Repeat, Transcript, and GPA Settings
Use this page to maintain settings for repeat and forgiven courses, transcripts, and GPA.
Tip
Because the settings may have an impact on many users and records, most settings have instructions and reminders on the settings page and a Learn more link for more information. Most settings have an Edit this section button to allow you to make and save changes safely.
Warning
Changes to registration settings can impact current and historical student records and other important information. Before making changes, make sure you have a consensus of stakeholders, and make sure you have data backed up. Experiment with a play database before making changes in your live database.
Settings on the Page
Treatment of Repeat Courses Settings
Use these settings to determine how repeat courses are handled, including which repeat grades are forgiven and which repeat grade is counted.
Repeat Process: The options are
Automatic: Courses with either Current or History status are applied to advising requirements.
Manual: Only courses with History status are applied to advising requirements.
Repeat Flag Basis: The options are
Catalog course
Advising requirement (ARC)
All
Grade to Use: The options are
Best
Most recent
Course Instances to Forgive: The options are
First
Lowest grade
All
None
Alter GPA starting with original term of forgiven course: If this checkbox is selected, term GPA is recalculated in the original term using repeat grade instead of the forgiven grade. Career GPA is recalculated for the original term and all following. If unselected, the original term's GPA is not recalculated, and the course is not calculated as forgiven until the term in which the course is repeated.
Warning
Selecting this will change historical student records.
Notice
A student took 4 courses in Term X and earned these grades: 3.0, 3.0, 3.0, 1.0 for a term GPA of 2.5. The student later repeats the fourth course, this time receiving a grade of 4.0. The more recent grade becomes the repeat grade, and the earlier instance is forgiven. If this checkbox is selected, the repeat and forgiven statuses apply not only to the latest term, but to the original term as well. The term GPA is recalculated to 3.25.
The information is stored on the Registration Configuration table (reg_config).
Label | Database Location |
|---|---|
Repeat Process | comes from reg_config.repeat_type |
Automatic | Value: A |
Manual | Value: M |
Repeat Flag Basis | comes from reg_config.CRS_CURID_DET_REP |
Catalog Course | Value: C |
Advising requirement (ARC) | Value: U |
Grade to Use | comes from reg_config.REPEAT_UPATE_TYPE |
Best | Value: B |
Most recent | Value: C |
Course Instances to Forgive | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'forgiveness_opt' |
First | Value: F |
Lowest grade | Value: L |
All | Value: A |
None | Value: N |
Alter GPA starting with original term of forgiven course | comes from reg_config.forgive_hurt_til_r Values are Y and N. |
In Desktop, these settings are found on the Registration Configuration window, Repeat / Transcript / GPA tab.
The permission needed is "Can manage repeat, transcript, and GPA settings". It's available in the Registration Module Manager role and roles copied from it.
From the Registration Administration hub options, select Settings.
Click Repeat, transcript, and GPA settings. The Repeat, Transcript, and GPA Settings page opens.
Scroll down, or click the anchor link to the Treatment of Repeat Courses section.
To edit, click the Edit this section button.
Make selections in the drop-downs.
If you wish, select the checkbox labeled Alter GPA starting with original term of forgiven course.
Warning
Selecting this will change historical student records.
If you want to abandon your changes, click the Cancel button. Otherwise, click the Save this section button. Your edits are saved.
GPA Configuration
Use these settings to control term and career GPA as well as two alternative GPAs.
Term GPA
Truncate Term GPA instead of rounding it: When this checkbox is selected, the GPA is not rounded.
Decimal Places in Term GPA: Enter a number from 1 to 4.
Notice
Decimal Places in GPA is 1. A student earns 2.99 GPA. If Truncate Term GPA instead of rounding it is selected, the student's GPA is 2.9. If it is not selected, their GPA is 3.0.
Career GPA
Tip
This label may say whatever is in the Long Display Label below instead of "Career". In documentation, we'll call it Career GPA.
