VA State Transcript Setup
Required District Setup
The following district setup is required before running the VA State Transcript. Complete the following steps for each school.
Sign in to the District Office.
On the Start page, under Setup, click District. The District Setup page appears.
Under District Information, click Schools/School Info, and then click a school name. The Edit School page appears.
Under Transcript Information, complete the following fields:
Element | Description | [Table]FieldName |
|---|---|---|
Transcript Information | ||
Store Codes from this school to omit on Transcript for Previous Years | Enter the store codes to omit on the transcript for previous years. Enter as a comma-delimited list; for example, S1, S2 | [S_VA_SCH_X]Transcript_Store_Codes_Ignore |
Store Codes from this school to include on Transcript for Current Year | Choose the store codes from this school to include on the transcript for the current year. Enter as a comma-delimited list in order of priority; for example Y1, S1, S2 | [S_VA_SCH_X]Transcript_Store_Codes_Ignore |
Required Course Setup
The following course setup is required before running the VA State Transcript. Enter the information for each course.
Element | Description | [Table]FieldName |
|---|---|---|
District Setup > Courses > course page > Transcript Information | ||
Transcript Course Name | Enter the name of the course to use as an override. | [S_VA_CRS_X]Transcript_Course_Name |
Transcript Course Number | Enter the course number to be used as an override. | [S_VA_CRS_X]Transcript_Course_Number |
Exclude course from transcript | Choose Yes to exclude the course from the transcript; otherwise, leave as the default No. | [S_VA_CRS_X]Exclude_From_Transcript_TF |
Commonwealth College Course Collaborative | Choose Yes if this course is designated as a Commonwealth College Course Collaborative – Approved Course that fully transfers as core requirements and degree credits at Virginia colleges and universities. | [S_VA_CRS_X]ComCollegeCrsCollabInd |
District Setup > Courses > course page > Master Schedule Collection (MSC) Note: The VA State Transcript default is to extract the SCED code. An option on the VA State Transcript report parameter input page allows the Division to exclude the SCED code; if the option for “Use SCED code for course number” is set to No, then the VA Transcript extracts the data as follows: If [S_VA_SGR_X]Alternate_Course_ID is not populated, then [StoredGrades]Course_Number. | ||
SCED Subject Area | Choose the SCED Subject Area to extract the SCED on the VA State Transcript-PDF | [S_VA_CRS_X]SCED_Subject_Area |
SCED Course Identifier | Enter the SCED Course Identifier to extract the SCED code on the VA State Transcript-PDF. Click VA DOE SCED Crosswalk to locate the course identifier. | [S_VA_CRS_X]SCED_Course_Identifier |
Required Course Setup for Attributes
To report Attributes in the VA State Transcript, choose Yes for the attributes that pertain to the course. These fields are in both the S_VA_CRS_X (courses) table and the S_VA_SGR_X (stored grades) table. The stored grades table (S_VA_SGR_X) takes precedence.
Attribute | Description | [Table]FieldName |
|---|---|---|
District Setup > Courses > course page > Virginia State Information | ||
Dual Enrollment Course | Choose Yes if this course carries both high school and college credit. | [S_VA_SGR_X]DualEnrollment [S_VA_CRS_X]DualEnrollment |
Advanced Placement | Choose Yes if this is an advanced-level course with a syllabus equivalent to relevant Advanced Placement syllabus disseminated by the College Board. | [S_VA_SGR_X]Advanced_Placement [S_VA_CRS_X]Advanced_Placement |
Accelerated | Choose Yes if this is a course that can be completed in less than the normal amount of time. | [S_VA_SGR_X]Accelerated [S_VA_CRS_X]Accelerated |
Honors | Choose Yes if this is a course that is offered to academically advanced students. | [S_VA_SGR_X]Honors [S_VA_CRS_X]Honors |
Baccalaureate | Choose Yes if this is an advanced-level of course with a syllabus approved by the IBO. | [S_VA_SGR_X]Baccalaureate [S_VA_CRS_X]Baccalaureate |
District Setup > Courses > course page > Transcript Information | ||
Commonwealth College Course Collaborative | Choose Yes if this course is designated as a Commonwealth College Course Collaborative – Approved Course that fully transfers as core requirements and degree credits at Virginia colleges and universities. | [S_VA_SGR_X]ComCollegeCrsCollabInd [S_VA_CRS_X]ComCollegeCrsCollabInd |
Required Section Setup
The following school section setup is required before running the VA State Transcript. Complete the following steps for each school.
