Individual Transcript Notes Window

Use this window to add notes specific to a particular student on the student's transcript for the selected year, term, and division.

You can enter up to 99 note lines per student per year/term. The notes can be either free-form text (a note that is not frequently used) or tabled codes (a note designed for many students).

Notes by Year-Term

For each year-term, you can place a note in the Header (above the course list), in the Detail (below the course list) or in the Summary (below the totals).

Notes by Division

You can also add a note at the end of a Division. To do this, use a year code of '9999' and a term code of '99'. To make a Division note, you use the Note Type of 'Detail'.

Example of an unofficial transcript showing notes for the year-term and a note for the division:

Columns

Note Type

The Note Type determines where on the transcript the note is placed in the selected year and term.

Note Code (for Recurring Notes)

If you have standard notes that you'll want to reuse, put them in Note Codes. You define the Note Codes on the Maintain Table Config window. Then in the Individual Transcript Notes window, you just select the Note Codes, and the text appears in the transcript.

Transcript Note (for Free-form Text)

Use the Transcript Note to enter free-form text for the transcript. This is most helpful for unique or infrequently used comments.

Options

How To

Access the Maintain Table Values window.
In the Column Name drop-down, select transcript_note_cd Transcript Note. The list of existing Transcript Notes appears. If you see the reusable notes that you need, you don't need to create any. You can close the window.
If you need to create new reusable notes, right-click, and select Add Row.
In the Table Value column, enter up to 3 characters. This will be a Note Code on the Individual Transcript Notes window.
In the Table Description column, enter the text of the reusable note. This is the text that appears on the transcript when its corresponding Note Code is selected on the Individual Transcript Notes window.
If you need more notes, repeat steps 3–5.
Click the Save button on the main menu.

Access the Individual Transcript Notes window.
Select the appropriate Student, Division, Year, and Term.
Right-click and select Add Row.
Select a Note Type (Header, Detail, or Summary), depending on where in the transcript you want the note placed.
Do either of these:

To use a reusable standard note, select an option from the Note Code drop-down.
To use a free-form note, enter free-form text into the Transcript Note field.

Don't use both the Note Code and the Transcript Note for any single note. The text of the two notes will overlap.

To add other notes for the selected student, division, year, and term, repeat steps 3–5.
Click Save on the main menu. The notes will be included when you preview or print the transcript for the selected student, division, year, and term on the Transcript Report Window.

Access the Individual Transcript Notes window.
Select the appropriate Student and Division.
In the Year drop-down, select 9999. (If it's not available, see "Create the 9999 Year and 99 Term for Division Notes" in this topic.)
In the Term drop-down, select 99. (If it's not available, see "Create the 9999 Year and 99 Term for Division Notes" in this topic.)
Right-click and select Add Row.
In the Note Type drop-down, select Detail.
Do either of these:

To use a reusable standard note, select an option from the Note Code drop-down.
To use a free-form note, enter free-form text into the Transcript Note field.

Don't use both the Note Code and the Transcript Note for any single note. The text of the two notes will overlap.

Click Save on the main menu. The note will be included when you preview or print the transcript for the selected student and division on the Transcript Report Window.

To make the 9999 year:

Access the Year Definition window.
If '9999' doesn't already exist in the Code column, right-click, and select Add Row.
In the Code column, enter this: 9999
Enter a Description and a Sort Order.
Click Save on the main menu.

To make the 99 term:

Access the Term Definition window.
If '99' doesn't already exist in the Code column, right-click, and select Add Row.
In the Code column, enter this: 99
Enter information in other columns according to your school's policies, but if you're using this term only to make individual transcript notes, no other fields are required.
Click Save on the main menu.

	You may want to indicate that a student was placed on the Dean's List or that they received a degree on a certain date.
	"Individual" refers to notes assigned to individual students. For information on notes you want to appear on all transcripts, see the Transcript Institutional Notes Window topic.