Tip
The edited short and long labels for Career can apply to Career Hours and Career Quality Points, too. These edited labels appear in Desktop and J1 Web in many places, including these:
Academic Standing Report
Class Rank Report
Financial Aid Inquiry
Financial Aid Master
Individual Submission Detail
Maintain Advisees
Registration Configuration
Student Information
Student Information Impacting Charges
Student Inquiry
Student Registration
Transcript Report
Short Display Label: You can create a short label for Career GPA, such as "Car." (But you actually have 255 characters to work with.)
Long Display Label: This value plus "GPA" is the label shown here (and in many settings) as soon as you save. (We recommend "Career", but you actually have 255 characters to work with.)
Truncate Career GPA instead of rounding it: When selected, the GPA is truncated, not rounded.
Decimal Places in Career GPA: Enter a number from 1 to 4.
Transcript Options: You can have totals appear at any or all of these locations on the transcript.
Include Career Totals at the end of each term
Include Career Totals at the end of each subterm
Include Career Totals at the end of each division
Alt 1 GPA
Short Display Label: You can create a short label for Alt 1 GPA, such as Alt1. (But you actually have 255 characters to work with.)
Long Display Label: This value plus "GPA" is the label shown here (and in many settings) as soon as you save. (One suggestion is "Alternative 1", but you actually have 255 characters to work with.)
Truncate Alt 1 GPA instead of rounding it: When selected, the GPA is truncated, not rounded.
Decimal Places in Alt 1 GPA: Enter a number from 1 to 4.
Transcript Options: You can have totals appear at any or all of these locations on the transcript.
Include Alt 1 Totals at the end of each term
Include Alt 1 Totals at the end of each subterm
Include Alt 1 Totals at the end of each division
Alt 2 GPA
Short Display Label: You can create a short label for Alt 2 GPA, such as Alt2. (But you actually have 255 characters to work with.)
Long Display Label: This value plus "GPA" is the label shown here (and in many settings) as soon as you save. (One suggestion is "Alternative 2", but you actually have 255 characters to work with.)
Truncate Alt 2 GPA instead of rounding it: When selected, the GPA is truncated, not rounded.
Decimal Places in Alt 2 GPA: Enter a number from 1 to 4.
Transcript Options: You can have totals appear at any or all of these locations on the transcript.
Include Alt 2 Totals at the end of each term
Include Alt 2 Totals at the end of each subterm
Include Alt 2 Totals at the end of each division
The information is stored on the Registration Configuration table (reg_config) and Configuration Table (configuration_tabl).
Label | Database Location |
|---|---|
Truncate term GPA instead of rounding it | reg_config.trunc_acad_recalc |
Decimal Places in Term GPA | reg_config.number_gpa_decimal |
[Career label] GPA [Label will be the value in Long Display Label plus "GPA". Example: Career GPA] | [Career label] comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'tr_car_lo_label' |
[Career] Short Display Label | reg_config.tr_car_sh_label |
[Career] Long Display Label | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'tr_car_lo_label' |
[Career] Truncate GPA instead of rounding it | Data comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'tr_cr_truncate' |
[Career] Decimal places in GPA | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'tr_cr_num_dec' |
[Career] Transcript Options | reg_config.cum_totals_eachtrm |
[Career] Totals at the end of each subterm | reg_config.cum_totals_eachsub |
[Career] Totals at the end of each division | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'cum_tot_enddiv' |
[Alt 1 label] GPA | [Alt 1 label] comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'alt1_lo_label' |
[Alt 1] Use [Alt 1 label] GPA | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'alt1_gpa_enable' |
[Alt 1] Short Display Label | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'alt1_sh_label' |
[Alt 1] Long Display Label | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'alt1_lo_label' |
[Alt 1] Truncate GPA instead of rounding it | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'alt1_truncate' |
[Alt 1] Decimal Places in GPA | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'alt1_num_dec' |
[Alt 1] Transcript Options: Include Totals at the end of each term | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'alt1_tot_endtrm' |
[Alt 1] Transcript Options: Include Totals at the end of each subterm | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'alt1_tot_endsub' |
[Alt 1] Transcript Options: Include Totals at the end of each division | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'alt1_tot_enddiv' |
[Alt 2 label] GPA | [Alt 2 label] comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'alt2_lo_label' |
[Alt 2] Use [Alt 2 label] GPA | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'alt2_gpa_enable' |
[Alt 2] Short Display Label | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'alt2_sh_label' |
[Alt 2] Long Display Label | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'alt2_lo_label' |
[Alt 2] Truncate GPA instead of rounding it | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'alt2_truncate' |
[Alt 2] Decimal Places in GPA | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'alt2_num_dec' |
[Alt 2] Transcript Options: Include Totals at the end of each term | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'alt2_tot_endtrm' |
[Alt 2] Transcript Options: Include Totals at the end of each subterm | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'alt2_tot_endsub' |
[Alt 2] Totals at the end of each division | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'alt2_tot_enddiv' |
In Desktop, these settings are found on the Registration Configuration window, Repeat / Transcript / GPA tab.