Sign in to the school.
On the Start page, under Setup, click School. The School Setup page appears.
Under Scheduling, click Sections. The Sections page appears.
Click the applicable course name. The course page appears, with a list of associated sections.
Click the section number in the Sec # column.
Element | Description | [Table]FieldName |
|---|---|---|
Virginia Information | ||
Summer Course | Choose Yes to indicate that this is a Summer School Course. The value of 'S' will be displayed in the Attributes column on the transcript. | [S_VA_SGR_X]SummerInd [S_VA_SEC_X]SummerInd |
Required StoredGrades Setup
Either the [S_VA_SGR_X]Alternate_Course_ID field or the [Courses]Course_Number field must be populated for a course number to be extracted on the transcript.
If the course number on a student's stored grade record does not reconcile with a course number on the master course list, the following fields must be completed for the Transcript Attributes column; otherwise these fields do not need to be completed.
Element | Description | [Table]FieldName |
|---|---|---|
Substitute Credit | Use to indicate the credits earned by substitution. This value Is displayed as (SC) in the Attributes Column on the transcript. | [S_VA_SGR_X]Substitute_Credit_TF |
Verfied Credit | Verified Credit Earned - Value entered in this field will be extracted on the State VA Transcript. | [S_VA_SGR_X]Verfied_Credit |
Alternate School ID | The data in this field must be populated for those students with stored grade records earned at schools outside of the Division. The data in the [S_VA_SGR_X]Alternate_School_ID field must be the same school ID as in the [S_VA_Division_Schools_C]SchoolNCESnumber field. The number does not have to be the NCES number; however the two numbers must reconcile. Populating this field provides the school name, address, and phoneand on the transcript. | [S_VA_SGR_X]Alternate_School_ID |
District Setup > Courses > course page > Virginia State Information | ||
Dual Enrollment Course | Choose Yes if this course carries both high school and college credit. | [S_VA_SGR_X]DualEnrollment |
Advanced Placement | Choose Yes if this is an advanced-level course with a syllabus equivalent to relevant Advanced Placement syllabus disseminated by the College Board. | [S_VA_SGR_X]Advanced_Placement |
Accelerated | Choose Yes if this is a course that can be completed in less than the normal amount of time. | [S_VA_SGR_X]Accelerated |
Honors | Choose Yes if this is a course that is offered to academically advanced students. | [S_VA_SGR_X]Honors |
Baccalaureate | Choose Yes if this is an advanced-level of course with a syllabus approved by the IBO. | [S_VA_SGR_X]Baccalaureate |
District Setup > Courses > course page > Transcript Information | ||
Exclude course from transcript | If selected the grade is not extracted on the VA State Transcript. | [StoredGrades]ExcludeFromTranscripts |
Commonwealth College Course Collaborative | Use to designate a course as a Commonwealth College Course Collaborative – Approved Courses that fully transfer as core requirements and degree credits at Virginia colleges and universities. | [S_VA_SGR_X]ComCollegeCrsCollabInd |
School Setup > Sections > click course > click Sec # | ||
Summer Course | If the Summer Course field is set to No for the section, then the SectionID in the StoredGrades table must match a sectionID on the student's stored grade where the Summer Course indicator has been selected. | [S_VA_SRG_X]SummerInd |
Manually Entered Grades from Out of District When manually entering out of district grades, be sure to enter a final grade to be reported on the Transcript using the appropriate Final Grade Store Code for the school/term. This is commonly set as Y1. Grades for additional store codes can be stored but may not be reported on the Transcript based on the priority of the store codes selected in setup above. | ||
Required Student Setup
On the Start page, search for and open a student record.
Click State/Province - VA. The General State Information page appears.
