolZip	Recc
School Info
Phone	Sending school phone number with punctuation stripped before output.	Alpha-numeric	11	[Schools]SchoolPhone	Req
State School ID	State-assigned school identifier shown as “State School ID”.	Alpha-numeric	60	[S_IN_SCH_X]SchoolNumberPrefix or [Schools]Alternate_School_Number or [Schools]School_Number	Req
CEEB ACT Code	School CEEB/ACT code.	Alpha-numeric	6	[S_IN_SCH_X]CEEB_ACT_Code	Req
Assigning Agency	Agency assigning the student identifier. This is a student-level value displayed in the School Info block.	Enumerated List	30	[S_IN_STU_X]Assigning_Agency	Req
ATP Code	Receiving institution ATP code from report input.	Alpha-numeric	6	Report parameter Receiving Institution ATP Code	Opt
Institution Name	Receiving institution name from report input.	Alpha-numeric	60	Report parameter Receiving Institution Name	Opt
Per-Term/Course Block
In Progress Courses Banner	Banner displayed only when the term grouping is work-in-progress.	Derived text	N/A	Derived from [StoredGradesTemp]group_type = in_progress	Conditional
Term	Composite term heading shown as Academic Year - Course Length (Session Designator).	Composite: Date range + Enumeration + Date (ccyy-mm)	100	[StoredGradesTemp]academic_year + [StoredGradesTemp]course_length + [StoredGradesTemp]session_designator	Req
Grade Level	Grade level shown for the term block.	Enumeration	100	[StoredGradesTemp]grade_level	Req
School	School shown for that term block. Uses override school name when the grade came from a different school.	Alpha-numeric	100	[StoredGradesTemp]override_school_name or [Organization]school_name	Req
Days Present	Term-level days present shown in the gray header row for the term block.	Number	N/A	[StoredGradeTermGrouping]days_present	Req
Days Absent	Term-level days absent shown in the gray header row for the term block.	Number	N/A	[StoredGradeTermGrouping]days_absent	Req
Course Number	Local course number shown in the first course row.	Alpha-numeric	15 documented	[StoredGrades]Course_Number or, if blank, [Courses]Course_Number, normalized into [StoredGradesTemp]local_course_id	Opt
Course Title	Local course title shown in the first course row.	Alpha-numeric	60 documented, 100 current temp-table width	[StoredGrades]Course_Name or, if blank, [Courses]Course_Name, normalized into [StoredGradesTemp]local_course_name	Opt
Credit Basis	Course credit basis shown in the first course row.	Enumeration	100 current temp-table width	[S_IN_CC_X]Course_Credit_Basis or [S_IN_SEC_X]Course_Credit_Basis or [S_IN_CRS_X]Course_Credit_Basis	Req
Honors	PDF shows Yes/No based on whether a course level exists.	Derived Enumeration	100 current temp-table width	[S_IN_CC_X]Course_Level or [S_IN_SEC_X]Course_Level or [S_IN_CRS_X]Course_Level, normalized into [StoredGradesTemp]course_level	Recc
Grade	Final grade or IP for work-in-progress rows.	Alpha-numeric	10 documented	[StoredGrades]Grade, normalized into [StoredGradesTemp]grade_earned	Conditional
Credits Earned	Earned credits shown on completed course rows.	Number	N/A	[StoredGrades]EarnedCrHrs, normalized into [StoredGradesTemp]credit_earned	Recc
Credits Potential	Potential credits shown on the second course row, or as “Potential” for IP rows.	Number	N/A	[StoredGrades]PotentialCrHrs or [Courses]Credit_Hours, normalized into [StoredGradesTemp]credit_potential	Conditional
State Course Code	Bracketed state course code shown on the second course row.	Alpha-numeric	60 documented	[S_IN_SGR_X]State_Course_Code or [Courses]Alt_Course_Number, normalized into [StoredGradesTemp]state_course_code	Req
