Student Transcript Data

This category captures overall cumulative academic information and course transcript grades as published within the Student Transcript category.

Academic Records

This view captures information about each student's cumulative academic record as published in the StudentAcademicRecord resource within the Student Transcript category. Each student's course transcript must be accompanied by an Academic Record. The layout includes the School Name, Student Number, Student Name, Grade Level, Last Publish Date, and the Publishing ID.

studentAcademicRecord

This educational resource represents the cumulative record of academic achievement for a student, and functions as the header record for the student courseTranscript resource. A record is published for each school year indicating the cumulative credits for the student.

Primary PowerSchool Source Data

[StoredGrades]

Selection Criteria

Records are published if the following criteria are met:

The student was published in the Student category.
StudentUniqueId must be populated in PowerSchool.
The student must not be excluded from state reporting.
The school associated with the stored grades record must not be excluded from state reporting.
The section at the school where the grade was recorded must not be excluded from state reporting ("State_ExcludeFromReporting").
The stored grades record must not be excluded from transcripts ("excludefromtranscripts").
The course must have a valid state course code.
The course must not be excluded from printing ("sched_do_not_print").
The store code for the grade must be a final grade code for the course term where Storecode is either 'Y1' for a year grade, or matches a term record for the school where [StoredGrades]StoreCode = [Terms]Abbreviation.
If the stored grades SectionId is greater than 0, the record is the most recent for the section, student, and store code based on DateStored.

Resource Output

A separate studentAcademicRecord is published for each unique combination of student and school year that meets the required criteria.
As this data is accumulated at the district level, the Education Organization reference in these records is the district (LEAId).
The cumulativeEarnedCredits complex type is required and represents a rolling accumulation of credits. For each school year, the total cumulative earned credits to date are summed.
The studentAcademicRecord resource is dependent on the prior publishing of the following resources: student and studentSchoolAssociation.
LEAs and Schools may upload (publish) data to the Ed-Fi ODS manually through Publish All / Publish Missing or by scheduling a time to publish ("Schedule" button).

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

Data Element	Description	Data Type	Stored in [Table]Field	Req’d
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 enrollment for this session	R
/creditType	The type of credits or units of value awarded for the completion of a course.	Enumerated List	‘Carnegie unit’	O
cumulativeAttemptedCredits The cumulative number of credits an individual attempts to earn by taking courses 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.				O
/credit	The cumulative number of credits an individual attempts to earn by taking courses 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]PotentialCrHrs Sum through end of enrollment for this session	R
/creditType	The type of credits or units of value awarded for the completion of a course.	Enumerated List	‘Carnegie unit’	O
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
/creditType	The type of credits or units of value awarded for the completion of a course.	Enumerated List	‘Carnegie unit’	O
studentReference/studentIdentity	Identifies the student associated with the studentAcademicRecord.	Integer	StudentUniqueId downloaded from State Derived from: [StoredGrades]StudentID	M
educationOrganizationReference /educationOrganizationIdentity	The education organization that is associated with the studentAcademicRecord.	Integer	District: LEAId downloaded from State	M
schoolYear	The identifier for the school year.	Enumerated List	[StoredGrades]TermID	M
term	The term for the session during the school year.	Enumerated List	‘Year Round’ is output in all records.	M

Transcript Courses

This view captures the student transcripts entries including course attempts and results for those attempts. The layout includes the School Name, Student Number, Student Name, School Year, Grade Level, Course Title, Section, and Teacher Name, along with the Store Code, Final Grade, Attempted Credit, Earned Credit, Last Publish Date, and the Publishing ID.

courseTranscript

This resource is the final record of a student's performance in their courses by school year.

Primary PowerSchool Source Data

[StoredGrades]
[Sections]
[CC]

Selection Criteria

Records are published if the following criteria are met:

The student was published in the Student category.
StudentUniqueId must be populated in PowerSchool.
The student must not be excluded from state reporting.
The student must be enrolled in the district during the school year for the term selected in the PowerSchool UI.
The school associated with the stored grades record must not be excluded from state reporting.
The section at the school where the grade was recorded must not be excluded from state reporting ("State_ExcludeFromReporting").
The stored grades record must not be excluded from transcripts ("excludefromtranscripts").
The course must have a valid state course code.
The course must not be excluded from printing ("sched_do_not_print").
The store code for the grade must be a final grade code for the course term where Storecode is either 'Y1' for a year grade, or matches a term record for the school where [StoredGrades]StoreCode = [Terms]Abbreviation.
If the stored grades SectionId is greater than 0, the record is the most recent for the section, student, and store code based on DateStored.

