Introduction
A summary of a student's academic performance, testing performance, immunization information, and student achievements. The program will allow all students at all accredited Indiana high schools to request that their transcripts be transmitted electronically to state educational institutions, participating Indiana not-for-profit or privately endowed institutions, and participating Indiana institutions authorized by the board for proprietary education.
Only one student can be present in the XML 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 selection criteria for analysis when the report does not return the correct records.
The report selects records based on the following criteria:
Student Criteria
-
The student must be enrolled on the Snapshot Date
-
This report only includes students who are 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. See e-Transcript XML File Generator and Tests Criteria for more information about Test Code and Sub Test Code fields.
-
Students' Immunizations will be 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 will only be extracted from schools that have the flag 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 will be 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. PowerSchool attempts to automatically convert Term Portions: Full Year = FullYear, 1/2 = Semester, 1/3 = Trimester, 1/4 = Quarter, 1/5 = Quinmester. If your school does not follow these standards, you must select a Course Length from the state field provided for term setup (this can also be overridden on each StoredGrade).
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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, review Reporting Year-Long Class Grades as Semester Grades for setup information.
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.
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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.
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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.
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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)
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If custom fields are used to house students' Immunization Dates, the entries from the Immunization Mappings will be extracted.
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If the Health Module is used, vaccinations where the State Report Code is populated will be extracted.
Tests Criteria
Start Page > District Setup > Test
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Only Tests with the Test Code field populated will be extracted.
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Only Test Scores with the Sub Test Code field populated will extract.
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Only student Tests Results with Grade Level 9 and above will extract.
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Students' tests can be excluded from the e-Transcript on the students' Test Results page.
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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 XML File Generator.
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:
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 e-Transcript XML File Generator#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 - XML File
Each of the fields displayed in the output of the report are described below. See e-Transcript XML File Generator for a definition of each column in the table.
Unless the Exclude Work-In-Progress Courses checkbox is 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 |
Stored in [Table]FieldName |
Req'd |
|
TransmissionData |
||||
|
DocumentID |
Generated transcript document identifier. |
Alpha-numeric |
Generated document_id in IN_Transcript.xml |
Req |
|
CreatedDateTime |
Generated timestamp for transcript creation. |
DateTime |
