TranscriptsManualInfinite Campus

2017-2018

Office of Education Technology

Mailing Address: 1126 Russell Cave Rd, Lexington, KY 40505Physical Address: 701 E Main St., Lexington, KY 40502

Access FCPS Infinite Campus documentation online:Index > FCPS IC Support Site > Manuals

Version 1718.01

Table of ContentsBATCH POSTING.............................................................................................................................................3

Posting to Transcript......................................................................................................................................... 3

MANUAL TRANSCRIPT ENTRY – ONE STUDENT AT A TIME..............................................................................4

Transcript Tab - Transcript Course Editor......................................................................................................4

Adding a Single Transcript Entry....................................................................................................................4

Adding Multiple Transcript Entries Using Batch Add.....................................................................................6

Transcript Entry for Students Not Enrolled in the Current School Year.........................................................6

Adding STAMP Credit to Transcript...............................................................................................................7

Adding Bible/Religion Courses to Transcript.................................................................................................7

Adding Pass/Fail/U Grades to a Transcript....................................................................................................8

EDIT EXISTING TRANSCRIPT RECORDS............................................................................................................9

Manually Edit a Transcript Entry................................................................................................................... 9

Marking a Repeated Course..........................................................................................................................9

TRANSCRIPT ENTRY FOR TRANSFER STUDENTS............................................................................................10

OTHER TRANSCRIPT TOOLS..........................................................................................................................11

Transcript Error Report....................................................................................................................................11

eTranscripts..................................................................................................................................................... 11

Creating Transcript Templates........................................................................................................................ 12

Creating a Transcript Report Template....................................................................................................... 12

Creating a Seal of Biliteracy Transcript Template........................................................................................13

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BATCH POSTING

Posting to TranscriptBefore posting grades to Transcripts, correct all of the errors from your Course Error Report. For more documentation regarding Course Errors, go to: Index > FCPS IC Support > Custom Reports > Course Error

Grades should only be posted to transcripts after all grades are posted and verified. Grades posted to the transcript cannot be reposted. Changes made to grades after posting to transcripts MUST be made by manually editing the transcript. KHEAA are randomly auditing our transcripts so all efforts should be made to correctly create and post accurate transcripts.

Prior to posting to Transcript, use the Data Export tool to view results of several state published Ad Hoc filters listed below. For more detailed information regarding Ad-hoc Reporting, go to: Index > FCPS IC Support > Instructional Manuals > Ad Hoc Manual .

PATH: Index > Ad Hoc Reporting > Data Export > State Published:

1. Student AP Course Code with no Difficulty Level This is a list of courses with AP State Course Codes that do not have AP listed in

the Difficulty Level dropdown. For students to receive the KEES bonus for AP courses both the State Code and Difficulty Level must indicate AP.

2. Student AP Difficulty No AP Course Code This is a list of courses with AP selected in the Difficulty Level dropdown, but

does not have a state course code for an AP course. 3. Curriculum Dual Credit Courses

This report lists all courses with a Teaching Method assigned to a dual credit course or the Difficulty Method of Dual Credit.

4. Curriculum State Course Codes The accuracy of the LEAD report and the teacher/student data link depend on

the accuracy of the linking process at the school and district level. As a step toward this accuracy, this ad hoc report will allow schools to see all course names, the state code and the description of the code so schools can verify their course codes.

1. Go to: Index > System Administration > Student Portfolio > Transcript Post 2. Select the following:

a. Calendarsb. Credit Groupsc. Termsd. Gradese. Post Score Comments to Transcript – Optional

3. Click: Run4. Click: OK

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MANUAL TRANSCRIPT ENTRY – ONE STUDENT AT A TIME

Transcript Tab - Transcript Course EditorThe Transcript Course Editor box and the Transcript Credit box are crucial for many reasons. KEES information is pulled directly from this box, eTranscripts, and many data exports, reports, etc. pull from this box. Please be sure to complete the fields highlighted below. For a visual reference, a screenshot of the Transcript Course Editor box can be found on the following page. It is color coded for your benefit.

Adding a Single Transcript Entry1. Search for the student; go to: Index > Student Information > General 2. Click the Transcript tab3. Click: New4. Enter the following: (use the screenshot on the next page for a visual reference where these items can be

found. All fields referenced below must be completed.)a. School Year: the school year the course was takenb. Grade: student’s grade level at the time the course was takenc. NCES Grade: grade level at the time the score was receivedd. District No.: If known add District Number, FCPS is 165e. School No.: If known add School Numberf. School Name: Add School Nameg. Course Number: Find the course number in our FCPS High School Catalogh. Course Name: Add Course Name (for courses that are AP/IB/Dual Cr make sure

the course name contains those abbreviations)i. State Code: Add the state code, remember the first 6 digits of our course

number is the state codej. Difficulty Level: Enter if the course is AP/IB/Dual Crk. Date: Enter the date you are adding the transcript recordl. Actual Term: The term which the course was taken, ex: Enter 1 for Semester 1m. Start Term: Enter when the Term Started, ex Enter 1 for Semester 1n. End Term: Enter when the Term Ended, ex: Enter 1 for Semester 1o. Terms Long: Enter how long the course met, ex: Enter 1 for Semester 1p. Calendar Terms: Enter total number of Terms in the Calendar not the courseq. Term Start Date: Enter the date the Term started, Ex: 8/10/16 for Term 1r. Term End Date: Enter the date the Term ended, Ex: 12/31/16 for Term 1