The permission needed is "Can manage repeat, transcript, and GPA settings". It's available in the Registration Module Manager role and roles copied from it.
From the Registration Administration hub options, select Settings.
Click Repeat, transcript, and GPA settings. The Repeat, Transcript, and GPA Settings page opens.
Scroll down, or click the anchor link to the GPA Configuration section.
To edit, click the Edit this section button.
Make your edits. For guidance, see the Fields section above in this topic.
If you want to abandon your changes, click the Cancel button. Otherwise, click the Save this section button. Your edits are saved.
Forgiven Course Limits Settings
Use these settings to control how forgiven courses are counted.
Warning
If you edit these settings, you may trigger recalculation of both current and historical academic records including GPAs. Make sure you have a current database backup before changing these settings. If you're not certain, try this change in a play database first.
Your can elect to limit forgiveness of the number of course instances or the number of hours or both. If you select both, then the system stops forgiving courses when either limit is passed.
Tip
What's a forgiven course? When a student retakes a course in order to improve their grade, their records of the previous instance of the course can be removed. If the bad grade is removed, the previous instance is then called "forgiven".
Course instances to forgive: Select the checkbox to limit the number of course instances to forgive.
Enter a number 1–99: This is available only if the checkbox above is selected.
Course hours to forgive: Select the checkbox to limit the number of course hours to forgive.
Enter a number 1–99
Count distinct catalog courses, not instances: When this checkbox is selected, the system doesn't count the number of times a student repeats a catalog course, but only the number of different catalog courses the student repeats.
Notice
The student repeats Math 121 twice, Biology 118 once, and English 203 three times. When this checkbox is selected, that totals 3 repeats. When unselected, it totals 6.
The information is stored on the Configuration Table (configuration_tabl).
Label | Database Location |
|---|---|
Course instances to forgive | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'crfgcr_cnt_use' |
[Course instances to forgive] Enter a number 1–99 | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'crfgcr_cnt_max' |
Course hours to forgive | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'crfgcr_hrs_use' |
[Course hours to forgive] Enter a number 1–99 | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'crfgcr_hrs_max' |
Count distinct catalog courses, not instances | comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'crfgcr_dist_crs' |
In Desktop, these settings are found on the Registration Configuration window, Repeat / Transcript / GPA tab.
The permission needed is "Can manage repeat, transcript, and GPA settings". It's available in the Registration Module Manager role and roles copied from it.
From the Registration Administration hub options, select Settings.
Click Repeat, transcript, and GPA settings. The Repeat, Transcript, and GPA Settings page opens.
Scroll down, or click the anchor link to the Forgiven Course Limits section.
To edit, click the Edit this section button.
Make your edits. For guidance, see the Fields section above in this topic.
If you want to abandon your changes, click the Cancel button. Otherwise, click the Save this section button. Your edits are saved.
Repeats on Transcripts Settings
Use these settings to control how repeated and forgiven courses appear on transcripts.
