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Transcript Settings in Registration

Use these settings to control what information is included on transcripts.

Fields

  • 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.

Database Locations

The information is stored on the Registration Configuration table (reg_config).

Table 1. Database Locations for Transcript Settings

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



Desktop Location

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.

Permission

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.

How to View and Edit Transcript Settings

  1. From the Registration Administration hub options, select Settings.

  2. Click Repeat, transcript, and GPA settings. The Repeat, Transcript, and GPA Settings page opens.

  3. Scroll down, or click the anchor link to the Transcript section.

  4. To edit, click the Edit this section button.

  5. Make your edits. For guidance, see the Fields section above in this topic.

  6. If you want to abandon your changes, click the Cancel button. Otherwise, click the Save this section button. Your edits are saved.