Resource Output

A separate courseTranscript record is published for each student and each course attempt with a stored grades record that meets the required criteria.
As this data is accumulated at the district level, the Education Organization in the studentAcademicReference complex type is the district (LEAId).
The schoolID is included in the courseReference complex type for courses taken within the district; courses taken outside the district appear within the externalCourse complex type with the school reported in the nameofInstitution element.
The Course Code and Education Organization reported in the courseReference complex type is the State Course Code and the SEAId.
For each course, a courseAttemptResult must be reported with possible values of 'Pass', 'Fail', 'Incomplete' or 'Withdrawn'.
For each course, earnedCredits must be reported; if no credit was earned, a default of '0' is output.
The sum of the earned credits per session should match the sessionEarnedCredits in the corresponding studentAcademicRecord for the student.
Where available, both the final letter grade and final numeric grade are published.
The courseTrancript resource is dependent on the prior publishing of the following resources: student, studentSchoolAssociation, and studentAcademicRecord.
LEAs and Schools may upload (publish) data to the Ed-Fi ODS manually through Publish All / Publish Missing or by scheduling a time to publish ("Schedule" button).

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

Data Element	Description	Data Type	Stored in [Table]Field	Req’d
courseAttemptResult	The result from the student’s attempt to take the course, for example, Pass, Fail, Incomplete, Withdrawn.	Enumerated List	Calculated from: [StoredGrades]PotentialCrHr, EarnedCrHrs, Grade, and Percent, [CC]TermID, [Sections], [Courses] and [GradeScaleItem] ‘Withdrawn’: If the [CC]TermID for the section is negative ‘Pass’: If EarnedCr Hrs >= PotentialCrHrs If Grade starts with ‘P” If Percent Grade >= CutOffPercentage for graduation credit based on the grade scale ‘Fail’: If PotentialCrHrs > 0 and EarnedCr Hrs = 0 or blank If Grade starts with “F’ If Percent Grade < CutOffPercentage for graduation credit based on the grade scale ‘Incomplete’: If EarnedCr Hrs > 0 but < PotentialCrHrs If Grade starts with ‘I’	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	R
/creditType	The type of credits or units of value awarded for the completion of a course.	Enumerated List	‘Carnegie unit’	O
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	R
/ereditType	The type of credits or units of value awarded for the completion of a course.	Enumerated List	‘Carnegie unit’	O
gradeLevel	Student's grade level at time of course.	Descriptor	[StoredGrades]Grade_Level [S_TN_SGR_X]TransitionalGrade If TransitionalGrade is true, then a prefix of ‘T’ is added to the 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)	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)	C
courseReference/courseIdentity The course recorded in the Course transcript entry.				M
/courseCode	The course being offered by the school. This is typically the courseCode in the downloaded course resource, usually the state courseCode. Typically, if courseCode does not match a courseCode in the downloaded course resource, it will result in an error and/or be prevented from publishing.	Varchar(60)	State CourseCode: [Courses]Alt_Course_Number [S_TN_SGR_X]Alternate_District_Course_Num	M
/educationOrganizationReference /educationOrganizationIdentity	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 resource, usually the SEAId.	Integer	SEAId downloaded from the state – ‘47’	M
schoolReference/schoolIdentity	The School that provided the reported instruction.	Integer	SchoolID downloaded from State Derived from: [Prefs]Name=districtnumber [Prefs]Value and [Schools]Alternate_School_Number if value is greater than 0 Otherwise [Schools]School_Number	O
studentAcademicRecordReference/studentAcademicRecordIdentity Link to the Student's academic record for a semester/school year.				M
/studentReference/studentIdentity	Identifies the student associated with the studentAcademicRecord.	Integer	StudentUniqueId downloaded from State Derived from: [StoredGrades]StudentID	M
/educationOrganizationReference /educationOrganizationIdentity	The Education Organization associated with the studentAcademicRecord.	Integer	District: LEAId downloaded from State	M
/schoolYear	The identifier for the school year.	Enumerated List	[StoredGrades]TermID	M
/term	The term for the session during the school year.	Enumerated List	‘Year Round’ is output in all records.	M
courseTitle	The descriptive name given to a course of study offered in a school or other institution or organization.	Varchar(60)	Not stored in PowerSchool; selected from downloaded state courses using state course code.	O
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 the SectionId = 0, then [S_TN_SGR_X]Alternate_District_Course_Num + ‘-‘ + ‘9999’	O
localCourseTitle	The descriptive name given to a course of study offered in the school, if different from the CourseTitle.	Varchar(60)	[Courses]Course_Name	O
privateOrOutOfStateIndicator	Indicator of whether the course was taken in a private school or out of state; reported as ‘Y’ or ‘N’.	Varchar(1)	[StoredGrades]AB_Course_Cmp_Ext_Crd Default = ‘N’	R
rigorPoints	The number of quality points awarded for this course. Quality points are awarded for honors, advanced placement, and IB courses.	Integer	[S_TN_CRS_X]QualityPoints	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