Transcripts

This category captures overall cumulative academic information and course transcript grades. The Transcripts category includes the following data views and resources:

Academic Records

This data view represents a detailed list of studentAcademicRecords successfully published to the ODS, and represents the cumulative record of academic achievement for a student, and functions as the header record for the student Transcript category. The published view layout provides the School Name, Student Number, Student Name, STN Number, School Year, Grade Level, Store Code Term, Cumulative Earned Credits, Last Publish Date, Publishing ID, and Resource ID.

studentAcademicRecords

This resource represents the cumulative record of academic achievement for a student, and functions as the header record for the student's courseTranscript.

Primary PowerSchool Source Data

[Students]

Selection Criteria

Records are published if the following criteria are met:

The student must not be excluded from state reporting.
The student’s school of enrollment must not be excluded from state reporting.
The studentUniqueID (Vermont Student Number) must be populated in PowerSchool ([Students]State_StudentNumber).
The student must have at least one final stored grade record for the term where the section associated with the stored grades is not excluded from state reporting and the stored grades record is not excluded from the transcript.

Resource Output

A separate studentAcademicRecord is published for each combination of student, school year, and term (derived from storecode).
The studentAcademicRecords resource is dependent on the prior publishing of Ed-Fi resources: students 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	Required
StudentAcademicRecord		Describes the courses a student attempted during a specific school term.			Yes
	termDescriptor	The type of term within the school year, such as “Fall Semester” or “Spring Quarter.”	Descriptor	Term_DX	Yes
EducationOrganizationReference	educationOrganizationId	A unique identifier for an educational organization	Integer	AcademicRecordOrgID	Yes
schoolYearTypeReference	schoolYear	The academic year for which data is being recorded	Integer	SchoolYear	Yes
studentReference	studentUniqueId	A unique number or code assigned to each student.	String 32	StudentUID	Yes

Transcript Courses

This data view represents the final record of a student’s performance in their courses at the end of a semester or school year. The published view layout provides the School Name, Student Number, Student Name, STN Number, Grade Level, Store Code Term, Final Letter Grade, Final Numeric Grade, Course Code, Section, Course Title, Teacher Name, Last Publish Date, Publishing ID, and Resource ID.

One transcript record for each unique combination of StudentId, state reporting SchoolId, TermId (term descriptor), and state reporting Course Code from final grades in StoredGrades.

courseTranscripts

This resource represents the final record of a student's performance in their courses at the end of a semester or school year.

Primary PowerSchool Source Data

[Students]
[Courses]
[StoredGrades]

Selection Criteria

Records are published if the following criteria are met:

The student must not be excluded from state reporting.
The student’s school of enrollment must not be excluded from state reporting.
The section associated with the stored grades must not be excluded from state reporting.
The stored grades record must not be excluded from the transcript.
The studentUniqueID (Vermont Student Number) must be populated in PowerSchool ([Students]State_StudentNumber).
The Store Code for the grade must be a final grade code for the course term.
The CC records for section/courses must not be excluded from publishing.

Resource Output

A separate courseTranscripts record is published for each student and each course attempt with a stored grades record that meets the required criteria.
A courseTranscript record is published for each unique State Course Code.
The courseTranscripts resource is dependent on the prior publishing of Ed-Fi resources: students, courses, 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	Required
CourseTranscript		Describes a course that a student attempted/completed
	courseAttemptResultDescriptor	Defines the outcome of a student’s attempt at a course, such as “Passed,” “Failed,” or “Incomplete.”	Descriptor	CourseAttemptResult_DX	Yes
	earnedCredits	The credits that a student has been awarded upon the successful completion of a course	Double	EarnedCredits	Yes
	attemptedCredits	The credits that a student attempts to earn by enrolling in a course.	Double	AttemptedCredits	Yes
	courseTitle	It is used to identify and catalog courses within the educational institution.	String 60	CourseTitle	Yes
	earnedCreditTypeDescriptor	This descriptor categorizes the type of credit earned.	Descriptor		Yes
	finalLetterGradeEarned	The final indicator of student performance in a class as submitted by the instructor. The final grade is published with a decimal and a zero (0) preceding or after the decimal if required. For example, 0.5, 1.0, or 2.5. If a student has multiple Final Grades in one or more courses with the same State Course Code in the same term, the average of the numeric grade is published.	String 20	FinalLetterGrade	Yes
	finalNumericGradeEarned	The descriptive name given to a course of study offered in a school or other institution or organization. In departmentalized classes at the elementary, secondary, and postsecondary levels (and for staff development activities), this refers to the name by which a course is identified (e.g., American History, English III). For elementary and other non-departmentalized classes, it refers to any portion of the instruction for which a grade or report is assigned (e.g., reading, composition, spelling, and language arts).	Double	FinalNumericGrade	Yes
courseReference		A specific section or instance of a course offering within a school.
	courseCode	This is a unique identifier used by schools to describe and organize their courses.	String 60	LocalCourseCode	Yes
	educationOrganizationId	A unique identifier for an educational organization	Integer	LEAOrgID	Yes
studentAcademicRecordReference
	educationOrganizationId	A unique identifier for an educational organization.	Integer	AcademicRecordOrgID	Yes
	schoolYear	The the academic year for which data is being recorded.	Integer	SchoolYear	Yes
	studentUniqueId	A unique identifier for a student.	String 32	StudentUID	Yes
	termDescriptor	A label used to describe a specific academic term within a school year, such as “Fall Semester” or “Spring Quarter.”	Descriptor	Term_DX	Yes