Transcripts Collection Report
Introduction
The Transcripts Collection report provides the ability to generate comma-separated (CSV) extract files that contain student transcript data for submission to the Wyoming Transcript Center and for the WDE 949/950 collections. These are:
WDE 949 – Freshman Transcript Collection
WDE 950 – Graduate Transcript Collection
WTC – Wyoming Transcripts Center Submission
All these reports generate data for the previous year’s student records. For example, when you run the WDE950 collection in the 2015-2016 school year, it generates records for 2014-2015 school year graduates.
The submission consists of four files:
Student File (Student.csv) – Required
Student Courses File (StudentCourses.csv) – Required
Student Tests File (StudentsTests.csv) – Required
Student Immunization File (StudentsImmunizations.csv) – Optional
The Student Immunization File is currently not supported or included in the report output.
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.
Student Selection
The report selects records from the [Students] and [ReEnrollments] tables based on the following criteria:
The student must not be excluded from state reporting.
The student must be enrolled in a school in the prior year.
Graduates (WDE 950) processes all students that have a graduation date that the previous school year.
Freshman (WDE 949) processes all students were in ninth grade in the previous school year.
All (WTC) processes all students enrolled in grades 9, 10, 11, 12 in the previous school year.
For the WDE 949 and WDE 950 records, the student must currently be enrolled in at least one course.
Report Input
For help with navigation and running the report, see How to Find and Generate a Report.
Field | Description |
Current Selection Students* | Indicate which students to include in the report by selecting one of the following options:
If running the report for a single student, or group of students, select the students prior to running the report. |
Transcript Type | Select the type of transcript collection:
|
School Year* | Select the applicable school year. This field defaults to the current year. |
Tests | Select one or multiple tests that you want to extract from the transcripts. If not selected then, Test extract file will be empty. This parameter only displays when Transcript Type is Freshman (WDE949) or All (WTC). |
Report Output
The report output is generated as Transcripts_Collection_[DateTimestamp].zip file that contains the following CSV files:
Student File (Student.csv)
Student Courses File (StudentCourses.csv)
Student Tests File (StudentsTests.csv)
The individual extract files are described below in more detail. Each field 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.
Student File (Students.csv)
This is the first file in the Transcripts Collection output and contains demographic information for each student.
Item # | Data Element | Description | [Table]FieldName |
1 | lastName | Student’s legal last name as it appears on their Birth and/or Legal Presence documents. | [Students]Last_Name |
2 | firstName | Student’s legal first name as it appears on their Birth and/or Legal Presence documents. | [Students]First_Name |
3 | middleName | Student’s legal middle name as it appears on their Birth and/or Legal Presence documents. | [Students]Middle_Name |
4 | nameSuffix | Student’s generation indicator as it appears on their Birth and/or Legal Presence documents. | [Students]nameSuffix |
5 | Street | Student’s street address. | [Students]Street |
6 | aptNum | Student’s apartment, a lot, a room, or a suite number of the address. | <blank> |
7 | City | City of the student’s address. | [Students]City |
8 | State | State of the student’s address. | [Students]State |
9 | zipCode | Numeric zip code for the student’s address. | [Students]Zip |
10 | Phone | Student’s telephone number. | [Students]home_phone |
11 | birthDate | Student’s date of birth (in YYYYMMDD format). | [Students]DOB |
12 | gradeLevel | Student’s current grade level. | [Students]Grade_Level |
13 | Gender | Student’s gender as it appears on their Birth and/or Legal Presence documents. | [Students]Gender |
14 | studentNum | Student’s locally assigned identification number. | [Students]Student_Number |
15 | wiserID | State-assigned student record identifier (WISER ID). | [Students]State_StudentNumber |
16 | schoolDistrictName | Name of the school district of the student’s enrollment. | [Prefs]value where [Prefs]Name = districtname |
17 | schoolName | Name of the school of the student’s enrollment. | [Schools]Name |
18 | schoolStreet | Street address of the school. | [Schools]schoolAddress |
19 | schoolApt | Apartment, room, or suite number for the school’s address | <blank> |
20 | schoolCity | City of the school’s address. | [Schools]schoolCity |