Complete the following fields.
Element | Description | [Table]FieldName |
|---|---|---|
Student selection > State/Province - VA > Transcript tab | ||
Diploma Type | Select one of the following:
| [S_VA_STU_X]Diploma_Type |
Graduation Date | Used for the Graduation Date on the VA State Transcript-PDF. | [S_VA_STU_X]Graduation_Date |
Certification of Program Completion Award Date | If the Graduate/Other Completer Code is equal to 4 then a date for Certification of Program Completion should be populated. | [S_VA_STU_X]CertOfProgCompAwardDate |
Student selection > State/Province - VA > General tab | ||
Graduate/Other Completer Code | A value in this field will override the value in the Diploma Type field. | [S_VA_STU_X]Grad_Completer_Code |
Required Industry Certification Setup
When a student has passed a certification, the passed Industry Certifications must be entered in the fields below so that they are extracted on the VA State Transcript.
Note: Industry Certification tests are set up and managed on the District Setup > Virginia State Information > Credential Exams page. Any recently added Certifications by the state must be added there.
Field | Description | [Table]FieldName |
|---|---|---|
State/Province - VA > CTE > CTECC tab > Exam Name (Exam Code) > click plus sign > | ||
Exam Result | Only 'Pass' certifications are extracted on the VA State Transcript. | [S_VA_STU_CRDNTLEXAMRSLT_C]ExamPassed |
Credential Awarded | Only the certifications where a credential is awarded are extracted on the VA Transcript-PDF. | [S_VA_STU_CRDNTLEXAMRSLT_C]CredentialAwarded |
Exclude from State Reporting | The Exclude from State Reporting is honored on the VA State Transcript. | [S_VA_STU-CRDNTLEXAMRSLT_C]State_ExcludeFromReporting |
Required Attendance Setup
A student's total attendance for each year must be reported on the VA State Transcript and is dependent on the attendance setup at the school level, such as Attendance Codes, Attendance Conversion, FTE, and so on. Verify that you have completed all of the required setup to track attendance for the school prior to running the report. For out of district attendance, manual entry of absences is available on the student ATT-Out of District tab.
Drivers Education Requirements
A Driver's Education Course must be created on a Divisions master course list even if a course is not offered at your school. One of the following three SCED codes needs to be applied to the course once it is created: 08151, 08152 or 08201. Enter these values into the two SCED code fields on the Edit Courses page. The earned credit for this course is based on your Divisions policy. If credit is not awarded, enter a 0 in the Earned Credit field on the Edit Course.
If grades are not stored for Drivers ED (because students are not enrolled) but are entered manually on the Historical Grades page, you must use the Drivers Ed Course number on the record you are creating. If you want to display the SCED code on the transcript, then it needs to be used as the course number or enter it into the Alternate course ID field on the historical grades page.
If students are enrolled and the stored grades process is run, then the Drivers Ed grade will show up on the transcript regardless of a credit is awarded or not. Logic within the Transcript report is looking on of the three Drivers Ed SCED codes to pull the course onto Transcript.
School Logo Setup
Use the following process to set up the school logo.
Note: The size of the logo must be 60(width) X 54(Height) pixels.
On the server on which the school resides, navigate to PowerSchool\application\components\powerschool-coreX.X.X.X.\system\server\resources\web_root\admin and create a folder named schoollogo.
In PowerSchool, sign into the District Office.
Under Setup, click District. The District Setup page appears.
Under District Information, click Schools/School Info. The Schools/School Info page appears.
Select the school for which you want to set the default logo.The Edit School page appears.
Near the bottom of the page, select the School Logo file that pertains to this school.
Repeat the above steps for each school.
When you run the VA State Transcript report, ensure that Use Default School Logo is selected in the School Logo field.
SAT and ACT Test Setup
Test names must include 'SAT' or 'ACT'. For SAT II there are two possible scenarios:
[Test]Name=SAT II or SAT_II, or
[TestScore]Name = SAT II or SAT_II
Class Rank Setup
For the Class Rank to populate correctly, ensure the term in the top right of the page is set to the same term as when the Class Rank calculation is run.