OCAS - Electronic Transcript
Introduction
The OCAS - Electronic Transcript generates an electronic student transcript in an XML format to submit to OCAS for secondary school students. The report can be run from a school or from the District Office.
An automated web service is also available to the school boards to facilitate the retrieval and transfer of a student's official transcript to the application centres for students who are no longer attending a secondary school. When the student submits their application, they are also given the opportunity to request an electronic copy of their transcript. For school districts that have the new web service setup, the request for the transcript is sent immediately. Using defined matching criteria, the web service searches the school board's SIS for the student and returns the transcript information or a message that the student cannot be located. Refer to Appendix N details and setup instructions.
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.
School Selection
A student's transcript can be printed by:
The school at which the student is currently enrolled.
An error message is displayed and the student is not output in the following scenarios:
- If the student is transferred to a school but not yet enrolled.
- If the student is enrolled with a no-show record and the student has no previous enrollment in that school.
If the student is not enrolled at any school, the last school at which the student was enrolled (excluding summer school enrollments).
If the student is currently enrolled at a school, the last school at which the student was enrolled prior to the current enrolment provided the current school has not yet posted marks for the student.
To prevent printing from a Night school, the graduation School must be populated with the school that owns the student OSR.
When the report is run from district level, it is smart enough to find the latest school the student is enrolled in and print the school information and the entry date of that school.
A school cannot print the report for cross enrolled students.
Student Selection
The report runs for one student at a time, the student must be currently selected before running the report. The report will be generated for the selected student based on the following criteria:
Students' grade level is 9 or higher.
The report is generated even if the student has no marks to be printed and no community hours are posted
Student is excluded if:
Student is cross-enrolled.
Ignore Student Exclusion checkbox is not selected
Exclude From Provincial Reporting checkbox ([Students]State_ExcludeFromReporting) is true
Attendance type is excluded for the enrolment (EnrollmentType field = EX in the Students or ReEnrollments record) associated with, in whole or in part, the run date (i.e., if there is any overlap between the enrolment start and end dates and the run date).
Graduation Contract Selection
If a student has more than one active Graduation Contract, the report uses the contract with the lowest value in [GPStudentPlan]SortOrder.
Course and StoredGrades Selection
The report selects records from the Course and StoredGrades tables based on the following criteria:
Is a secondary course, [S_ON_CRS_X ]Course_Type = M, L, or P
StoredGrades record has a ministry course code. If [Courses]Alt_Course_Number is undefined, [Courses]Course_Number is used.
StoredGrades record is not excluded from GPA ([Courses/StoredGrades]ExcludeFromGPA = 0 for the associated course).
StoredGrades record contains a final mark or the course is subject to full disclosure (Disclosure Mark Flag is true [S_ON_SGR_X]Transcript_W = 1).
The ESL/ELD or credit recovery courses that would otherwise be subject to full disclosure are excluded; this includes courses for which any of the following are true:
- [S_ON_SEC_X]Class_Type = RCR
- [S_ON_SEC_X]]OtherCrsInfo_Cred_Recovery = '1'
- [S_ON_SGR_X]OtherCrsInfo_Cred_Recovery = '1'
- First three characters of [Courses]Alt_Course_Number ESL or ELD
Is a Grade 9 or 10 course for which the student earned credit. If the course is a repeated course, the following rules apply:
If non-zero credit is earned, the course with the highest credit is included.
If more than one class has the highest credit value, then the one with the highest mark is included.
If more than one class has the same highest credit and highest mark, then the earliest class is included.
For non-zero credit courses, the StoredGrades potential credits is greater than zero.
For zero credit courses, [S_ON_TRB_X]Mark_Type for the StoredGrades store code is F (final).
If the course is an alternative or modified curriculum course ( [S_ON_CRS_X/S_ON_CC_X/S_ON_SGR_X]Transcript_A = 1 or Transcript_M = 1) the student is deemed to have passed the course regardless of mark or credit earned. However, if the course is not subject to full disclosure, the class is not included even if the Disclosure Mark Flag is true
([S_ON_SGR_X]Transcript_W = 1)If the student does not complete or fails a course, and the course is not subject to full disclosure, the course is not printed.
A course is not subject to full disclosure if:
The 4th character of the Ministry course code = 1 or 2 (Grade 9 or 10 course)
A language course is not subject to full disclosure if:
Course code starts with LN and the course level is 3 or less (4th character of course code = A, B, or C)
Course code starts with LV and the course level is 1 (4th character of course code = A)
Course code starts with L and the course level is 2 or less (4th character of course code = A or B)
The report excludes courses where [StoredGrades]ExcludeFromTranscripts = 1.
