XAP Student Transcript
Introduction
This report generates the output for the XAP student transcript. This report was initially written by a third party as an object report. The new XAP Student Transcript replaces the object report and is found in System Reports > State Reports. The report is a school level report that works with a student selection.
This report requires that schools populate their CEEB code. To obtain a school's CEEB code go to the following URL and search for school that will report the XAP student transcript: https://collegereadiness.collegeboard.org/k-12-school-code-search.
After a CEEB code is obtained for a school, the code must be entered in the CEEB Code field on the District > Schools/School Info > Edit School page.
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 from the Students and ReEnrollments table based on the following criteria:
The student must have a scheduled year of graduation.
The student must have stored grades.
The course must have Honors and College Prep indicators defined.
The student grade must have an alpha or percent value.
The student must have an earned credit value for each stored grade to report.
The student must have a grade level in each stored grade.
Report Input
For help with navigation and report generation, see How to Find and Generate a Report.
Field | Description |
Select Schools | Choose one of the following:
Note: The All Schools option is only available when running the report from the District Office. |
Students to Include | Select one of the following options:
|
Include 8th Grade | Select to include students in grade 8. The report will include students in grades 8 through 12. When not selected, students in grades 9 through 12 are reported. |
Select Weighted GPA | Select a weighted GPA from the pop-up menu. The values available in the menu are the GPA calculations defined in District Setup > GPA Calculations > Calculation Methods. The report will calculate the weighted GPA based on the GPA calculation method selected here. |
Select Unweighted GPA | Select an unweighted GPA from the pop-up menu. This value is used for the state lottery. The values available in the menu are the GPA calculations defined in District Setup > GPA Calculations > Calculation Methods. The report will calculate the unweighted GPA based on the GPA calculation method selected here. |
Exclude Class Rank | If this option is selected, the default value of “-1” is displayed in the report. If this option is not selected, the class rank is pulled into the report based on the selected Weighted GPA method. |
Include Semester Grades for Y1 Courses | If this option is selected, grade records for the desired store codes are included in report only if potential credit is present to ensure that users are not forced to award duplicate credit to a student. |
Include Quarter Grades for Courses | If this option is selected, grade records for the desired store codes are included in report only if potential credit is present to ensure that users are not forced to award duplicate credit to a student. |
Report Output
Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.
Item # | Data Element | Description | [Table]FieldName |
|---|---|---|---|
1 | CEEB | The standardized ID number assigned to a secondary school, college or university. They are issued by the Educational Testing Service – Required | [S_TN_SCH_X]CEEBCode |
2 | School Name | The name of the school. | [Schools]Name |
3 | School Address | The street address of the school. | [Schools]SchoolAddress |
4 | School City | The city in which the school is located. | [Schools]SchoolCity |
5 | School State | The state in which the school (state code) is located. | [Schools]SchoolState |
6 | School Zip Code | The school's zip code. | [Schools]SchoolZip |
7 | School Phone | Optional - The phone number of the school. | [Schools]SchoolPhone |
8 | School Fax | Optional - The fax number of the school. | [Schools]SchoolFax |
9 | Student ID | Optional - The unique identifier of the student, assigned by the school. | [Students]State_StudentNumber |
10 | Student SSN | Optional - The student's Social Security Number (format 999-99-9999) | [Students]SSN |
11 | Student Last Name | The student's last name. | [Students]Last_Name |
12 | Student First Name | The student's first name. | [Students]First_Name |
13 | Student Middle Name | Optional - The student's middle name. | [Students]Middle_Name |
14 | Student Address | The student's address. | [Students]Street |
15 | Student City | The city in which the student lives. | [Students]City |
16 | Student State | The state in which the student lives. | [Students]State |
17 | Student Zip Code | The student's address. | [Students]Zip |
18 | Student Phone Number | Optional - The student's phone number. | [Students]Home_Phone |
19 | Date of Birth | The student's date of birth (format YYYYMMDD). | [Students]DOB |
20 | Gender Code | Optional - The student's gender. | [Students]Gender |
21 | Race/Ethnicity | Optional - The Race/Ethnicity of the student. | **GEN.name ([Students]Ethnicity = [gen].value; [gen].cat='ethnicity') |
22 | secondary school Graduation Date | Required - The projected year of graduation (format YYYY) | [Students]Sched_YearOfGraduation |
23 | Current Grade Level | Optional - The grade level in which student is currently enrolled. | [Students]Grade_Level |
24 | GPA A | Either the weighted or unweighted GPA. If it is the weighted GPA, the field "GPA A Label" should be set to "weighted". | *GPA(Calculated) |
25 | GPA B | Optional - Either the weighted or unweighted GPA. If it is the unweighted GPA, the field "GPA B Label" should be set to "unweighted". | *GPA (Calculated) |
26 | Class Rank | Optional - If the secondary school has a ranking system, this is the current rank of the Student in comparison to other students in the secondary school. | ~(*Class_Rank_Out_Of;Gpa). |
27 | Class Rank 2 | Optional - If the school has a ranking system, this is the current rank of the Student in comparison to other students in the secondary school - | [ClassRank]Rank or -1 |
