e-Transcript XML File Generator
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).
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.
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 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 |
CEEBACT | This is the unique identifier that is assigned by the College Entrance Examining Board and ACT for each K-12 data exchange partner. This field is extracted from the district information, Start Page > District Setup > Schools/School Info > Edit School. | Alpha-numeric (6) | [S_IN_SCH_X]CEEB_ACT_Code | Req |
LocalOrganizationIDCode | This is the state-assigned school ID. If not blank, the Private School number is extracted for this field. If the Private School number field is blank, then the Alternate School number is extracted. If the Alternate School number field is blank, the School Number is extracted. | Alpha-numeric (35) | [S_IN_SCH_X]SchoolNumberPrefix or [Schools]Alternate_School_Number or [Schools]School_Number | Req |
LocalOrganizationIDQualifier | The state that assigned the Local Organization ID Code above. This field is extracted from the district information, Start Page > District Setup > Schools/School Info > Edit School. | Alpha-numeric (2) | [Schools]SchoolState | Req |
OrganizationName | The name of the school that is sending the transcript. This field is extracted from the district information, Start Page > District Setup > Schools/School Info > Edit School. | Alpha-numeric (60) | [Schools]Name | Recc |
AddressLine | The street address of the sending school. This field is extracted from the district information, Start Page > District Setup > Schools/School Info > Edit School. | Alpha-numeric (40) | [Schools]SchoolAddress | Recc |
City | The city portion of the address of the sending school. This field is extracted from the district information, Start Page > District Setup > Schools/School Info > Edit School. | Alpha-numeric (30) | [Schools]SchoolCity | Recc |
StateProvinceCode | The state portion of the address of the sending school. This field is extracted from the district information, Start Page > District Setup > Schools/School Info > Edit School. | Alpha-numeric (2) | [Schools]SchoolState | Recc |
PostalCode | The postal code portion of the address of the sending school. This field is extracted from the district information, Start Page > District Setup > Schools/School Info > Edit School. | Alpha-numeric (17) | [Schools]SchoolZip | Recc |
PhoneNumber | The phone number for the school. This field is extracted from the district information, Start Page > District Setup > Schools/School Info > Edit School. | Alpha-numeric (11) | [Schools]SchoolPhone | Req |
ATP | The ATP code of the receiving institution. This field is entered in the report input. | Alpha-numeric (6) | Opt | |
OrganizationName2 | The name of the receiving institution. This field is entered in the report input. | Alpha-numeric (60) | Opt | |
SchoolAssignedPersonID | This field contains the student's school assigned ID. This field is extracted from the student information. | Alpha-numeric (20) | [Students]Student_Number | Req |
AgencyAssignedID | This field contains the student's STN number. Extracted from the student information, Student Selection > Indiana State Information. | Alpha-numeric (30) | [Students]State_StudentNumber | Req |
AgencyCode | This field contains the type of agency that assigned the AgencyAssignedID. Extracted from the student information, Student Selection > State/Province - IN > Transcript. | Enumerated List | [S_IN_STU_X]Assigning_Agency | Req |
BirthDate | The student's date of birth. | Date | [Students]DOB | Req |
FirstName | The student's legal first name. | Alpha-numeric (35) | [StudentCoreFields]PSCore_Legal_First_Name [Students]First_Name | Req |
MiddleName | The student's legal middle name. | Alpha-numeric (35) | [StudentCoreFields]PSCore_Legal_Middle_Name [Students]Middle_Name | Opt |
LastName | The student's legal last name. | Alpha-numeric (35) | [Students]Last_Name [StudentCoreFields]PSCore_Legal_Last_Name | Req |
AddressLine3 | The student's street address. | Alpha-numeric (40) | [Students]Street | Req |
City4 | The city portion of student's address. | Alpha-numeric (30) | [Students]City | Req |
StateProvinceCode5 | The state portion of student's address. | Enumeration | [Students]State | Req |
PostalCode6 | The postal code portion of student's address. | Alpha-numeric (17) | [Students]Zip | Req |
CountryCode | The country code of the student's address. Extracted from the student information, Student Selection > State/Province - IN > Transcript. | [S_IN_STU_X]Address_Country_Code Defaults to US if this field is blank. | Opt | |
PhoneNumber | The student's home phone number. | Alpha-numeric (11) | [Students]Home_Phone | Req |
GenderCode | The student's gender. | Enumeration | [Students]Gender | Req |
StudentLevelCode | The student's grade level as of the snapshot date. Extracted from the student information, Student Selection > State/Province - IN > Transcript. If the Student_Level_Code is blank, then the value is extracted from [Students]Grade_Level. | Enumeration | [S_IN_STU_X]Grade_Level_Code Or [Students]Grade_Level | Req |