The report excludes PLAR courses for which credit earned = 0. These include:
PLE99 courses
Qxx courses
QEV1W courses
Other courses where PLAR type is either 2, 5, or 7
Report Input
For help with navigation and running the report, refer to How to Find and Generate a Report.
Field | Description |
|---|---|
Select Programs to show in Awards/Special Programs | Choose one or more entries from the list of Programs or select All Programs (the default). If no programs are to be printed in the Specialized Program section of the report, choose NONE. Only selected programs are printed in the Specialized Programs section of the report. Only programs for which the Available For OST/Status Sheet flag is selected appear in the list. Default value is All Programs. |
Current Selection Students | The report runs for the currently selected student only and generates the XML for one student at a time. |
Ignore Student Exclusion | Select this checkbox to exclude the student if their Exclude From Provincial Reporting flag is selected or if the student has an attendance type of EX (excluded).
|
Document Process | Select an option to indicate whether the XML will be created for a Test or Production environment. The default is Production. |
Report Output
Each of the fields displayed in the output of the report is described below. Refer to Understanding the Report Output Table for a definition of each column in the table.
XML Version and Encoding
Data Element | Description |
|---|---|
<?xml version=1.0 encoding= ISO-8859-1?> | XML version and encoding types |
HighSchoolTranscript Segment
Data Element | Description |
|---|---|
<HighSchoolTranscript> | Root Node. |
TransmissionData Segment
Data Element | Description | [TableField]Name |
|---|---|---|
TransmissionData | Section Node. | |
DocumentID | The document version number Format is H+Date+Time (24hr) HYYYYMMDDHHMMSS | n/a |
CreatedDateTime | The date the report was run Format is YYYY-MM-DD | n/a |
TransmissionData.Source.Organization | Outer Tag | |
ESIS | The Board BSID. | [Prefs]Value where [Prefs]Name=districtnumber Board BSID. |
OrganizationName | The Board name | [Prefs]Value where [Prefs]Name=districtname |
TransmissionData.Source.Organization.Contacts.Phone | Outer Tag | |
AreaCityCode | Area code - OCAS/OUAC contact phone number Field is calculated as follows: when report is run from
| First 3 characters of [S_ON_SCH_X]OCAS_Contact_Phone |
PhoneNumber | Phone number - OCAS/OUAC contact when report is run from
| Last 7 characters of [S_ON_SCH_X]OCAS_Contact_Phone |
NoteMessage | OCAS/OUAC contact name. when report is run from
| [S_ON_SCH_X]OCAS_Contact_Firstname [S_ON_SCH_X]OCAS_Contact_Surname |
TransmissionData | Outer Tag | |
DocumentProcessCode | The document process code. The value defined by user selection at runtime | n/a |
RequestTrackingID | The reference number Format is H+Date+Time (24hr) HYYYYMMDDHHMMSS | n/a |
Student Segment
Data Element | Description | [Table]FieldName |
|---|---|---|
Student.Person | Outer Tag | |
SchoolAssignedPersonID | Student Number | [Students]Student_Number |
AgencyAssignedID | The students OEN. | [Students]State_StudentNumber Leading zeros added if length less than 9 characters |
RecipientAssignedID | The students OCAS Number. | [S_ON_STU_X]OCAS_Number |
Student.Person.Birth | ||
BirthDate | The students date of birth. | [Students]DOB |
Student.Person.Name | ||
FirstName | The students legal first name. | [S_ON_STU_X]Legal_First_Name or, if no value, [S_ON_STU_X]First_Name |
MiddleName | The students legal second name. | [S_ON_STU_X]Legal_Middle_Name or, if no value, [S_ON_STU_X]Middle_Name |
LastName | The students legal last name. Used for OEN Authentication. | [S_ON_STU_X]Legal_Last_Name or, if no value, [S_ON_STU_X]Last_Name |
Student.Person.Gender | ||
GenderCode | The students gender. | [Students]Gender |
Student. Academic Record | Outer Tag | |
AcademicSession.AcademicSessionDetail | ||
Session BeginDate | The students date of entry. This is the earliest entry date from the most recent set of continuous enrolments at the school is printed on the report. A gap in enrolment occurs when a student either enrolls in a different school or has no enrolment for a year. If the Transcript Entry Date is defined on the record with the earliest Entry date, it will be used instead. | [S_ON_STU_X]transcriptentrydate if defined, otherwise PSSR_ON_COMMON.Get_Student_Entry_Date([Students].ID, [Students]SchoolID) |