28 | Class Size | Optional - The size of the class the Student is enrolled in. | [ClassRank]OutOf or -1 |
29 | Enter Date | Optional - The date when the Student first attended the secondary school (format YYYYMMDD) | [Students]EntryDate |
30 | Leave Date | Optional - The date when the student left the secondary school (format YYYYMMDD). | [Students]ExitDate |
31 | Graduation Date | Optional - The actual graduation date. If this is not a final transcript, this date can be blank (format YYYYMMDD) | [S_TN_STU_X]CompletionDate |
32 | Parent Name | Optional - The name of the parent or guardian of the student. | [Students]Father [Students]Mother |
33 | Parent Address | Optional - The street address of the student's parent or guardian. | [Students]Street |
34 | Parent City | Optional - The city of the student's parent or guardian of the student. | [Students]City |
35 | Parent State | Optional - The state of the student's parent or guardian. | [Students]State |
36 | Parent Zip Code | Optional - The zip code of the student's parent or guardian. | [Students]Zip |
37 | Parent Phone Number | Optional - The phone number of the student's parent or guardian. | [Students]Father_Home_Phone [Students]Mother_Home_Phone |
38 | Student Counselor Name | Not Reported | N/A |
39 | Student Status | Optional - The student's enrollment status. | [Students]Enroll_Status; -1=PRG,0=ACT,1=INA,2=TRO,3=GRD,4=HST |
40 | Diploma Type | Optional - Indicates the type of diploma earned by the student (e.g. College Preparatory, General Studies) | [S_TN_STU_X]Completion |
41 | Graduation Program of Study | Not Reported | N/A |
42 | GPA A Label | If it is the weighted GPA, the field "GPA A Label" should be set to "weighted" - Required | Weighted |
43 | GPA B Label | If it is the unweighted GPA, the field "GPA B Label" should be set to "unweighted" - Optional | Unweighted |
44 | School Name | The secondary school where the student enrolled for a session. A student can attend multiple sessions at the school. If the student took a course at another school or if the student is a transfer student, this is name of the secondary school they are transferring from. | [StoredGrades]SchoolName |
45 | Session Date | Optional - The date the course was completed (format YYYYMM). | [Terms]LastDay |
46 | Student Level | Indicates the grade level the student was in during the session. | [StoredGrades]Grade_Level |
47 | Term Name | Optional - The academic term for the session. | [StoredGrades]StoreCode |
48 | Start Date | Optional - The date when the session began (format YYYYMMDD). | [Terms]FirstDay |
49 | End Date | Optional - The date when the session ended (format YYYYMMDD). | [Terms]LastDay |
50 | Course Academic Credit Hours | Optional - Indicates the number of credit hours for a course. A student can have multiple courses they have taken for a given session. | [StoredGrades]PotentialCrHrs |
51 | Course Academic Credit Hours Earned | Indicates the number of credit hours earned by the student for the course | [StoredGrades]EarnedCrHrs |
52 | Academic Grade Awarded | The grade the student achieved for a course. Data can be a letter grade (A, B) or a percentage (70, 80) | [StoredGrades]Percent |
53 | Course Honors Indicator | Indicates any honors awarded to the student for the course. | [S_TN_SEC_X]HonorsClassIndicator |
54 | Course College Prep Indicator | Indicates whether the course is for preparation for post-secondary entrance. | [S_TN_CRS_X]CollegePrepIndicator_YN |
55 | Course Title | The description of the course (for example, Mathematics II) | [StoredGrades]Course_Name |
56 | Course Number | The unique identifier assigned to the course by the secondary school. Note: The report pulls the stored grades alternate course number if it exists. If the stored grades alternate course number does not exist, the report pulls the course's alternate course number. If an alternate course number does not exist, the report pulls the stored grades course number. | [S_TN_SGR_X]Alternate_District_Course_Num [CoursesCoreFields]Alt_Course_Number [StoredGrades]Course_Number |
57 | Course Repeat Indicator | Not Reported | N/A |
58 | Course Subject Area | Optional - Credit Type | [StoredGrades]Credit_Type |
59 | Credit Qualifier Indicator | Not Reported | N/A |
60 | Other secondary school Indicator | Not Reported | N/A |
61 | Program of Study | Not Reported | N/A |
62 | Weighting Indicator | Not Reported | N/A |
63 | Test Name | Optional - The name of the test that was taken (for example, ACT, SAT). A student can have multiple tests that they have taken in preparation for post-secondary entrance, including The state-specific tests that a student is required to take. | [Test]Name |
64 | Test Date | Optional - The date when the test was taken (format YYYYMM) | [StudentTest]Test_Date |
65 | Test Score | Conditional - The score achieved by the student for the test. | [StudentTestScore]NumScore |
66 | Subtest Name | Optional - If the score is a subset (for example SAT: Math) | [TestScore]Name |
67 | Test Note | Not Reported | N/A |
68 | Immunization Description | Optional - Indicates the type of immunization given to the student. A student can have multiple immunization records. These are optional fields that can be collected and sent to post-secondary institutions if they are available at the secondary school. | Polio; MMR; DPT |
69 | Immunization Date 1 | Optional - The date the immunization was given (format YYYYMMDD). | [Students]Immunizaton_Polio |
70 | Immunization Date 2 | Optional - The date the immunization was given (format YYYYMMDD). | [Students]Immunizaton_mmr |
71 | Immunization Date 3 | Optional - The date the immunization was given (format YYYYMMDD). | [Students]Immunizaton_dpt |
72 | Immunization Date 4 | Not Reported | N/A |
73 | Immunization Date 5 | Not Reported | N/A |
74 | Immunization Date 6 | Not Reported | N/A |
75 | Immunization Date 7 | Not Reported | N/A |
76 | Immunization Date 8 | Not Reported | N/A |