CohortGraduationYear | The school year in which the student entered the baseline group used for computing completion rates, e.g., high school year and program. This field should be included for at least the senior class students. | Date (Year) | [S_IN_STU_X]Cohort_Graduation_Year or, if blank, [Students]Graduation_Year | Req |
GPARangeMaximum | The maximum grade point value that the student can receive for an overall GPA. If blank, 4.0 will be extracted. | Alpha-numeric (18) | [S_IN_GEN_X.GPA]Range_Maximum Or [S_IN_GEN_X]gpa_range_maximum | Req |
AcademicAwardLevel | The level of the student's degree, certificate, or award granted for the successful completion of an academic program. Extracted from the student information, Student Selection > State/Province - IN > Transcript. | Enumeration | [S_IN_STU_X]Diploma_Level | Req |
AcademicAwardDate | The date the student received the degree, certificate, or award. Extracted from the student information, Student Selection > State/Province - IN > Transcript. This will be a blank field until the student has graduated. Upon graduation, the AcademicAwardDate (Graduation Date) must be populated. | Date | [S_IN_STU_X]Graduation_Date | Req |
AcademicAwardTitle | The descriptive title of the academic degree, certificate, or award. Extracted from the student information, Student Selection > State/Province - IN > Transcript. | Alpha-numeric (400) | [S_IN_STU_X]Diploma_Type | Req |
GradePointAverage | The student's grade point average. Extracted from the student's class rank using the GPA Calculation Method in the school's Class Rank Method, School Setup > Class Rank> Class Rank Methods. | Number | [ClassRank]GPA | Recc |
HonorsTitle | The descriptive title for honors that the student has received. Extracted from the student information, Student Selection > State/Province - IN > Transcript. | Alpha-numeric | [S_IN_STU_X]Academic_Honors | Req |
ClassRank | The student's class rank relative to other students in their academic class. | Number | [ClassRank]Rank | Opt |
ClassSize | The total number of students for this school that are being ranked. | Number | [ClassRank]OutOf | Opt |
EntryDate | The date the student was officially admitted to the school or when the student first attended. | Date | [Students]SchoolEntryDate | Recc |
LeaveDate | The date on which the student officially withdrew or graduated. | Date | [S_IN_STU_X]Graduation_Date Or [Students]ExitDate | Recc |
LicensureName | The name of a license or certification that the student has achieved. Extracted from the student information, Student Selection > State/Province - IN > Transcript. Can include an infinite number of achievements. | Alpha-numeric (60) | [S_IN_STU_LICENSURE_C]Licensure_Name | Req |
LicensurePassageDate | This is the date that the student achieved the license or certification. Extracted from the student information, Student Selection > State/Province - IN > Transcript. Can include an infinite number of achievements. | Date | [S_IN_STU_LICENSURE_C]Licensure_Pass_Date | Req |
NoteMessage | This is additional information about the license or certification. Extracted from the student information, Student Selection > State/Province - IN > Transcript. Can include an infinite number of achievements. | Alpha-numeric (80) | [S_IN_STU_LICENSURE_C]Licensure_Note_Message | Req |
StudentLevelCode | The student's grade level as of the snapshot date. Extracted from the student information, Student Selection > State/Province - IN > Transcript. If the Student_Level_Code is blank, then the value is extracted from [Students]Grade_Level. | Enumeration | [S_IN_STU_X]Student_Level_Code Or [Students]Grade_Level | Req |
SessionDesignator | The starting year and month of the academic term or session within the sending school's calendar. Extracted from the student's grades. If the session is associated with the grade, then the value is created from the first day of the term. If the session is not associated with the grade, then the value is created from the start date for the term ID. If the grade is a transfer grade, you can edit the term ID. | Date (ccyy-mm) | Req | |
SessionType | The length of the academic session. If the student's stored grade has a Course Length associated with it, then Extracted, Start Page > Student > Historical Grades > Edit Stored Grade. If it is blank, then the value is extracted from the school's years and terms information, Start Page > School Setup > Years & Terms. If this is blank, then the value is calculated based on the term portion, Start Page > School Setup > Years & Terms > Term Setup > Edit Term. SessionType can only be calculated from term portions higher than 1/5 of the school year. If your term portion is smaller than 1/5, then you need to enter the value into the Course Length field. | Enumeration | [S_IN_SGR_X]Course_Length Or, if blank, [S_IN_TRM_X]Course_Length | Req |
SessionSchoolYear | The range of years that are considered the school year associated with the grade. Extracted from the student's grades. The value is created from using the Term ID. | ccyy-ccyy | Created using [StoredGrades]TermID | Opt |