Session EndDate | The students exit date. | |
AcademicSession.School | ||
OrganizationName | The name of the school granting the diploma. If the School Granting the diploma is an ECPP school, the designated school is printed instead. | PSSR_ON_Common.GetGraduationSchoolName([Students]ID) - for details, refer to Get Graduation School Name |
ESIS | The school number of the school granting the diploma. | PSSR_ON_Common.GetGraduationSchoolNumber([Students]ID) - for details refer to Get Graduation School Number |
AcademicSession.AcademicAward | ||
AwardLevel | The type of diploma or certificate. Reported Awards are (OSSC, OSSD, or OSSD/SHSM) | When [S_ON_STU_X]Diploma_Date is not null, then AwardLevel is set to :
in all other cases, AwardLevel is set to 0. |
AcademicAwardTitle | The name of the diploma or certificate. | When [S_ON_STU_X]ON_Diploma_Date is not null: [PS_Common_Code]Description associated with [S_ON_STU_X]Diploma_Type. |
AcademicSession.AcademicAward.AcademicAwardProgram | ||
AcademicProgramName | The name of the Specialized Program in which the student is enrolled. Only programs selected by the user on the report input page are included in this section. If more than one program exists, they are ordered in descending order by:
The first program is reported. | For non-SHSM programs: [Gen]Name where [Gen]Cat = specprog, AND Selected Awards/ Special Programs parameter = [SpEnrollments]ProgramID |
AcademicSession.AcademicAward.AcademicAwardProgram.ProgramSummary.GPA | ||
CreditHoursEarned | The total number of credits earned. | Sum of [ON_Student_GradPlan.getclasscreditxref]CreditEarned |
TotalQualityPoints | The total number of compulsory credits earned. | Sum of [ON_Student_GradPlan.getclasscreditxref]CreditEarned where categoryID<99 |
Student.Academic Record.Course | ||
CourseCreditUnits | The course grade type. | Always F |
CourseCreditLevel | The grade level of the course (not the students grade level). For ESL/ELD and other international language courses, the course level runs from 1 to 5. The level of these courses are identified by a letter as the 4th character of the ministry course code. The course level for other courses runs from 9 to 12. The level of these courses are identified by a number as the 4th character of the ministry course code. | N/A if [StoredGrades].Course_Number begins with K, or [S_ON_SGR_X]Transcript_A = 1 Blank if [StoredGrades]Alternate_Course_Number is PLE99, QEV1W, QEE99, QMA99, QAP99, or QSE99 Otherwise, value is the 4th character of [Courses]Alt_Course_Number determines the Course Level
|
CourseCreditEarned | The course credits achieved. Format is 4 digits (examples: 1 = 0100, 0.5 = 0050) The final mark for a credit course is that in which [StoredGrades]PotentialCrHrs is > 0. For a non-credit course, it is the [StoredGrades] record for which the mark type ([S_ON_TRB_X]Mark_Type) for the store code is F (Final). If this was an alternative course, 0 is displayed. If the student withdrew from the course, 0 is displayed and Status Code is set to W For repeated courses:
Repeated Grade 9 and 10 courses are not included in the report. | Is 0 if another completed instance of the same course has a higher mark, unless the mark is EQV in which case the actual credit value is displayed. Numeric marks in [StoredGrades]Grade are converted to numbers for the purposes of determining which instance contains the highest mark. ELSE IF: [StoredGrades]Course_Number begins with K, or [S_ON_CRS_X / S_ON_SGR_X]Transcript_M = 1, or [S_ON_CRS_X / S_ON_SGR_X]Transcript_A = 1, or [StoredGrades]Grade= ALT, then Value = 0 ELSE IF: [S_ON_SGR_X]Transcript_W = 1, or [StoredGrades]Grade =W, then Value = 0 ELSE IF: [Courses]Credit_hours = 0, then Value = 0 ELSE IF: [StoredGrades]EarnedCrHrs = 0, then value = 0 ELSE: Sum of [StoredGrades]EarnedCrHrs for all courses included in the line. |
CourseAcademicGrade | The course percentage grade For equivalent credits, EQV is output. For alternative courses, ALT is output. | If Course Code = PLE, QEV, QEE, QAP, QMA, or QSE, OR If IStoredGrades]ON_PLAR_Type = 2, 5, or 7 THEN set to EQV ELSE IF: [StoredGrades]Grade is null or empty, AND [S_ON_CRS_X / S_ON_CC_X /S_ON_SGR_X]Transcript_A = 1, THEN value = ALT Otherwise, is set to [StoredGrades]Grade |
