Student Transcripts

Use

If run at the district level, choose one of the following from the pop-up menu:

• Default – District Wide. Includes all records on the PowerSchool server that meet selection criteria.
• Current School Only – Includes all records associated with the current school that meet the selection criteria.
• District Wide – Includes all records on the PowerSchool server that meet the selection criteria.

If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list.

Students to Include

Indicate which students to include in the report by selecting one of the following options:

• The selected [number] students only – Run the report for students in the current selection.
• All students – Run the report for all students in the current school or district that meet the selection criteria.

Note: If running the report for a single student, or group of students, select the students prior to runningreport.

Processing Options

Choose a time to run the report from the pop-up menu:

• In Background Now (Recommended) – Execute the report immediately in the background.
• ASAP – Execute the report in the order it is received in the Report Queue.
• At Night – Execute the report during the next evening.
• On Weekend – Execute the report during the next weekend.
• On Specific Time – Execute the report on the date and time specified.

Specific Date/Time

Enter a date using the format mm/dd/yyyyor mm-dd-yyyyin order to run the report on a specific day. The incorrect format displays an alert and the date field is submitted as a blank entry.

Use the pop-up menus to schedule the report to be run at a specific hour and minute.

Example: 7/29/2008 @ 10:05 AM.

Select Schools to include

Select the schools to include in the report. Press the Ctrl key to choose multiple schools.

Grades

Select the grade levels of the course records to include in the report. Press the Ctrl key to choose multiple grade levels.

Include 7th and 8th Grade Courses

Select the checkbox to extract 7^th and 8^th grade course history in addition to 9^th, 10^th, 11^th, and 12^th grade courses.

Include 7^th grade courses

Select the checkbox to extract 7^th grade course history in addition to 9^th, 10^th, 11^th, and 12^th grade courses.

Include 8^th grade courses

Select the checkbox to extract 8^th grade course history in addition to 9^th, 10^th, 11^th, and 12^th grade courses.

Include Course Details

Click the checkbox to include instructional levels and verified credits on each transcript (default).

Choose mark to display on the transcript

Choose Grade or Percent to determine the type of grade to report.

Truncate or Round Numeric Grade toWholeNumber

Choose Round or Truncate to determine whether to report decimal positions.

Display school year rather thanmonthfor grades (recommended)

Choose Yes or No to determine whether to display the school year rather than the month for grades.

Select the GPA Method to display for each term

Select a GPA method to display the GPA for each term/store code.

Would you like the GPA Method for each term to display on a line by itself?

Choose Yes to display the GPA Method for each term on a separate line.

Select the GPA Method to be used to determine class rank

Select the GPA method to calculate and display the class rank.

Select the GPA Methods to display in the GPA Summary

Select a GPA Method for the GPA Summary. Press the Ctrl key to select multiple GPA Methods.

Select the Tests to display in the Test Scores and Dates Summary

Select a Test for the Test Scores and Dates Summary. Press the Ctrl key to select multiple Tests.

Select all SOL Tests

Selectan SOLTest to display on the transcript. Press the Ctrl Key to select multiple Tests.

ONLY Print Passed SOL Score

Choose Yes to display only the Passed score for SOL tests. Choose No to display all SOL scores includingsub scores.

Select Graduation Set To Use

Select the graduation set to display in the credit summary for each student. Graduation Sets are set up via Start Page > School Setup > Graduation Sets. Graduation Sets are assigned to students via Start Page > Student > Graduation Progress.

Add additional credit hours to elective subject area?

Choose Yes to add additional credit hours for an elective subject area on the transcript.

Enter the Elective Subject Area Name

If the Add additional credit hours to elective subject area field is Yes, then enter the elective subject area name.

District Title

Enter the district name to display on the transcript.

School Logo

Select either the school's default logo or another logo from the School Logo list to display a school logo on the transcript, then select. You must add the school logo to the following directory to display the school logo to display in the list: PowerSchool\application\components\powerschool-coreX.X.X.X.\system\server\resources\web_root\admin

The default is Don’t Display School Logo.