Generated created_date_time in IN_Transcript.xml |
Req |
|
DocumentTypeCode |
Type of transcript document. Current XML outputs RequestedRecord. |
Enumeration |
Hard-coded in IN_Transcript_XML.xsl |
Req |
|
TransmissionType |
Transmission mode. Current XML outputs Original. |
Enumeration |
Hard-coded in IN_Transcript_XML.xsl |
Req |
|
TransmissionData / Source, Organization |
||||
|
CEEBACT |
Unique identifier assigned by College Board, ACT. Navigation: Start Page, District Setup, Schools/School Info, Edit School |
Alpha-numeric (6) |
[S_IN_SCH_X]CEEB_ACT_Code |
Req |
|
LocalOrganizationIDCode |
State-assigned school ID. Navigation: Start Page, District Setup, Schools/School Info, Edit School (Private School Number / Alternate School Number / School Number fallback) |
Alpha-numeric (35) |
[S_IN_SCH_X]SchoolNumberPrefix or [Schools]Alternate_School_Number or [Schools]School_Number |
Req |
|
LocalOrganizationIDQualifier |
Qualifier for the local organization ID. Live XML outputs IN. |
Alpha-numeric (2) |
Hard-coded IN in template |
Req |
|
OrganizationName |
The name of the school that is sending the transcript. Navigation: Start Page, District Setup, Schools/School Info, Edit School |
Alpha-numeric (60) |
[Schools]Name |
Recc |
|
TransmissionData, Source, Organization, Contacts, Address |
||||
|
AddressLine |
The street address of the sending school. Navigation: Start Page, District Setup, Schools/School Info, Edit School |
Alpha-numeric (40) |
[Schools]SchoolAddress |
Recc |
|
City |
Sending school city. Navigation: Start Page, District Setup, Schools/School Info, Edit School |
Alpha-numeric (30) |
[Schools]SchoolCity |
Recc |
|
StateProvinceCode |
Sending school state. Navigation: Start Page, District Setup, Schools/School Info, Edit School |
Alpha-numeric (2) |
[Schools]SchoolState |
Recc |
|
PostalCode |
Sending school postal code. Navigation: Start Page, District Setup, Schools/School Info, Edit School |
Alpha-numeric (17) |
[Schools]SchoolZip |
Recc |
|
TransmissionData, Source, Organization, Contacts |
||||
|
PhoneNumber |
Sending school phone number. Navigation: Start Page, District Setup, Schools/School Info, Edit School |
Alpha-numeric (11) |
[Schools]SchoolPhone |
Req |
|
FaxPhone.PhoneNumber |
Sending school fax number when available. Navigation: Start Page, District Setup, Schools/School Info, Edit School |
Alpha-numeric (11) |
[Schools]SchoolFax |
Opt |
|
TransmissionData, Destination, Organization |
||||
|
ATP |
Receiving institution ATP code from report input. Navigation: Report Input, Receiving Institution ATP Code |
Alpha-numeric (6) |
Report parameter Receiving Institution ATP Code |
Opt |
|
OrganizationName |
Receiving institution name from report input. Navigation: Report Input, Receiving Institution Name |
Alpha-numeric (60) |
Report parameter Receiving Institution Name |
Opt |
|
Student, Person |
||||
|
SchoolAssignedPersonID |
Student number assigned by the school. Navigation: Start Page, Student Selection, General Demographics |
Alpha-numeric (20) |
[Students]Student_Number |
Req |
|
AgencyAssignedID |
Student state student number. Navigation: Start Page, Student Selection, State/Province - IN, Indiana State Information |
Alpha-numeric (30) |
[Students]State_StudentNumber |
Req |
|
AgencyCode |
Agency assigning the state identifier. Navigation: Start Page, Student Selection, State/Province - IN, Transcript |
Enumerated List |
[S_IN_STU_X]Assigning_Agency |
Req |
|
BirthDate |
Student date of birth. Navigation: Start Page, Student Selection, Demographics |
Date |
[Students]DOB |
Req |
|
FirstName |
Student legal first name. Navigation: Start Page, Student Selection, Demographics (or legal name override if configured) |
Alpha-numeric (35) |
[StudentCoreFields]PSCore_Legal_First_Name or [Students]First_Name |
Req |
|
MiddleName |
Student legal middle name. Navigation: Start Page, Student Selection, Demographics (or legal name override if configured) |
