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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.

What's Required to Withhold a Term from a Student's Transcript

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:

  1. 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.

  2. 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.

  3. 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.

  4. 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.

How To

Set Up Partial Transcripts

  1. Turn the partial transcript setting on:

    1. Access the Repeat, Transcript, and GPA Settings page.

    2. In the Transcript category, click the Edit this section button.

    3. 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

    4. 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.

    5. Click the Save this section button.

  2. Make sure the transcript hold definition (for unpaid terms) is set to "Hold":

    1. Access the Holds Definitions page.

    2. In the View drop-down at the top, select Codes.

    3. In the row for applicable transcript hold definition, make sure the value in the Hold Transcript column is set to Hold.

    4. Click the Save icon on the toolbar.

  3. Make sure the users who generate transcripts have permission to override holds:

    1. Access the Registration Roles page.

    2. 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.

    3. In the Student Overrides category, click the Edit button.

    4. Select the Can override student holds checkbox.

    5. Click the Save button.

    6. Click the Users tab.

    7. If the necessary users aren't listed, click the Add to Role button. The Add to Role pop-up opens.

    8. In the Search field, enter part of a user's name or ID. Then select the user from the list.

    9. Click Add to Role.

  4. 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.

    1. Access the Enrollment Settings page.

    2. In the Miscellaneous category, click the Edit this section button.

    3. Select the checkbox for Automatically create empty records in the Student Term table.

    4. Click Save this section.

Withhold a Term from a Student's Transcript

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.

Via RBU

You can use RBU to set Include on Transcript to No for students with a transcript hold.

Via J1 Web

  1. 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.

  2. Click the Term Academic and Financial Information tab.

  3. Select the Year/Term that has the transcript hold.

  4. Click the Edit details button.

  5. Scoll down to the Student Term Table category.

  6. In the Include on Transcript drop-down, select No.

Via Desktop

  1. On the Student Information window, select the student.

  2. On the Student tab, Student Term table subtab, select the Year and Term that has the transcript hold.

  3. Deselect the checkbox for Include on Transcript.

  4. Click the Save icon on the main toolbar.

FAQ

Which features are associated with partial transcripts?

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

Is the "Allow partial transcripts" setting in Desktop?

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.

Is the "Automatically create empty records in the Student Term table" setting required for partial transcripts?

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.