This section is set up as a grid. You select any or all of the Repeat Types to appear on transcripts: Forgiven, Repeat (not earned), and Repeat. For each of the selected Repeat Types, you enter a Repeat Character (a symbol for the transcript) and a Prefix and Suffix for the hours.
Repeat Type: Select the checkboxes for any of the types you want marked in the transcript. If the checkbox is unselected, that type of course won't receive special marks on the transcript.
Forgiven: The course instance is not factored in calculations.
Repeat (not earned): The course instance is a repeat but not the instance designated as the repeat that counts. This instance is also called Not Forgiven.
Repeat: The course instance is the credit-earning repeat; that is, the instance that counts.
Repeat Characters: The Repeat Characters appear in the Repeat column on the transcript, following the grade. Enter a single character to symbolize the particular Repeat Type.
Notice
We recommend * for Forgiven, # for Repeat (not earned), and R for Repeat.
Hours Prefix: The Hours Prefix and Hours Suffix surround the credit hours. Enter a single character to appear before the repeat course's hours. Many schools use an opening parenthesis.
Hours Suffix: Enter a single character to appear after the repeat course's hours. Many schools use a closing parenthesis.
The information is stored on the Configuration Table (configuration_tabl).
Label | Database Location |
|---|---|
Checkbox: Forgiven | Data comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'use_forgv_on_tr' |
Checkbox: Repeat (not earned) | Data comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'use_rpt_not_ern' |
Checkbox: Repeat | Data comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'use_rpt_earned' |
Repeat character: Forgiven | Value comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'forgv_rpt_char' |
Repeat character: Repeat (not earned) | Value comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'rpt_not_ern_chr' |
Repeat character: Repeat | Value comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'rpt_ern_char' |
Hours prefix: Forgiven | Value comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'forgv_hrs_pre' |
Hours prefix: Repeat (not earned) | Value comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'rpt_not_ern_pre' |
Hours prefix: Repeat | Value comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'rpt_ern_prefix' |
Hours suffix: Forgiven | Value comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'forgv_hrs_suf' |
Hours suffix: Repeat (not earned) | Value comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'rpt_not_ern_suf' |
Hours suffix: Repeat | Value comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'rpt_ern_suffix' |
In Desktop, these settings are found on the Registration Configuration window, Repeat / Transcript / GPA tab.
The permission needed is "Can manage repeat, transcript, and GPA settings". It's available in the Registration Module Manager role and roles copied from it.
From the Registration Administration hub options, select Settings.
Click Repeat, transcript, and GPA settings. The Repeat, Transcript, and GPA Settings page opens.
Scroll down, or click the anchor link to the Repeats on Transcripts section.
To edit, click the Edit this section button.
Make your edits. For guidance, see the Fields section above in this topic.
If you want to abandon your changes, click the Cancel button. Otherwise, click the Save this section button. Your edits are saved.
Transcript Settings in Registration
Use these settings to control what information is included on transcripts.
Include current work-in-progress on transcripts:
When this checkbox is selected, courses from the current year/term that aren't yet graded and updated to the academic record appear on transcripts. (Courses with blank grades from previous year/terms are not considered "current work-in-progress", and are not included.) Work-in-progress courses appear, but they aren't factored in GPA calculations.
When unselected, work-in-progress courses don't appear.
Use edit mask on transfer detail courses:
When this checkbox is selected, your school's course code edit mask is applied to transfer detail courses on the transcript.
When unselected, the course code—as it appears in the database— is applied.
Use edit mask on transfer summary courses:
When this checkbox is selected, your school's course code edit mask is applied to transfer summary courses on the transcript.
When unselected, the course code—as it appears in the database— is applied.
Include grade on transcript: When this checkbox is selected, grades appear on transcripts. When unselected, grades don't appear.
Transcript Division Basis: This drop-down sets the default for whether the course's division or the student's division determines which division on the transcript a course appears in. (This is the default. It can be overridden on an individual course.)
Course: By default, courses appear on transcripts in the course's division.
