Transcript Contact Definitions
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Note
This page is related to electronic transcripts (EDI and XML). If your school generates only paper and/or PDF transcripts, you can ignore this page.
Use this page to maintain information for people listed as contacts on transcripts your school sends.
Desktop Location
You can manage these definitions in Desktop, too, on the Electronic Transcript Source Contact Profile Definition window. Definitions created and edited in J1 Web can be used in Desktop and vice versa.
Database Location
The definitions are stored on the Electronic Transcript Source Contact Profile Definition table (etrans_src_cntct_profile_def.src_cntct_profile_name).
Profile Name
Required. Up to 60 characters. This could be the name of a role or job position such as Registrar or Sociology Administrator.
Contact Name
Not required. Up to 60 characters. The name of the person to be contacted.
PESC Contact Function
Not required, but helpful for NSC reporting and PESC compliance. This is where your definitions are mapped to PESC values. The PESC values are defined on the PESC Admin Contact Function Definitions page.
Phone
Not required. 10 digits without spaces, hyphens, or parentheses.
Not required. Up to 60 characters. Must be valid email address format.
Permission to manage transcript contact definitions is available in these roles:
Registrar
Registration Module Manager
The permission required is "Can manage transcript contact definitions".
From the Registration Administration hub, click Hub options.
Click Manage Definitions, and select Transcript contact definitions. The Transcript Contact Definitions page opens.
To filter the definitions, enter a phrase in the Quick Filters field. To remove a filter, click its Remove icon
.To sort the definitions, click the arrows at the head of the column you want to sort on.
If the Expand icon
is there, click it to see hidden columns.
Click the Create definitions button. The Create Transcript Contact Definitions pop-up appears.
In Profile Name, enter up to 60 characters. This could be the name of a role or job position such as Registrar or Sociology Administrator. Required.
In Contact Name, enter up to 60 characters for the name of the person to be contacted. Not required.
In Phone, enter 10 digits for the contact's phone number. No spaces, hyphens, or parentheses. Not required.
In Email, enter up to 60 characters for the contact's email address. Must be a valid email address format. Not required.
Click Create and close or Save and create another.
Click the Edit icon
on the row of a definition. The Edit Transcript Contact Definition pop-up opens.You can't edit the Profile Name, but you can edit the other fields.
Contact Name: Up to 60 characters. Not required.
PESC Contact Function: Select an option from the drop-down to map this definition to a PESC value. The PESC values are defined on the PESC Admin Contact Function Definitions page. Not required.
Phone: 10 digits for the contact's phone number. No spaces, hyphens, or parentheses. Not required.
Email: Up to 60 characters for the contact's email address. Must be a valid email address format. Not required.
Click Update.
Select the checkboxes next to the rows you want to export.
From the Options drop-down, select Download to Excel. The Download to Excel pop-up opens.
Select options for the Excel format and data columns.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.
If a definition is already in use, then some information or process depends on it, so it can't be deleted.