Alpha-numeric (35) |
[StudentCoreFields]PSCore_Legal_Middle_Name or [Students]Middle_Name |
Opt |
|
LastName |
Student legal last name. Navigation: Start Page, Student Selection, Demographics (or legal name override if configured |
Alpha-numeric (35) |
[StudentCoreFields]PSCore_Legal_Last_Name or [Students]Last_Name |
Req |
|
Student, Person, ParentGuardian |
||||
|
ParentGuardian.Name.FirstName |
Parent/guardian first name for the first ranked Father, Mother, or Guardian contact. Navigation: Start Page, Student Selection, Contacts |
Alpha-numeric |
Derived from [Person]FirstName through student contact association |
Conditional |
|
ParentGuardian.Name.LastName |
Parent/guardian last name for the first ranked Father, Mother, or Guardian contact. Navigation: Start Page, Student Selection, Contacts |
Alpha-numeric |
Derived from [Person]LastName through student contact association |
Conditional |
|
RelationshipCode |
Relationship code for the selected contact. Navigation: Start Page, Student Selection, Contacts (relationship type) |
Enumeration |
Derived from [CodeSet]Code through student contact association |
Conditional |
|
Student, Person, Contacts, Address |
||||
|
AddressLine |
Student street address. Navigation: Start Page, Student Selection, Demographics |
Alpha-numeric (40) |
[Students]Street |
Req |
|
City |
Student city. Navigation: Start Page, Student Selection, Demographics |
Alpha-numeric (30) |
[Students]City |
Req |
|
StateProvinceCode |
Student state. Navigation: Start Page, Student Selection, Demographics |
Enumeration |
[Students]State |
Req |
|
PostalCode |
Student postal code. Navigation: Start Page, Student Selection, Demographics |
Alpha-numeric (17) |
[Students]Zip |
Req |
|
CountryCode |
Student country code. Defaults to US when blank in logic. Navigation: Start Page, Student Selection, State/Province - IN, Transcript |
Alpha-numeric |
[S_IN_STU_X]Address_Country_Code |
Opt |
|
Student, Person, Contacts |
||||
|
PhoneNumber |
Student home phone number. Navigation: Start Page, Student Selection, Demographics |
Alpha-numeric (11) |
[Students]Home_Phone |
Req |
|
Student, Person, Gender |
||||
|
GenderCode |
Student gender. Navigation: Start Page, Student Selection, Demographics |
Enumeration |
[Students]Gender |
Req |
|
Student, AcademicRecord |
||||
|
StudentLevelCode |
Student grade level as of snapshot/report context. Navigation: Start Page, Student Selection, State/Province - IN, Transcript (fallback to current grade level) |
Enumeration |
[S_IN_STU_X]Grade_Level_Code or [Students]Grade_Level |
Req |
|
CohortGraduationYear |
Cohort graduation year. Navigation: Start Page, Student Selection, State/Province - IN, Transcript (fallback to current grade level) |
Date (Year) |
[S_IN_STU_X]Cohort_Graduation_Year or [Students]Graduation_Year |
Req |
|
Student, AcademicRecord, AcademicAward |
||||
|
AcademicAwardLevel |
Diploma / award level. Navigation: Start Page, Student Selection, State/Province - IN, Transcript |
Enumeration |
[S_IN_STU_X]Diploma_Level |
Req |
|
AcademicAwardDate |
Graduation / award date. Navigation: Start Page, Student Selection, State/Province - IN, Transcript |
Date |
[S_IN_STU_X]Graduation_Date |
Req |
|
AcademicAwardTitle |
Diploma / award title. Navigation: Start Page, Student Selection, State/Province - IN, Transcript |
Alpha-numeric (400) |
[S_IN_STU_X]Diploma_Type |
Req |
|
Student,AcademicRecord,AcademicSummary |
||||
|
AcademicSummaryType |
GPA summary type when available. Navigation: Student Transcript tab GPA type override or GPA method setup |
Enumeration / Alpha-numeric |
[S_IN_STU_X]GPA_Academic_Summary_Type or [S_IN_GEN_X]GPA_Academic_Summary_Type |
Conditional |
|
CreditHoursEarned |
Total earned credits included in GPA summary. Navigation: Start Page, Student Selection, Historical Grades |
Number |
Derived SUM of stored-grade earned credit hours |
Recc |
|
GradePointAverage |