Notice
An undergrad and a grad student take a graduate course. The course appears in the graduate division on both their transcripts.
Student: By default, courses appear on transcripts in the student's division.
Notice
An undergrad and a grad student take a graduate course. Here's where the course appears in each student's transcript:
Undgrad student: undergraduate division
Grad student: graduate division
Components used on transcript: Select the checkboxes for each of the course components you want to appear on transcripts. Course components (such as Department, Course Number, Section, and Lab) are defined on the Course Component Definitions page.
Allow partial transcripts: This checkbox allows you to withhold a term from a student's transcript if the term has a transcript hold (such as for an unpaid balance). The checkbox is unselected by default.
Warning
Federal regulations prohibit withholding a term from transcripts if the term has been paid and the student received federal aid. Penalties may be severe, so make sure you're in compliance.
Note
If your school doesn't use J1 Web, you can run this script to turn the setting on: update SettingValueFree set ValueData = '1' where ID = -785
To turn the setting back off, run this script: update SettingValueFree set ValueData = '0' where ID = -785
Note
Even with this setting selected, terms that have transcript holds are not automatically withheld from transcripts. Each student term must be addressed individually on the Student Information Details page, Term Academic and Financial Information tab.
Tip
A number of factors affect the ability to withold a term from a transcript. For more information, see the Partial Transcripts help topic.
Message for Terms That Aren't Displayed: This field is available only when Allow partial transcripts is selected. Use this field to create a message that appears on the transcript where the hidden term would have been. Example: Term hidden by school.
Note
If your school doesn't use J1 Web, you can edit this field with the following script: update SettingValueFree set ValueData = 'Put your text here' where ID = -786
Replace 'Term withheld by school' with the text you want to use.
Electronic Transcript File Save Location: Enter the file path where you want electronic transcript files (EDI or XML) to be saved.
Important
This field appears only if your school has the Electronic Transcript license.
Test settings button: Click this to test whether the system can reach the location you specified.
PDF File Save Location: Enter the file path where you want the PDF transcript files to be saved.
Test settings button: Click this to test whether the system can reach the location you specified.
The information is stored on the Registration Configuration table (reg_config).
Label | Database Location |
|---|---|
Include current work-in-progress on transcripts | reg_config.scur_crs_on_trnscr |
Use edit mask on transfer detail courses | reg_config.mask_trnsfr_dtl |
Use edit mask on transfer summary courses | reg_config.mask_trnsfr_sum |
Include grade on transcript | reg_config.prt_gra_on_transcr |
Transcript Division Basis | reg_config.div_cde_dflt |
Course | Value: C |
Student | Value: S |
Component 1 | reg_config.transcr_dsp_comp_1 |
Component 2 | reg_config.transcr_dsp_comp_2 |
Component 3 | reg_config.transcr_dsp_comp_3 |
Component 4 | reg_config.transcr_dsp_comp_4 |
Component 5 | reg_config.transcr_dsp_comp_5 |
Component 6 | reg_config.transcr_dsp_comp_6 |
Allow partial transcripts | Found across these tables: Setting, settingValue, SettingValueFree |
Message for Terms That Aren't Displayed | Found across these tables: Setting, settingValue, SettingValueFree |
In Desktop, these settings are found on the Registration Configuration window, Repeat / Transcript / GPA tab.
Note
This setting is in J1 Web only. If your school doesn't use J1 Web, you can run the following scripts to change the setting:
To turn the setting on: update SettingValueFree set ValueData = '1' where ID = -785
To turn the setting off again: update SettingValueFree set ValueData = '0' where ID = -785
To edit the message that appears on the transcript where a term is withheld: update SettingValueFree set ValueData = 'Term withheld by school' where ID = -786
Replace 'Term withheld by school' with your preferred message.
The permission needed is "Can manage repeat, transcript, and GPA settings". It's available in the Registration Module Manager role and roles copied from it.
From the Registration Administration hub options, select Settings.
Click Repeat, transcript, and GPA settings. The Repeat, Transcript, and GPA Settings page opens.
