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.	<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: 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.	<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: 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