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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.

    1. Graduates (WDE 950) processes all students that have a graduation date that the previous school year.

    2. Freshman (WDE 949) processes all students were in ninth grade in the previous school year.

    3. 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:

  • 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.

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:

  • Graduates (WDE950)

  • Freshman (WDE949)

  • All (WTC)

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.

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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

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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:

  • General

  • Advanced

  • Comprehensive

  • Pending (only valid prior to the date of graduation)

[S_WY_STU_X]TransEndorsement

28

successCurriculumLevel

Level of Hathaway Scholarship Success Curriculum courses completed. Valid values are:

  • Honors/Performance

  • Opportunity

  • Provisional Opportunity

  • None (if no level of Success Curriculum requirements were met)

[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.

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42

gpaQualityPoints

Total value of quality points used for the calculation of the Grade Point Average.

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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:

  • ACT

  • WorkKeys

  • NoACTorWorkKeys

[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



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