Scroll down, or click the anchor link to the Transcript section.
To edit, click the Edit this section button.
Make your edits. For guidance, see the Fields section above in this topic.
If you want to abandon your changes, click the Cancel button. Otherwise, click the Save this section button. Your edits are saved.
Transcript API Settings
These settings on the Repeat, Transcript, GPA Settings page control how APIs are used for getting transcripts, such as for NSC automated transcript delivery.
Report Name: Select a report. The following are provided, but your school can create more.
Original (r_id_transcript)
r_id_pesc_transcript
r_id_portrait_transcript
r_tx_id_transcript
Address Priority List: Select an option. The values are managed on the Maintain Address Priority window in Desktop. The following are provided, but your school can create more.
Default
Email
Hazlewood
Home
JFA
Print destination address on transcript: Select this checkbox to have the receiver's address appear on the transcript.
Save a copy to the Document Master table (documentmaster): Select this checkbox to store a copy of the transcript on the Document Master table in the Document Storage feature.
Document Type: Available if the "Save a copy . . ." checkbox is selected. Select a document type.
Report Name: Options come from the PowerBuilder plugin function that returns the list of transcript reports.
Address Priority List: Address Priority table (addr_priority.addr_priority_cde).
Print destination address on transcript:
Save a copy to the Document Master table (documentmaster):
Document Type: Document Type Definition table (DocumentTypeDef).
These settings are not in Desktop.
The permission needed is "Can manage repeat, transcript, and GPA settings". It's available in the Registration Module Manager role and roles copied from it.
From the Registration Administration hub options, select Settings.
Click Repeat, transcript, and GPA settings. The Repeat, Transcript, and GPA Settings page opens.
Scroll down, or click the anchor link to the Transcript API Settings section.
To edit, click the Edit this section button.
Make your edits. For guidance, see the Fields section above in this topic.
If you want to abandon your changes, click the Cancel button. Otherwise, click the Save this section button. Your edits are saved.
Automated Transcript Delivery
Jenzabar One Web has settings and APIs to allow your school to set up automated transcript delivery through the National Student Clearinghouse (NSC). Transcript requests on your website will run through NSC.
This feature is available with the Electronic Transcript license.
Setup for automated transcript delivery includes these steps:
Purchase the Electronic Transcript license and configure the settings.
On the NCS site, set up your school's account and preferences.
Work with Jenzabar Services to connect NSC to your transcripts on the unity platform.
Configure authentication.
Work with your Customer Success representative to make sure you have the license you need and to start setting up with Jenzabar Services.
The Transcript API settings are available on the Repeat, Transcript, and GPA Settings page.
Partial Transcripts
If a student has a transcript hold for a term (such as for an outstanding balance), you can withhold the term from the official transcript.
Caution
Federal regulations prohibit withholding a term from transcripts if the term has been paid and the student received federal aid. Penalties may be severe, so make sure you're in compliance.
Note
Unofficial transcripts are not affected. They don't withhold terms that have a transcript hold.
Only a user with the "Can override student holds" permission can generate a transcript for a student who has a transcript hold. If all the requirements below are met, then the transcript can withhold the term that has a transcript hold.
All of the following conditions must be met in order to withhold a term from a student's official transcript:
The setting is selected. On the Repeat, Transcript, and GPA Settings page, Transcript category, the Allow partial transcripts checkbox must be selected. This makes withholding a term possible. (By default, this setting is unselected.)
Note
This setting is in J1 Web only. If your school doesn't use J1 Web, you can run the following scripts to change the setting:
To turn the setting on: update SettingValueFree set ValueData = '1' where ID = -785
To turn the setting off again: update SettingValueFree set ValueData = '0' where ID = -785
To edit the message that appears on the transcript where a term is withheld: update SettingValueFree set ValueData = 'Term withheld by school' where ID = -786
Replace 'Term withheld by school' with your preferred message.
The student has a transcript hold. The student must have a hold whose Hold Transcript value is "Hold" (rather than "Warning" or blank).