GPA value. Navigation: Student Transcript tab or School Setup, Class Rank/GPA methods |
Number |
[S_IN_STU_X]GPA_Overall or [ClassRank]GPA |
Recc |
|
GPARangeMaximum |
GPA maximum range. Navigation: Student Transcript tab override or District Setup, GPA Calculation Methods, IN extensions |
Alpha-numeric (18) |
[S_IN_GEN_X.GPA]Range_Maximum or [S_IN_STU_X]GPA_Range_Maximum |
Req |
|
NoteMessage |
User-defined GPA type description when applicable. Navigation: Student Transcript tab or GPA method setup |
Alpha-numeric |
[S_IN_STU_X]GPA_Type_User_Defined_Desc or [S_IN_GEN_X]GPA_Type_User_Defined_Desc |
Opt |
|
HonorsTitle |
Academic honors title. Navigation: Start Page, Student Selection, State/Province - IN, Transcript |
Alpha-numeric |
[S_IN_STU_X]Academic_Honors |
Req |
|
ClassRank |
Student class rank. Navigation: School Setup, Class Rank Settings (or transcript override when used) |
Number |
[S_IN_STU_X]Class_Rank or [ClassRank]Rank |
Opt |
|
ClassSize |
Total size of ranked class. Navigation: School Setup, Class Rank Settings (or transcript override when used) |
Number |
[S_IN_STU_X]Class_Size or [ClassRank]OutOf |
Opt |
|
EntryDate |
Student school entry date. Navigation: Start Page, Student Selection, Transfer Info / enrollment history |
Date |
[Students]SchoolEntryDate or derived earliest enrollment date |
Recc |
|
ExitDate |
Student school exit,graduation date. Navigation: Start Page, Student Selection, Transfer Info and State/Province - IN, Transcript |
Date |
[S_IN_STU_X]Graduation_Date or [Students]ExitDate |
Recc |
|
Student, AcademicRecord, AcademicSession, AcademicSessionDetail |
||||
|
SessionDesignator |
Term/session start designator in ccyy-mm form. Navigation: School Setup, Years & Terms / term dates and stored grade |
Date (ccyy-mm) |
Derived from term start date / term ID |
Req |
|
SessionType |
Academic session length / course length. Navigation: Student Historical Grade IN fields or School Setup, Years & Terms, Term Setup, IN state fields |
Enumeration |
[S_IN_SGR_X]Course_Length or [S_IN_TRM_X]Course_Length |
Req |
|
SessionSchoolYear |
School year range for the term/session. Navigation: School Setup, Years & Terms |
ccyy-ccyy |
Derived using [StoredGrades]TermID |
Opt |
|
Student, AcademicRecord, AcademicSession, School, Student Level, Attendance |
||||
|
OrganizationName |
Override school name when grade/course is reported from a different school.
|
Alpha-numeric |
Derived override school name from stored grades / CC school |
Conditional |
|
StudentLevelCode |
Session-level grade level for the term block. Path source: enrollment grade level at term context. |
Enumeration |
Derived |
Conditional |
|
Student, AcademicRecord, AcademicSession, AttendanceCount |
||||
|
DaysPresent |
Attendance days present for the academic session. |
Number |
Calculated from attendance aggregation |
Req |
|
DaysAbsent |
Attendance days absent for the academic session. |
Number |
Calculated from attendance aggregation |
Req |
|
Student, AcademicRecord, AcademicSession, Course |
||||
|
CourseCreditBasis |
Credit basis for the course. Navigation: Start Page, School Setup, Courses, State/Province - IN fields (with CC/Section override precedence) |
Enumeration |
[S_IN_CC_X]Course_Credit_Basis or [S_IN_SEC_X]Course_Credit_Basis or [S_IN_CRS_X]Course_Credit_Basis |
Req |
|
CourseCreditUnits |
Outputs NoCredit when Applied Units is Yes, otherwise blank. Navigation: Course, Section, CC IN Applied Units fields |
Alpha-numeric (1) |
[S_IN_CC_X]Applied_Units [S_IN_SEC_X]Applied_Units [S_IN_CRS_X]Applied_Units |
Opt |
|
CourseCreditEarned |
Earned credit hours. Navigation: Start Page, Student Selection, Historical Grades, Earned Credit Hours |
Number |
[StoredGrades]EarnedCrHrs |
Recc |
|
CourseAcademicGrade |
Final course grade. Navigation: Start Page, Student Selection, Historical Grades, Grade |
Alpha-numeric (10) |
[StoredGrades]Grade |
Conditional |
|
CourseQualityPointsEarned |