CourseCreditBasis | The type of enrollment associated with the credit hours for the course. Extracted from the school information, Start Page > School Setup > Courses. If the field [S_IN_CRS_X]Dual_Credit is Yes, then a value of HighSchoolDualCredit will extract for Course Credit Basis on the e-Transcript. | Enumeration | [S_IN_CRS_X]Course_Credit_Basis | Req |
CourseCreditUnit | If Applied Units is Y (Yes) on the Courses page, extracted as "No Credit". If student is earning credit, extracted as blank. | Alpha-numeric (1) | [S_IN_CC_X]Applied_Units [S_IN_SEC_X]Applied_Units [S_IN_CRS_X]Applied_Units | |
CourseCreditEarned | The number of credits a student earned by the successful completion of a course. | Number | [StoredGrades]EarnedCrHrs | Recc |
CourseAcademicGrade | The final grade awarded for participation in the course. | Alpha-numeric (10) | [StoredGrades]Grade | |
CourseQualityPointsEarned | The numerical value assigned to a letter grade to provide a basis of quantitative determination of an average. | Number | [StoredGrades]GPA_points | Recc |
CourseLevel | The level of work demonstrated by successful completion of the academic course being described. The only expected CourseLevel enumeration for Indiana is the Honors designation. | Enumeration | [Courses]Course_Level | Recc |
CourseNumber | The official reference number portion of a course identifier. This number frequently designates the level of the course as well as the level of the student expected to enroll in the course. Extracted from [StoredGrades]Course_Number, or, if this value is blank, it is extracted from [Courses]Course_Number. | Alpha-numeric (15) | [StoredGrades]Course_Number Or, if blank, [Courses]Course_Number | Opt |
CourseTitle | The state's name or title of the course taken by a student at an academic institution. Extracted from the school's course information, Start Page > School Setup > Courses. | Alpha-numeric (30) | [S_IN_CRS_X]State_Course_Name | Req |
AgencyCourseID | The course ID that was assigned to this course by the state or other agency. Extracted from the school's course information, Start Page > School Setup > Courses. | Alpha-numeric (60) | [S_IN_SGR_X]State_Course_Code Or, if blank, [Courses]Course_Number | Req |
NoteMessage | A local (district) course name. Extracted from the stored grade information, or, if blank, it is extracted from the school's course. If Applied Units is 1 (Yes), the word "Applied" is prepended to the value; for example, "Applied U.S. History" | Alpha-numeric (60) | [StoredGrades]Course_Name Or, if blank, [Courses]Course_Name [S_IN_CC_X]Applied_Units [S_IN_SEC_X]Applied_Units [S_IN_CRS_X]Applied_Units | Opt |
NoteMessage | Applied Units. If Applied Units is Y, "Applied Units" is extracted; otherwise, blank. | Alpha-numeric (60) | [StoredGrades]Course_Name Or, if blank, [Courses]Course_Name [S_IN_CC_X]Applied_Units [S_IN_SEC_X]Applied_Units [S_IN_CRS_X]Applied_Units | Opt |
DaysAbsent | The days (or partial days) the student did not attend. This field is calculated by adding the terms in which the student has stored grades. The report accounts for the date range of the terms for which the student has stored grades that are being extracted on the transcript and calculates the attendance for those date ranges. | Number | Calculated | Req |
ImmunizationCode | Medical immunization or vaccine code from the Current Procedural Terminology (CPT) 2002 of the American Medical Association. Extracted from the student's information. | Alpha-numeric (20) | [S_IN_IMMUNIZATION_MAPPING_S]CPT_Code [HealthVaccine]StateReportCode [HealthVaccine]CPTCode | Req |
ImmunizationDate | The date of the immunization. Extracted from the student's information. | Date (ccyy-mm-dd) | [S_IN_IMMUNIZATION_MAPPING_S]Date_Format | Req |
EducationTestCode | The code identifying the test in the newer XML version of Test Codes. Required for Indiana = ISTEP (OtherStateTest) This value will only be extracted if the field is populated. | Enumeration(60) | [S_IN_TST_X]testCode | Req |
TestDate | The date of the test. Extracted from the student's test score information, Start Page > Student Selection > Test Results. | Date (ccyy-mm-dd) | [StudentTest]Test_Date | Req |
EducationSubTestCode | The code identifying the sub-part of a standardized test (e.g. Quantitative, Verbal). These codes are the newer codes used in the XML Education Test Score Reporting and the Application for Admission schemas. They are tied to each individual test. The Sub Test Code needs to be filled out for each test score. You can exclude a student's tests by selecting Exclude from Transcript from Edit Student Test, Start Page, Student Selection, Edit Student Test | Enumeration (60) | [S_IN_TSC_X]Sub_Test_Code | |
ScoreValue | The actual value of the score the student received on the student's latest ISTEP program test under IC 20-32-5. Extracted from the student's test score information, Start Page > Student Selection > Test Results.
| [StudentTestScore]NumScore | Req |