Processing Electronic and Printed Transcripts

The Transcript Requests window allows you to enter and print manual/printed transcript requests and/or enter and send electronic transcript requests if your school is licensed for Electronic Transcripts.

The ability to generate and send electronic transcripts offers higher education institutions cost savings as well as security benefits. Several states and organizations recommend and/or mandate the use of electronic transcripts.

Two general standards have been developed for electronic transcripts:

·       Electronic Data Interchange (EDI) standards were developed by the SPEEDE Committee of the American Association of Collegiate Registrars and Admissions Officers.

·       XML standards were developed by the Postsecondary Education Standards Council (PESC). This standard is used by the Jenzabar J1 Registration module.

More information about both of these standards is available on the PESC website (http://www.pesc.org).

Columns

The Transcript Requests window is made up of a Student ID drop-down list, and the following tabs:

Tab

Column

Notes

Transcript Requests

Plus_Button.jpgSeq #

Plus_Button.jpgEtrans?

Transcript icon

Etrans Type

Status

Status Date

Ready to Print?

Plus_Button.jpgPaid?

Plus_Button.jpg# of Copies

Plus_Button.jpgDivision Group

Plus_Button.jpgDestination ID

Name

Destination Email Address: Enter an email address for the recipient. Not required, and the email address is not validated. Stored on the Transcript Request table (transcript_request.DestinationEmailaddress).

Plus_Button.jpgDestination Address Code

 

Deleted Transcript Requests

Displays the same information as the Transcript Requests tab, but only displays requests whose Status selection is "Deleted." Any applicable information on the tabs described below also appears when this tab and a deleted request is selected.

With the exception of the Status drop-down list, updates cannot be made on this tab.

Transcript Request Detail

Requestor ID Number

Requester Email Address: Enter an email address for the requester so they can be notified. Not required, and the email address is not validated. Stored on the Transcript Request table (transcript_request.RequesterEmailaddress ).

Plus_Button.jpgAddress

Requestor Address

Plus_Button.jpgReason for Request

Plus_Button.jpgComments

Status Tracking

 

Transcript Generation Detail

Transcript Destination

Organization Code**

Transcript Originating Source* (optional)

Transcript Source Contact* (optional)

Plus_Button.jpgSource Organization Code Type* (required)

Plus_Button.jpgSource Organization Code*

Plus_Button.jpgDestination Organization Code Type* (required)

Plus_Button.jpgDestination Organization Code*

Stored Procedure Name*

Functional Acknowledgement Requested***

*Appears only for electronic transcripts.

**Appears only for printed/manual transcripts.

***Appears only for EDI transcripts.

Electronic File Detail (EDI transcripts)

Document ID

File Location

EDI Values

 

Electronic File Detail (XML transcripts)

Plus_Button.jpgDocument ID

Plus_Button.jpgTracking ID

Plus_Button.jpgFile Location

XML Values

 

How do I...

Process and generate a printed transcript from a transcript request

Follow these steps to set up and use Electronic Transcripts:

Step 1: Acquire an updated license

Step 2: Set up security

Step 3: Prepare your data

Step 4: Process and generate an electronic transcript

Step 5: Send the Electronic Transcript XML or EDI file to the recipient

 

The following manual Status updates can be made to both electronic and print transcript requests:

Manually update the status of a transcript request (other than deleting)

Delete a transcript request but save the record

Remove a Deleted status from a transcript request

Permanently delete a transcript request that is not currently in a Deleted status

Permanently delete a transcript request that is in a Deleted status

Customize the electronic stored procedure

To Learn More...

Schema Location for Electronic Transcripts

Displaying In-Progress Courses on a Transcript

Common Functionality for Grid Windows