Course quality points. Navigation: Start Page, Student Selection, Historical Grades, GPA Points |
Number |
[StoredGrades]GPA_Points |
Recc |
|
CourseLevel |
Course level / honors level. Navigation: School Setup, Courses, State/Province - IN Course Level (with CC/Section precedence) |
Enumeration |
[Courses]Course_Level or state override chain |
Recc |
|
CourseNumber |
Local course number. Navigation: Historical grade course number fallback to course setup number. |
Alpha-numeric (15) |
[StoredGrades]Course_Number or [Courses]Course_Number |
Opt |
|
AgencyCourseID |
State / agency course code. Navigation: Historical Grades IN State Course Code or Course setup fallback. |
Alpha-numeric (60) |
[S_IN_SGR_X]State_Course_Code or [Courses]Course_Number / alt course number fallback |
Req |
|
CourseTitle |
State course title. Navigation: Start Page, School Setup, Courses, State/Province - IN, State Course Name |
Alpha-numeric (30) |
[S_IN_CRS_X]State_Course_Name |
Req |
|
NoteMessage |
Higher-ed info composite when dual-credit, HE values exist. Navigation: CC/Section/Course IN higher-ed fields. |
Alpha-numeric |
Derived higher_ed_info from CC/Section/Course HE fields |
Opt |
|
NoteMessage |
Local course name when no higher-ed info is present. Navigation: Historical Grades or Course setup name. |
Alpha-numeric (60) |
[StoredGrades]Course_Name or [Courses]Course_Name |
Opt |
|
NoteMessage |
Applied Units text when applied units is enabled. Navigation: Course/Section/CC Applied Units fields. |
Alpha-numeric (60) |
Derived from Applied Units fields |
Opt |
|
Student, AcademicRecord, AdditionalStudentAchievements, Licensure |
||||
|
LicensureName |
Name of license or certification achieved. Navigation: Start Page, Student Selection, State/Province - IN, Transcript, Licensure entries |
Alpha-numeric (60) |
[S_IN_STU_LICENSURE_C]Licensure_Name |
Req |
|
LicensurePassageDate |
Date license or certification was achieved. Navigation: Start Page, Student Selection, State/Province - IN, Transcript, Licensure entries |
Date |
[S_IN_STU_LICENSURE_C]Licensure_Pass_Date |
Req |
|
NoteMessage |
Additional licensure note text. Navigation: Start Page, Student Selection, State/Province - IN, Transcript, Licensure entries |
Alpha-numeric (80) |
[S_IN_STU_LICENSURE_C]Licensure_Note_Message |
Req |
|
Student, Health, Immunizations |
||||
|
ImmunizationDate |
Immunization date. When date conversion fails, the XML writes the error message into this element. Navigation: District Setup, Health (Immunizations) mapping and/or Student Health immunization records |
Date (ccyy-mm-dd), Error text |
[S_IN_IMMUNIZATION_MAPPING_S]Date_Format derived custom field date or [HealthStudDoseRec]DateAdministered |
Req |
|
ImmunizationCode |
CPT / state report immunization code. Navigation: District Setup, Health (Immunizations) mapping and/or Health Vaccine setup State Report Code/CPT Code |
Alpha-numeric (20) |
[S_IN_IMMUNIZATION_MAPPING_S]CPT_Code or [HealthVaccine]StateReportCode or [S_HVC_VACCINE_X]CPT_Code |
Req |
|
Student, Tests |
||||
|
EducationTestCode |
Code for the test. Navigation: District Setup, Test, Test Code |
Enumeration (60) |
[S_IN_TST_X]TestCode |
Req |
|
TestDate |
Test date. Navigation: Start Page, Student Selection, Test Results |
Date (ccyy-mm-dd) |
[StudentTest]Test_Date |
Req |
|
EducationSubtestCode |
Code for the subtest. Navigation: District Setup, Test Scores, Sub Test Code |
Enumeration (60) |
[S_IN_TSC_X]Sub_Test_Code |
Conditional |
|
SubtestName |
Name of the test score / subtest. Navigation: District Setup, Test Scores, Name |
Alpha-numeric |
[TestScore]Name |
Conditional |
|
ScoreValue |
Reported test score. Navigation: Start Page, Student Selection, Test Results |
Number / Alpha-numeric |
[StudentTestScore]NumScore or PercentScore or AlphaScore depending on score type |
Req |
|
NoteMessage |
Concatenated test and subtest name. |
Alpha-numeric |
Derived test_name_and_test_score_name |
Opt |