Note
Holds are defined on the Holds Definitions page. In the Codes view, "Warning" and "Hold" are options in the Hold Transcript column.
The user generating the transcript has permission to override holds. The "Can override student holds" permission is available on the Registration Override and Access Control Permissions role and roles copied from it.
The "Include on Transcript" option is set to "No". On the Student Information Details page, Term Academic and Financial Information tab, for the year/term with the transcript hold, the Include on Transcript option is set to No. (By default, this option is set to "Yes".)
Note
The Include on Transcript field doesn't appear on any pages unless the Allow partial transcripts checkbox is selected on the Repeat, Transcript, and GPA Settings page.
Turn the partial transcript setting on:
Access the Repeat, Transcript, and GPA Settings page.
In the Transcript category, click the Edit this section button.
Select the checkbox for Allow partial transcripts.
Note
If your school doesn't use J1 Web, you can run this script to turn the setting on: update SettingValueFree set ValueData = '1' where ID = -785
To turn the setting back off, run this script: update SettingValueFree set ValueData = '0' where ID = -785
In Message for Terms That Aren't Displayed, edit or enter the message to display on the transcript in place of each withheld term.
Note
If your school doesn't use J1 Web, you can edit this field with the following script: update SettingValueFree set ValueData = 'Put your text here' where ID = -786
Replace 'Term withheld by school' with the text you want to use.
Click the Save this section button.
Make sure the transcript hold definition (for unpaid terms) is set to "Hold":
Access the Holds Definitions page.
In the View drop-down at the top, select Codes.
In the row for applicable transcript hold definition, make sure the value in the Hold Transcript column is set to Hold.
Click the Save icon on the toolbar.
Make sure the users who generate transcripts have permission to override holds:
Access the Registration Roles page.
Find the applicable role—the Registration Override and Access Control or a copy of it. On its row, click the Options drop-down, and select Edit.
In the Student Overrides category, click the Edit button.
Select the Can override student holds checkbox.
Click the Save button.
Click the Users tab.
If the necessary users aren't listed, click the Add to Role button. The Add to Role pop-up opens.
In the Search field, enter part of a user's name or ID. Then select the user from the list.
Click Add to Role.
Optional: Select the setting to automatically create a Student Term table record:
Note
This is not required. Although Student Term table records are important in the partial transcript process, you can create them other ways, such as copying them from previous terms.
Selected: When a student first registers for one or more courses in a term, an empty record is created in the table for that student's term (if a record doesn't already exist). It doesn't copy any information from a previous term; it merely creates an empty row.
Unselected: No Student Term table record is created when a student first registers for one or more courses in a term.
Access the Enrollment Settings page.
In the Miscellaneous category, click the Edit this section button.
Select the checkbox for Automatically create empty records in the Student Term table.
Click Save this section.
To withhold a term from a student's transcript, you can use Rules Based Update (RBU), or you can use a procedure in either J1 Web or Desktop.
You can use RBU to set Include on Transcript to No for students with a transcript hold.
From a student's Summary page, click the Person options drop-down, and select Student > Student > Manage student details. The Student Information Details page opens with that student's information.
Click the Term Academic and Financial Information tab.
Select the Year/Term that has the transcript hold.
Click the Edit details button.
Scoll down to the Student Term Table category.
In the Include on Transcript drop-down, select No.
On the Student Information window, select the student.
On the Student tab, Student Term table subtab, select the Year and Term that has the transcript hold.
Deselect the checkbox for Include on Transcript.
Click the Save icon on the main toolbar.
Settings, student information, and transcript features are all associated with partial transcripts. These are the affected features:
Settings:
Repeat, Transcript, and GPA Settings page, Transcript category: Allow partial transcripts
Optional: Enrollment Settings page, Miscellaneous category: Automatically create empty records in the Student Term table
Student Information:
Note
The Include on Transcript field appears only if the Allow partial transcripts setting is selected.
