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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:

  • Current School Only – Includes all student records associated with the current school that meet the selection criteria. To change the current school, click the School link at the top of the page and choose the appropriate school from the list.
  • All Schools – Includes all student records on the PowerSchool server that meet selection criteria.

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:

  • The Selected X Students Only – Includes only students who are in the current student selection.
  • All Students – Includes all student records on the PowerSchool server that meet the selection criteria for either the current school or all schools.

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.

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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

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