21 | schoolState | State of the school’s address. | [Schools]schoolState |
22 | schoolZip | Numeric zip code for the school’s address. | [Schools]schoolZip |
23 | schoolPhone | School’s telephone number. | [Schools]schoolPhone |
24 | schoolDistrictURL | URL for the website of the school. | [Prefs]value where [Prefs]Name = TechnicalSupportURL |
25 | stateID | WDE 7-digit ID for the school of the student's enrollment. | [Schools]SIF_StatePrId |
26 | gradDate | The student’s graduation date (in YYYYMMDD format). | [S_WY_STU_X]GraduationDate |
27 | endorsementType | Type of high school diploma endorsement obtained by a student. Valid values are:
| [S_WY_STU_X]TransEndorsement |
28 | successCurriculumLevel | Level of Hathaway Scholarship Success Curriculum courses completed. Valid values are:
| [S_WY_STU_X]ScholarshipAward Rule: When the value is Honors or Performance then extract as Honors/Performance. |
29 | successCurriculumWaiver | Indicates if the student has received a Hathaway Scholarship Success Curriculum waiver. Valid values are Y/N. | [S_WY_STU_X]CurriculumWaiver |
30 | gpaUnWeighted | The unweighted Grade Point Average (GPA) is a measure of average performance, calculated on a 4.0 scale, in all courses taken by an individual during his or her school career as determined for record-keeping purposes. | Calculated from StoredGrades. Sum of GPA Points divided by the number of courses included. All courses have to be taken in grades 9 through 12 and not excluded from GPA. |
31 | gpaWeightedHathaway | The weighted GPA is a measure of average performance in all courses taken by an individual during his or her school career as determined for record-keeping purposes. For the 2018-2019 school year, districts must configure their Weighted GPA to include Added Value. Refer to this article regarding Creating a Weighted GPA using Added Value for additional details. | Calculated from StoredGrades. Sum of the product of GPA Points and Potential Credit Hours divided by the total Potential Credit Hours. All courses have to be taken in grades 9 through 12 and not excluded from GPA. |
32 | creditEarned | The number of credits a student earned for completing courses included in this transcript. | Calculated from [StoredGrades]EarnedCrHrs. Sum of the Earned Credit Hours for courses taken in grades 9 through 12. |
33 | classSize | This is the total number of students in the student's graduating class. | [Classrank]outof, if available. |
34 | classRank | This is the academic rank of a student in relation to his or her graduating class. | [Classrank]rank, if available. |
35 | rankDate | This is the date on which the class ranking was computed (in YYYYMMDD format). | [Classrank]dateranked, if available. |
36 | birthCity | Name of the city in which the individual was born. | Description of [S_WY_STU_X]BirthCountry |
37 | schoolEntryDate | Date on which an individual entered the reporting school (in YYYYMMDD format). | [Students]schoolEntryDate |
38 | englishProficiency | Indicates whether the student is an English Language Learner (ELL). Valid values are Y/N. | [S_WY_STU_X]ELL |
39 | foreignLanguageProficiency | Indicates students who have completed the district established foreign language proficiency requirements for the Hathaway Scholarship Success Curriculum level of Opportunity or Provisional Opportunity. Valid values are Y/N. | [S_WY_STU_X]ForeignLangProf |
40 | creditAttempted | Total value of credit hours attempted whether or not included in the hours for GPA or hours earned. | Calculated from [StoredGrades]PotentialCrHrs. Sum of the Potential Credit Hours for courses taken in grades 9 through 12. |
41 | gpaCreditEarned | Total value of credit hours used to calculate the Grade Point Average. | <blank> |
42 | gpaQualityPoints | Total value of quality points used for the calculation of the Grade Point Average. | <blank> |
43 | achievementProficiency1 | The type of Achievement Proficiency or commendation. | [S_WY_STU_X]achievementProficiency1 |
44 | achievementLanguage1 | The language other than English the student is working towards for Achievement Proficiency. | [S_WY_STU_X]achievementLanguage1 |
45 | achievementProficiency2 | The type of Achievement Proficiency or commendation. | [S_WY_STU_X]achievementProficiency2 |
46 | achievementLanguage2 | The language other than English the student is working towards for Achievement Proficiency. | [S_WY_STU_X]achievementLanguage2 |
47 | achievementProficiency3 | The type of Achievement Proficiency or commendation. | [S_WY_STU_X]achievementProficiency3 |
48 | achievementLanguage3 | The language other than English the student is working towards for Achievement Proficiency. | [S_WY_STU_X]achievementLanguage3 |
Student Courses File (StudentsCourses.csv)
This is the second file in the Transcripts Collection output and contains course information for each student.