State Course Name / Higher Ed Info	Bracketed line under the local course title. If higher-ed info exists, it is shown; otherwise state course name is shown.	Alpha-numeric	30 for state course name, up to 80 current higher-ed derivation	[S_IN_CRS_X]State_Course_Name or derived higher-ed composite from CC / Section / Course HE fields, normalized into [StoredGradesTemp]state_course_name or [StoredGradesTemp]higher_ed_info	Req
Quality Points	Quality points shown in the second row under the Grade column for completed courses.	Number	N/A	[StoredGrades]GPA_Points, normalized into [StoredGradesTemp]quality_points	Recc
GPA Summary
GPA	GPA value displayed in the GPA Summary block. Uses Transcript tab override when populated; otherwise uses selected GPA method results.	Number	10 current student temp width	[S_IN_STU_X]GPA_Overall or GPA method result [ClassRank]GPA	Recc
GPA Max	Maximum GPA range value displayed in the GPA Summary block.	Alpha-numeric	18	[S_IN_GEN_X.GPA]Range_Maximum or [S_IN_STU_X]GPA_Range_Maximum	Req
Rank	Composite display of class rank and class size in the format X of Y, or Excluded / Not Found depending on logic.	Number (composite)	10 + 10 current query widths	[S_IN_STU_X]Class_Rank + [S_IN_STU_X]Class_Size or [ClassRank]Rank + [ClassRank]OutOf	Opt
GPA Type	GPA type displayed in the GPA Summary block. User-defined description is used when GPA type is UserDefined.	Alpha-numeric / Enumeration	50 or 80 user-defined description	[S_IN_STU_X]GPA_Academic_Summary_Type + [S_IN_STU_X]GPA_Type_User_Defined_Desc or [S_IN_GEN_X]GPA_Academic_Summary_Type + [S_IN_GEN_X]GPA_Type_User_Defined_Desc	Req
Credit Summary
Credits Earned	Total credits earned shown in the Credit Summary block.	Number	N/A	Derived SUM of [StoredGradesTemp]credit_earned as [TotalCreditHoursEarned]total_credit_hours_earned	Recc
Attendance Summary
Days Present	Total days present shown in the Attendance Summary block.	Number	N/A	Derived SUM of [StoredGradeTermGrouping]days_present	Req
Days Absent	Total days absent shown in the Attendance Summary block.	Number	N/A	Derived SUM of [StoredGradeTermGrouping]days_absent	Req
Standardized Tests
Test	Test name shown as the grouped heading row within the Standardized Tests section.	Alpha-numeric	Not explicitly capped in result map	[Test]Name via [resultTest]test_name	Req
Subtest	Subtest / score name shown on the detail row. The PDF truncates visible display to 20 characters with ellipsis when longer.	Alpha-numeric	20 visible in PDF	[TestScore]Name via [resultTestScore]test_score_name	Conditional
Date	Student test date shown for the grouped test row.	Date	10 current query width	[StudentTest]Test_Date	Req
Score	Student test score value. Percent, alpha, or numeric score is chosen based on configured score type.	Number / Alpha-numeric	N/A	[StudentTestScore]PercentScore or [StudentTestScore]AlphaScore or [StudentTestScore]NumScore, selected via [S_IN_TSC_X]Score_Type	Req
Immunizations
Immunization Name	Immunization or vaccine name shown on the PDF.	Alpha-numeric	100 current temp-table width	Derived from [S_IN_IMMUNIZATION_MAPPING_S]Immunization_Name or [HealthVaccine]StateReportName	Req
CPT Code	CPT code or state report code used for the immunization row.	Alpha-numeric	20	[S_IN_IMMUNIZATION_MAPPING_S]CPT_Code or [S_HVC_VACCINE_X]CPT_Code or [HealthVaccine]StateReportCode	Req
Date	Immunization date shown on the PDF.	Date	10 display / DATE stored	Derived from mapped custom field date or [HealthStudDoseRec]DateAdministered	Req
Licensure Information
Date	Licensure / certification passage date.	Date	10 display	[S_IN_STU_LICENSURE_C]Licensure_Pass_Date	Req
Name	Licensure / certification name.	Alpha-numeric	60	[S_IN_STU_LICENSURE_C]Licensure_Name	Req
Note	Additional note / message for the licensure row.	Alpha-numeric	80	[S_IN_STU_LICENSURE_C]Licensure_Note_Message	Req