CourseAcademicGradeStatusCode | The course status | Rules as per CourseCreditEarned If the course is not Repeated or Withdrawn, this field is blank (not reported). |
CourseNumber | The course code For equivalent credits:
When courses are consolidated by year, such as PLE99, QEE99, QMA99, QAP99, andQSE99, the consolidation is done by academic year, not calendar year. | [Courses]Alt_Course_Number. If undefined, [Courses]Course_Number If the line includes consolidated PLE99, value = PLE If the line includes consolidated Qxx courses as described to the left, value = the first three characters of the ministry course code ([Courses]Alt_CourseNumber) If the line consolidates QEV1W courses as described to the left, value = QEV1W |
CourseTitle | The title of the course (Dual Credit) is appended for team-taught dual credit courses. (Co-op) is appended for cooperative education. Dual Credit and Co-op text is appended only if it is not already present in the course title in the database. For equivalent credits:
| [S_ON_CRS_X]Course_Name. If undefined, [StoredGrades]Course_Name. If line contains equivalent credit, Equivalent Credits (Co-op) is appended if: [S_ON_SEC_X]Delivery_Type = 4, OR [S_ON_SGR_X]Transcript_C = 1, OR [S_ON_CC_X]Transcript_C =1, OR [S_ON_CRS_X]Transcript_C, OR [S_ON_SGR_X]Delivery_Type = 4 (Dual Credit) is appended if: [S_ON_SGR_X]Credit_Type = 8 or 9, OR [S_ON_CRS_X / S_ON_CC_X /S_ON_SGR_X]Transcript_T = 1 For an apprenticeship dual credit course (that is, a course where the 4th and 5th characters of the ministry course code are 4Y), if the student earns less than full credit for the course ([StoredGrades]EarnedCrHrs is less than [StoredGrades]PotentialCrHrs), then (Partial) is appended to the course title. |
Student.Academic Record.Course.CourseOverrideSchool | ||
ESIS | The BSID of the school at which the course is completed. | [S_ON_SGR_X]School_Number or Zeros if the school is an ECPP school Not applicable for PLE courses. Note: in case of multiple schools with the same BSID, if any of the schools is an ECPP school, ESIS will be set to Zeros. |
Student.Academic Record.Course | ||
CourseEndDate | The course completion date | [S_ON_SGR_X]Credit_Date If [S_ON_SGR_X]Credit_Date not defined AND If there is an associated CC record, then value = calendar day immediately prior to [CC]DateLeft, or If there is no associated CC record and [StoredGrades]TermId is defined (not zero), then value = [Terms]LastDay for the associated term, or If there is no associated CC record and [StoredGrades]TermId is not defined, then value = [StoredGrades]DateStored (TermID should never be undefined). |
CourseInstructionSite | If [S_ON_SEC_X / S_ON_SGR_X]Delivery_Type is 1, If [S_ON_SEC_X / S_ON_SGR_X]Delivery_Type is 9, value = N If [S_ON_SEC_X / S_ON_SGR_X]Delivery_Type is 8, value = S If [S_ON_SEC_X / S_ON_SGR_X]Delivery_Type is 16, value = C If [S_ON_SEC_X / S_ON_SGR_X]Delivery_Type is not null or if the course is an equivalent credit course, value = O, or If [S_ON_SCH_X]IsNightSchool is 1, value = N Otherwise, value = D | |
Student.Academic Record.Course.LanguageOfInstruction | ||
LanguageCode | The language in which the course is taught LanguageOfInstruction tag is omitted if the language code is not one of the following:
| [Sections]Instruction_Lang; if undefined, use [S_ON_CRS_X]instruction_Lang. Language Codes: English = ENG French = FRE Cayuga = CAY Cree = CRE Delaware = DEL Mohawk = MOH Ojib-cree = OJS Ojibwe = OJI Oneida = ONE Otherwise, tag is omitted |
Student.Academic Record.Course.UserDefinedExtension | ||
CourseType | The course type | Derived from [S_ON_CRS_X]Transcript_C, then is set to O Otherwise, is set to R if undefined |
