Client Transcripts

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Overview

Group of reports entirely related to clients including schedules, certificates, labels, and more.  Search criteria varies per report and XenDirect version.

Transcripts

Print Client course and grade transcripts.
Applies To:    Enterprise   Plus   Basic 

• Notes:
  • Temporary Table:  The Transcript report uses a temporary table to display data.  This method allows the report to run faster and provide for data consistency in a live data entry environment so consecutive runs of the report can be run without having data change.
  • Recalculation:  If the data is recorded in multiple databases based on a separate year per database method, the temporary table will include all data from the current and prior year databases.  The report will be blank unless the temporary table is populated using the Recalculate function.  To populate the temporary table, use the Recalculate option in the toolbar before running the report.  The temporary table is populated based on the user running the report.  Once recalculated, the Recalculate option does not need to be run again with each subsequent report.  It is only necessary to recalculate again when live data has changed and the user desires to update the data in the temporary table.  If the data is recorded in a single database regardless of how many years of data are recorded, the temporary table is automatically recalculated when the report is run.
  • Course Restrictions: There are three locations that allow for the opportunity to prevent assignments from being included on the transcript report.  All three locations must be set to [Include in Transcript] = Yes.
    
    • Course: If set to No, then all assignments for this course will not display in the transcript report.
    • Course Section: If set to No, then all assignments for this course section will not display in the transcript report.
    • Assignment: If set to No, then the specific assignment will not display in the transcript report
    • On the client's Assignment list (Release 2), there is a function called [Update Transcript Include]. This function allows a user to update the [Include in Transcript] field of all assignments for the current client in one step. If needed, the user can then individually change any specific assignments.
  • Grade Calculations: To enable or disable which grades are included in calculations, make sure the grades used are recorded in the Grading Codes table and the Include in Calculation option is correctly enabled or disabled.
  • Set Repeats:  During the recalculation process, a Set Repeats function will automatically update Assignments for courses that have been repeated to obtain a higher grade.  The process will tag the [Repeated] field in Client Assignments if the client has repeated a course where the grade is not the highest grade.  These assignments are then ignored during the GPA calculation.  (InvoiceA method only)
  • Client Blocks:  If a Client has an active Block, the transcript will be blank until the Block is released.
  • Progress Reports:  For Enterprise users, if a Client has Progress Report or Report Card records, one record must be tagged as Final = Yes.  If not, the course assignment will not display in the Transcript.  Also, the grade displayed in the Transcript is pulled from the record tagged as Final.
  • Search Filters:  Unlike other reports, search fields for this report affect the data populating the temporary table, not the actual printed report.  Additionally, search fields are used to determine which Clients appear in the report, not which courses.  All clients that appear in the report will display all course registrations except as noted in the Credits Status option discussed below.  In other words, the search fields will determine which clients are in the report, but not which courses.  All Assignments of an enrollment status of Enrolled and/or Completed will display regardless of the search parameters.  For example, searching for Session = Fall would mean every client that is registered for any course section that falls under the Fall Session will display on the report with all their appropriate registrations.
    • Restrict Date:  This search option is an exception to the all clients result. This option displays for InvoiceB and InvoiceC sites only.
      
    • If [Restrict Date] = "Client" and dates values are used in the search, the result will be ALL courses for all clients that are registered for a course section where the date search matches the course section start and/or end dates. 
    • If [Restrict Date] = "Course" and dates values are used in the search, the result will be ONLY the courses and clients are that registered for a course section where the date search matches the course section start and/or end dates.
      
  • Conference Workshops:  The report will include conference workshops if the Client has been assigned to a workshop. (Enterprise and Conference versions only)
• Report Options:
  • Group By:  Select order in which groups of transcripts are printed.
  • Sort Courses:  Select order in which courses display on each transcript.
  • Alternate Title:  If text is entered, changes the report title.
  • Display Grades As:  Option to display grades As Entered, as GPA, as Percentages, or as Letters.
  • Display Averages As:  Option to display grade averages as GPA or Percentages.  Averages cannot be displayed as Letters.
  • Calculate Averages:  Option to calculate averages based on Straight Averages (no credit hours weighting) or Credit Averages (weighted based on the Credit Hours in the Course Section).
  • Display Credits: Option to display Course Credit, CEUs, CPEs, or none.
  • Credits Location:  Select credits from with Course Section or Client Assignment.  If Client Assignment, first display is from Transcript Credit field.  If blank, uses Earned Credit field.
  • Credits Status:  Select which status values will display in the report and display earned credit.  If "Enrolled and Completed", all status values starting with "Enrolled" or "Completed-Satisfactory" will display in the report and display credits.  If "Completed Only", then only status values of "Completed-Satisfactory" will display in the report and display credits.  All other status values do not display or earn credit.
  • Display Hours:  Option to display hours or days on the transcript.
    • None:  No display.
    • Course Hours:  Displays Total Hours field from Course Section.
    • Days Attended:  Displays Days Attended from Client Assignment.  If blank and using Enterprise version, displays total from Attendance.
    • Hours Attended:  Displays Hours Attended from Client Assignment.  If blank and using Enterprise version, displays total from Attendance where Days Attended displays attended days only and only displays an accurate number of days if entered per day.
  • Display Details:  Option to display details and totals.
  • Display Disclaimer: Option to display a disclaimer statement at end of report that transcript is not official without an official signature. If the System User is set to Official Reports = No, the only option available and the default for Display Disclaimer will be Yes.  If set to Signature, a signature line will display.  If set to Both, a signature line and disclaimer will display.
  • Signature Line:  Select a staff/title record to display at the end of the transcript. If the System User is set to Official Reports = No, the Signature Line is not available and does not display.