To designate the final Driver Ed grade to print in bold on the transcript, you must enter the Driver ED course number:

Enter the Driver Ed course number to designate as the final Driver Ed grade on the transcript. A bold font is applied to the Driver Ed grade.

Watermark Text

Optionally, enter text to display as a watermark on the transcript.

Include Signature Section

Select the checkbox to display the school official’s signature on the transcript.

Diploma Type

Choose the Diploma Type used to determine the diploma for each student. The default is Graduate/Other Completer Code.

Header Style

Select the header style for the transcript. The default is Black text on light gray background.

Group Course History by

Choose a method to group course history records on the transcript.

Identify Courses in Progress

Choose Yes to identify the courses on the transcript that the student is currently enrolled in.

1

Student Legal Name

The student’s name.

[Students]LastFirst

2

Birthdate

The student’s date of birth.

[Students]DOB

3

Gender

The student’s gender.

[Students]Gender

4

Grade

The student’s grade level.

[Students]Grade_Level

5

Class of

The student graduated or is expected to graduate.

Calculated

6

Student ID

The locally assigned student number.

[Students]Student_Number

7

State ID

The SASID assigned by the state of Virginia.

[Students]State_StudentNumber

8

Phone

The student’s telephone number.

[Students]Home_Phone

9

Home Address

The address of the student’s current residence.

[Students]Street

10

City

The city of the student’s current residence.

[Students]City

11

State

The state of the student’s current residence.

[Students]State

12

Zip

The zip code of the student’s current residence.

[Students]Zip

13

Name of School Division

The name of the school associated with this school enrollment.

[Schools]Name

14

School District Name

The district name.

[Prefs]value where [Prefs]Name=districtname

15

School Address

The school address.

[Schools]SchoolAddress

[Schools]SchoolCity

[Schools]SchoolState

[Schools]SchoolZip

16

School Phone

The school phone number.

[Schools]SchoolPhone

17

School Fax

The school fax number.

[Schools]SchoolFax

18

Enter Date

The Entry date is extract based on the [Students]DistrictEntryDate if not populated or if value is 0/0/0 extracted from the oldest entry date from the ReEnrollments Table or Students table.

[Students]DistrictEntryDate

[Students]EntryDate

[ReEnrollments]EntryDate

19

Diploma Type

Type of diploma the student earns upon graduation.

This value is determined by the selection made when running the report. If the Diploma Type is Diploma Type, then the diploma entered for the student, [Students]VA_Diploma_Code, is reported.

The following codes are translated to the verbiage on the right:

• 1 and 7 – Standard
• 2 and 6 – Advanced
• 3, 4, 5, 8, and 9 – Other
• 10, 11, 12, 13 – Blank

[Students]VA_Grd_Comp_Code

or

[Students]VA_Diploma_Code

20

Grad Date

The student’s actual graduation date.

[Students]VA_Grad_Date

21

Early Scholar

An X is reported if the student’s Early College Scholar code is one of the following:

• 2 – student earned governor’s early college scholar
• 4 – early college and commonwealth cert

[Students]VA_EarlyCollegeScholarProgCd

22

Commonwealth Scholar

An X is reported if the student’s Early College Scholar code is 3, commonwealth scholar program.

[Students]VA_EarlyCollegeScholarProgCd

23

Certificate of Program Completion

An X is reported if the student’s Graduation Completion Code is 4, Cert of program completion.

[Students]VA_Grd_Comp_Code

24

Date of Certificate of Program Completion award

The date the student completed the certificate program.

[Students]VA_CTE_Completion_Dt

25

Counselor

The name of the student’s guidance counselor.

[Students]VA_School_Counselor

26

School Code

The school’s four-digit identification number.

[Schools]School_Number

27

Division Number

The district’s three-digit identification number.

[Prefs]value where [Prefs]name=DistrictNumber

28

Course Work listed by year with grades

The courses completed by the student. The instructional level, grade earned, verified credits, substitute credits, and credits earned appear.

The Verified Credits column appears if the Include Details Section checkbox is selected when running the report. If a stored grade is a verified credit, a V appears in the column. If the stored credit is a substitute credit, an asterisk (*) appears in the column.