Compulsory | An X is output for courses in which a compulsory credit has been earned. For equivalent credits that are the total for regular day school students, the total number of credits is output. For partial compulsory credits, the appropriate fraction is output. When one credit of a two credit cooperative education course is used as a compulsory credit, 1.00 is output. Credits for a repeated course and credits associated with a modified curriculum mark are not compulsory. A common function, based on the logic described in Appendix J - Assigning Credit To Diploma Categories, is used to determine the diploma category to which the credit for a course is assigned, and whether the credit is a compulsory credit. The function excludes courses where [StoredGrades]ExcludeFromTranscripts is true. | If the credit for the line is not equivalent credit as described above, AND The associated diploma category is not 99 (optional), AND [S_ON_CRS_X]Transcript_M is not selected, AND The earned credit ([StoredGrades]EarnedCrHrs) is equal to the potential credit ([StoredGrades]PotentialCrHrs), THEN X is output Otherwise, the earned credit is output. |
CourseNote1 | C = Cooperative education | If [S_ON_SEC_X / S_ON_SGR_X]Delivery_Type = 4, OR [S_ON_SEC_X / S_ON_SGR_X]Transcript_C = 1 THEN value = C |
CourseNote2 | F = French immersion | If [S_ON_CRS_X ]Transcript_F = 1, OR [S_ON_CC_X ]Transcript_F = 1, OR [S_ON_SGR_X]Transcript_F = 1, OR [S_ON_SEC_X]Lang_Pgm_Type = C,E,I or N, OR [Sections]Instruction_Lang = F, OR [S_ON_CRS_X]Instruction_Lang = F THEN value = F |
CourseNote3 | M = Modified curriculum expectations that do not lead to a credit | If any [S_ON_CRS_X / S_ON_SGR_X]Transcript_M is true, value = M |
CourseNote4 | I = Interdisciplinary studies | If [Courses]Alt_Course_Number starts with ID, OR If any [S_ON_CRS_X / S_ON_SGR_X]Transcript_I is true, value = I |
CourseNote5 | S = Special indicator noting that the students performance in a Grade 11 or 12 course or an OAC was affected by extraordinary circumstances | If any [S_ON_CRS_X / S_ON_SGR_X]Transcript_S is true, value = S |
CourseNote6 | A = Alternative expectations, which do not lead to a credit | If any [S_ON_CRS_X / S_ON_SGR_X]Transcript_A is true, value = A |
CourseNote7 | H = Specialist HighSkillsmajor | Based on the student's SHSM program as of the report run date, if the course is returned by the GetStudentSHSMCourses common function as described in Appendix H - SHSM Progress: Best Fit Logic, value = H. Is output only if the student earned credit in the course. Only courses applicable to the reported SHSM program will have a CourseNote of H |
CourseNote8 | X = Substitution for a compulsory credit course | If [GpNode]SortOrder < 99, AND [ON_Student_GradPlan]IsDiplomaGroupsSubstitution > 0, Value = X |
CourseNote9 | B = Credit count adjusted, combined courses exceed maximum credit value | If any [S_ON_CC_X / S_ON_SGR_X]Transcript_B is true, value = B |
CourseNote10 | P = Course taken at a Ministry inspected Ontario private school | If [S_ON_SGR_X]Transcript_P is true, value = P. |
Student.Academic Record.UserDefinedExtension | ||
Communityinvolvement | Completion of the required number of hours for community involvement. Students need a certain number of community involvoment hours to graduate:
Community hours values that would normally be rounded up to 40 hours (e.g., 39.996) for printing on other reports are not rounded up for the purpose of determining whether the requirement is complete. |
|
LiteracyTest | Completion of Provincial Secondary School literacy requirement. | PSSR_ON_COMMON.Literacy_Requirement Refer to Appendix F - Literacy Requirement for a description of the values returned by this function. Value = E when the function returns B (Both) A space (not completed) is treated as blank |
MIN | Ministry Identification Number | [S_ON_STU_X]MIN_Number Leading zeros are added if the length is less than 9 |
ShsmCode | Only SHSM programs selected by the user on the report input page are included in this section. If the All requirement date is not null and is less than or equal to the system date, the latest SHSM program the student completed is output. If the student did not complete any SHSM program, then the report outputs the latest incomplete SHSM program where the entry date is less than or equal to the system date, and the exit date is null or greater than the system date. Sorted by Entry Date, Desc, and DCID Desc. Otherwise, the tag is omitted | [Gen]Value2 (for category specprog) |
ShsmCompleted | This tag is output only if the SHSM program is reported:
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