Item # | Data Element | Description | [Table]FieldName |
1 | wiserID | State-assigned student record identifier (WISER ID). | [Students]State_StudentNumber |
2 | courseSchoolName | Name of the school where the course was provided. | [StoredGrades]SchoolName |
3 | termYear | Year for the reported school session of the course (in XXXX-YYYY format). | [Terms]Calculated based on YearID in XXXX-YYYY format |
4 | termCode | Name of the prescribed span of time when an education institution is open and instruction is provided. | [Terms]Name |
5 | sessionCode | Designates a session for multiple course entries within a single term. | [StoredGrades]StoreCode |
6 | startDate | Student’s session start date (in YYYYMMDD format). | [CC]DateEntered |
7 | endDate | Student’s session end date (in YYYYMMDD format). | [CC]DateLeft (Date Left is the day after the last day of school so we have to get the last in session day) |
8 | courseID | District assigned course identifier | [StoredGrades]CourseNumber |
9 | scedCode | SCED code associated with each course including Hathaway Success Curriculum courses taken prior to ninth grade. The value "NoCourseSCED" is used for transfer-in courses where the SCED code is unknown | [Courses]Alt_Course_Number |
10 | title | Course title, the descriptive name given to a course of study offered in a school or other institution or organization. | [StoredGrades]Course_Name |
11 | scholarshipCourseIndicator | Indicates if this course was eligible for scholarship when the grade was stored. Valid values are Y/N. | [S_WY_SGR_X]ScholarshipCourse |
12 | instructionLevel | Indicates the instruction level of the course. | [S_WY_CC_X]InstructionLevel |
13 | preNinthHath | Indicates Hathaway Success Curriculum courses taken prior to ninth grade. All Hathaway Success Curriculum courses must appear on grade level 12 transcripts, even if they were completed prior to ninth grade. Valid values are Y/N. | Derived. Pre-Ninth Hathaway is set to Y when, Grade Level is less than 9 and Scholarship Course Indicator is set to Y, else it will default to N. |
13 | mark | Final indicator of student performance in a class as submitted by the instructor. | [StoredGrades]Grade |
14 | creditEarn | Number of credits a student earned for completing this course. | [StoredGrades]EarnedCrHrs |
Student Tests File (StudentsTests.csv)
This is the third file in the Transcripts Collection output and contains assessment results for each student, specifically ACT and WorkKeys results for this collection. This file is required for grade level 12 transcripts.
Item # | Data Element | Description | [Table]FieldName |
1 | wiserID | State-assigned student record identifier (WISER ID). | [Students]State_StudentNumber of the StudentID in the StudentTest table |
2 | testType | Title or name of the assessment. Valid values are:
| [Tests]Name of the TestID in the StudentTest table. Rule: If ACT or WorkKeys score is not available then use NoACTorWorkKeys. |
3 | subtestName | Describes the total score or the content or subject area of an assessment. | [TestScores]Name of the TestScoreID in the StudentTestScore table |
4 | testScore | Description of a meaningful raw score or statistical expression of the performance of this student on this assessment. This is the actual score the student receives. | [StudentTestScores]AlphaScore or [StudentTestScores]NumScore |
5 | scoreType | This is the method or type of score for this student on this assessment. | Derived based on TestType See TestType and ScoreType for additional information. |
6 | testDate | Student’s testing date (in YYYYMMDD format). | [StudentTest]Test_Date |
TestType and ScoreType
Test Type | Subtest Name | Test Score | Score Type | Test Date |
---|---|---|---|---|
ACT | CompositeHighest | Numeric | Scaled | YYYYMMDD |
ACT | StateAccommodations | Y | N/A | N/A |
WorkKeys | TotalScore | Numeric | Standard | YYYYMMDD |
NoACT or NoWorkKeys | N/A | Y | N/A | N/A |