Purpose

To allow the production and maintenance of Academic Transcripts for individual students

Academic transcripts are produced to provide students with a copy of their academic record. Precisely what details are contained in the transcript is determined by the institution. The institution's specialist user(s) are able to configure the template/s, and parameters for the transcript to determine how detailed each transcript is. The information provided here and for related forms is for a 'typical' setup.

Transcript Types

Transcript Types are defined by the institution in the Maintain Transcript Types form (ASSF5620). Transcript Types are mapped to a System letter definition in CORF2520.

Producing a Transcript

Produced Transcripts are transcript entries that have been previewed and/or printed from Microsoft Word, using the appropriate templates. Produce Transcript button creates a Correspondence Item reference and an issued date and reference in CORF2320 for the student.

The Produce Transcript button invokes Microsoft Word, where the appropriate template is determined and obtained (see section on Transcript Types below), and information from Callista is merged into the appropriate places. This transcript can be printed from Word and sent to the student. Alternatively, to print the transcript (along with other transcripts) in a batch job, it is necessary to reject the transcript

Note: This function is not supported for MacOS based client browsers.

Rejecting a Transcript

The Reject Transcript button deletes the correspondence item for the transcript from CORF2320 (if correspondence details have been created). The transcript entry is not maintained.

The Reject Transcript button rejects transcripts that have been issued by the Produce Transcript button. To reject transcripts that have been issued by the batch job see CORF2540. Once rejected by using the Reject Transcript button, a transcript can be reproduced by selecting the Produce Transcript button.

Academic Transcript Templates

Transcript templates are configured by institutions to meet their needs for an Academic Transcript. For further information on transcript templates (see Academic Transcript Template Production). For further details on the parameters involved, refer to Academic Transcript Parameters.

Note: This function is not supported for MacOS based client browsers.

Extract of Academic Record

An extract of the Academic Transcript can be produced for the student. An extract displays details for only one of the Student's Course Attempts or for the selected course and any related courses it may have.

Features of this Form

Information lamps are displayed in particular circumstances:

A BUSY lamp is displayed when either producing or rejecting a transcript. This indicates that Callista is either obtaining the data for creation of the transcript, or deleting the transcript entry.

The Transcript Person Selection block contains:

• Person ID

Data Selection sub block

• Grade By
• Transcript Type
• Enrolled Units
• Exclude Unit Category
• Include Fail Grades

Extract of Academic Record sub block

• Sector
• Specify Course
• Include Related Course(s)

  Buttons

  • Find Person
  • Produce Transcript
  • Reject Transcript

Use this form to create Academic Transcripts for a student.

Upon entering the form:

• Perform a query on Person ID to retrieve the required student; or
• Select the Find Person button to query the required student.

Within the Data Selection section the user can specify the appearance of the transcript. The available options are:

• Order By
  Displays the unit results by year (chronologically) or be grouped by course.
• Create Correspondence Details
  Creates a Correspondence Item reference and an issue date in CORF2320 for the student when the transcript is produced.
• Transcript Type
  Select an institution defined Transcript Type from the LOV. Transcript Types are defined in ASSF5620 and are the templates available for the Academic transcript.
• Enrolled Units
  The transcript shows completed units and enrolled Unit Attempts from prior Academic years. The Enrolled By parameter allows the user to also display the current Academic year's enrolled units, current and future units that may have been recorded through pre-enrolment or to exclude any current or future units from appearing on the transcript.
• Exclude Research Units
  When set to YES, excludes the appearance of any Research Units undertaken as part of a research course.
• Exclude Unit Category
  Selection of an institution defined Unit Category prevents all units in the Unit Category from appearing in the Academic Transcript.
• Include Fail Grades
  Setting this to NO prevents the appearance of any Student Unit Attempt Outcomes with a System Result Type of FAIL.

Using the Extract of the Academic Record section, an extract can be produced by:

• Specifying a Course
  The LOV displays all Course Attempts for the student except for those with a Course Attempt status of UNCONFIRM.
• Including Related Courses
  This displays details of other Course Attempts related to the specified Course Attempt that the student may have undertaken. Course Group Types are recorded in the Maintain Course Group Types form (CRSF1180).

Use the Produce Transcript button to preview the transcript and print the transcript for distribution.

Use the Reject Transcript button to delete the transcript that has just been created.

Rules/Notes:

In the Maintain Transcript Types form (ASSF5620), the template used to produce a letter is recorded. The file 'control.doc' must be in the 'client's' c:\tmp directory and the required template must be in the specified template directory.

The Reject Transcript button rejects transcripts issued via the Produce Transcript button. To Reject Transcripts that have been issued by the process Produce Transcript - Multiple (ASSJ06V0), use the form CORF2540.

When a letter has been created, the appropriate entry appears in CORF2320.