The student’s GPA also appears, one value for each GPA method selected in the Select the GPA Methods to display in the GPA Summary list when running the report.

[StoredGrades]Course_Number

[Courses]Course_Name

[Courses]VA_TranscriptCourseName

[StoredGrades]Grade

[StoredGrades]Percent

[StoredGrades]EarnedCreditHrs

[StoredGrades]VA_Verified_Credit

[StoredGrades]VA_Substitute_Credit

[StoredGrades][Courses]VA_Honors

[StoredGrades]VA_Distance_Learning

[Courses][Sections]VA_Virtual_Crs_Indicator

[StoredGrades][Courses]VA_Dual_Enrollment

[StoredGrades][Courses]VA_Advanced_Placement

[StoredGrades][Courses]VA_Accelerated

[StoredGrades][Courses]VA_Baccalaureate

29

Work In Progress

This section lists the number, name, credit hours, and instructional level for each course in which the student is currently enrolled. This list includes courses that do not have a stored grade, but are present in the Include Stored Codes for the Current Year list.

[CC]Courses

[CC]Course_Name

[Courses]Credits

[Courses]VA_Distance_Learning

[Courses]VA_Dual_Enrollment

[Courses]VA_Advanced_Placement

[Courses]VA_Accelerated

[Courses]VA_Honors

[Courses]VA_Baccalaureate

30

GPA Credit Summary

Class Rank

This section lists the total potential credits, earned credits earned, verified credits, and substitute credits for the student. The student’s attendance summary for previous school years is also included.

The student’s class rank is calculated based on the GPA method selected when running the report. Review additional information about class rank.

Calculated

31

Previous Years Absences

This section displays the student’s absences from previous years as calculated in the Student Attendance Summary table. If multiple records are stored in the table for the same year, the absences are summed and that total is displayed.

[PS_AdaAdm_Defaults_All]AttendanceValue

[S_VA_STU_HISTATTN_C]Absences

[Students]Absences

31

Test Scores and Date

The student’s highest SAT and ACT test values with the date the student took each test. Enter the test results on the Test Scores page, Start Page > Student > Test Scores.

Calculated

[S_VA_STU_X]Transcript_SAT_Exclude_YN

[S_VA_STU_X]Transcript_ACT_Exclude_YN

32

Industry Certifications

If an Industry Certifications test name is preceded by a forward slash (/), the student’s test date appears on the transcript.

Note: You must define the test name as “Industry Certifications” at the district level and then assign an alpha score to the student for that test.

[StudentTestScores]Test_Date

[StudentTestScores]AlphaScore

33

Schools Attended

This is the name, address, email address, and phone of out-of-district schools this student attended.

Note: This is a virtual table that is created and displayed via Start Page > District Setup, > Schools Attended. Stored grades can be linked to the out-of-district school by entering the alternate school ID for the stored grade record.

[VA_SchoolsAttended]school_name

[VA_SchoolsAttended]school_address

[VA_SchoolsAttended]school_city

[VA_SchoolsAttended]school_state

[VA_SchoolsAttended]school_zip

[VA_SchoolsAttended]school_email

[VA_SchoolsAttended]school_phone

34

Key Symbols

The key symbols identify the instructional level of each course.

The course instructional level is extracted from Start Page > Student > Historical Grades. If the instructional level is blank for the historical grade, the value is extracted from Start Page > District Setup > Courses.

Up to two instructional levels appear for each course.

Note: A key displays below the column that explains each abbreviated instructional level.

N/A

[StoredGrades]

[Courses]

35

Final Driver Ed Grade

The student’s driver education course grade, as specified when running the report.

Calculated

36

School Comments

Comments specified on the Edit School page to print on the transcript.

[Schools]VA_AddendumComments

37

Student Comments

Comments specified at the student level to print on the transcript (Start Page > Student > State/Province – VA > Transcript).

[Students]VA_StudentComments

38

Signature Section

This field appears at the bottom of the page. If the transcript contains multiple pages, the field appears on the last page.

N/A

39

Date of school official signature

This field section appears at the bottom of the page. If the transcript contains multiple pages, the field appears on the last page.

N/A