J1 Web: Manage Student Term Academic and Financial Information page: Include on Transcript (read only)
Manage Student Term Academic and Financial Information page: Include on Transcript (read only)
Student Information Details page, Term Academic and Financial Information tab: Include on Transcript
Desktop: Student Information window, Student tab, Student Term table subtab: Include on Transcript
Student Information window, Student tab, Student Term table subtab: Include on Transcript
Student Inquiry window, Summaries tab, Term subtab (read only)
Official Transcripts: (Desktop) Transcript Report window
Note
This setting is in J1 Web only. If your school doesn't use J1 Web, you can run the following scripts to change the setting:
To turn the setting on: update SettingValueFree set ValueData = '1' where ID = -785
To turn the setting off again: update SettingValueFree set ValueData = '0' where ID = -785
To edit the message that appears on the transcript where a term is withheld: update SettingValueFree set ValueData = 'Term withheld by school' where ID = -786
Replace 'Term withheld by school' with your preferred message.
No. That setting is offered as a convenience in case your school would rather use it than manually creating the records or copying from a previous term. For more information, see the Miscellaneous Settings in Registration topic.
Special Formatting on Transcripts Settings
Use these settings to add optional prefix and/or suffix characters for credit hours on up to 3 grade scales and/or credit types.
Special Credit Types: Select none, any, or all of the checkboxes.
Special Credit Type 1
Special Credit Type 2
Special Credit Type 3
Grade Scale: You can select a grade scale from the drop-down. If you select a grade scale but not a credit type, then the formatting (suffix and/or prefix) applies to all credit types in the grade scale.
Credit Type: You can select a credit type from the drop-down. If you select a credit type but not a grade scale, then the formatting applies to that credit type in all grade scales.
Note
If you select both a grade scale and a credit type, then the formatting applies to only that combination of grade scale and credit type.
Hours Prefix: Enter a single character to appear just before credit hours. Examples include these: / " ' ( [
Hours Suffix: Enter a single character to appear just after credit hours. Examples include these: / " ' ) ]
The information is stored on the Configuration Table (configuration_tabl).
Label | Database Location |
|---|---|
Grade Scale | Options come from grade_scale_def ordered by grade_scale_cde |
Grade Scale: Special Credit Type 1 | Value: from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'gscr01_gs_appid' |
Grade Scale: Special Credit Type 2 | Value: from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'gscr02_gs_appid' |
Grade Scale: Special Credit Type 3 | Value: from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'gscr03_gs_appid' |
Credit Type | Options come from credit_type_def ordered by credit_type_cde |
Credit Type: Special Credit Type 1 | Value: from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'gscr01_cr_appid' |
Credit Type: Special Credit Type 2 | Value: from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'gscr02_cr_appid' |
Credit Type: Special Credit Type 3 | Value: from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'gscr03_cr_appid' |
Hour Prefix: Special Credit Type 1 | Value: from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'gscr01_hrs_pre' |
Hour Prefix: Special Credit Type 2 | Value: from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'gscr02_hrs_pre' |
Hour Prefix: Special Credit Type 3 | Value: from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'gscr03_hrs_pre' |
Hour Suffix: Special Credit Type 1 | Value: from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'gscr01_hrs_suf' |
Hour Suffix: Special Credit Type 2 | Value: from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'gscr02_hrs_suf' |
Hour Suffix: Special Credit Type 3 | Value: from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'gscr03_hrs_suf' |
In Desktop, these settings are found on the Registration Configuration window, Repeat / Transcript / GPA tab.
The permission needed is "Can manage repeat, transcript, and GPA settings". It's available in the Registration Module Manager role and roles copied from it.
From the Registration Administration hub options, select Settings.
Click Repeat, transcript, and GPA settings. The Repeat, Transcript, and GPA Settings page opens.
Scroll down, or click the anchor link to the Special Formatting on Transcripts section.
To edit, click the Edit this section button.
Make your edits. For guidance, see the Fields section above in this topic.
If you want to abandon your changes, click the Cancel button. Otherwise, click the Save this section button. Your edits are saved.