Continued on next page

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MANUAL TRANSCRIPT ENTRY – ONE STUDENT AT A TIME

s. Score: Enter the actual score receivedMake sure you select from the correct grading scale. If the course is an Adv/AP/IB course you want to make sure you select the score using Adv/AP/IB, 5.0 scale. Dual Credit courses you will select from the Dual Credit-College,5.0 scale. Most all your courses will come from our FCPS, 4.0 scale.

t. GPA Weight: Should match the amount of credit the student receives, ex: .5u. GPA Value: Will populate when you choose the scorev. Unweighted GPA Value: Will populate when you choose the scorew. GPA Max: Will populate when you choose the scorex. Percent: Percent earned by the studenty. Credits Earned: the credit earned for the course, if the student failed add 0z. Credits Attempted: the credit attempted for the course, this number should match

the GPA Weight, in most cases it will be .5aa.Credit Name: Choose the appropriate HS Credit

5. Click: Save

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MANUAL TRANSCRIPT ENTRY – ONE STUDENT AT A TIME

Adding Multiple Transcript Entries Using Batch AddUse the Batch Add option to enter multiple transcript items for the same student. This is useful when a student transfers into the district.

1 . Search for the student; go to: Index > Student Information > General 2. Click the Transcript tab3. Click: Batch Add4. Select the following:

a. School Yearb. Grade Levelc . District # and School # (if known)d. School Namee. Course # and Course Namef. Credit Earned and Credit Name – The Credit Group Typeg. Term – Term in which the grade was earnedh. Scorei . GPA Weight and Value if not automatically populatedj . Click Add or Clone Last Record to copy information to the next line

5. Click: Save when finished.

Transcript Entry for Students Not Enrolled in the Current School Year

For example, a student has graduated and realizes a mistake on his transcript.

1. See your Registrar to enroll the student temporarily as Partial and State Exclude2. Update the transcript3. Email 2000.fcps@fayette.kyschools.us to have the enrollment deleted. Include the name and grade

level of the student in your email.

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DO NOT make changes to another district’s information. Enter the score, GPA value and weight exactly as reported from the receiving

school’s transcript. This has already been reported to KEES. If adding a course not included in your Course Master, enter the name of the

course from the receiving school.

MANUAL TRANSCRIPT ENTRY – ONE STUDENT AT A TIME

Adding STAMP Credit to TranscriptFollow these instructions if a student scores high enough on the STAMP assessment to receive high school credit.

1. Follow steps on previous page, Manually Edit a Transcript Entry, with the following exceptions:

a. Scoreb. GPA Weight – 0c. Comments – Add the word STAMP to

indicate the credit was earned through the STAMP assessment

d. Transcript Credit – Add the Credits Earned and Attempted as appropriate

2. Click: Save

Adding Bible/Religion Courses to TranscriptFCPS students do NOT receive credit for a Bible/Religion Course.

1. Follow steps on previous page, Manually Edit a Transcript Entry, with the following exceptions:

a. Course Name – Be sure to include the word(s) Bible, Religion, Religious or Testament in the Course Name

b. Scorec. GPA Weight = 0d. Transcript Credit, Credits Earned and

Attempted = 0e. Credit Name – Elective, Optional.

2. Click: Save

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Adding the GPA Weight can have a negative impact on a student’s ranking. Because ranking is important, the GPA should not decrease due to a STAMP

assessment or a Bible/Religion course. The GPA Weight must be 0 in order to prevent a change in ranking.

MANUAL TRANSCRIPT ENTRY – ONE STUDENT AT A TIME

Adding Pass/Fail/U Grades to a TranscriptPass/Fail Grades are not weighted, however credit is given if the course is passed (P/P). By leaving the GPA Weight and GPA Values blank, the course will not factor into the GPA. This is also true if the score is an U.

1. Follow steps on page 5, Manually Edit a Transcript Entry, with the following exceptions:

a. Score – Either P/P, F/F, or U.b. GPA Value and Unweighted

GPA Value – Leave Blank DO NOT enter a 0

c. GPA Weight – Blankd. Transcript Credit – Credits

Earned and Attempted. If Failing or U Grade, the credit earned would be a 0 and the attempted would be a .5

2. Click: Save

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EDIT EXISTING TRANSCRIPT RECORDS

Manually Edit a Transcript Entry1. Search for the student; go to: Index > Student Information > General 2. Click the Transcript tab3. Click: Edit on the line item of the transcript that needs to be edited4. Select the new grade in the Change Score dropdown. The numbers in parentheses indicate the GPA

value for the score, the maximum GPA value and the unweighted GPA value from that score group.5. Make other changes as needed6. Click: Save

Marking a Repeated CourseA repeated course is a course the student has repeated, with the same course number and course name.

The GPA Weight must be 0 so it does not factor into the GPA.

1. Follow steps on page 8, Manually Edit aTranscript Entry, with the followingexceptions:

a. Edit the transcript entry with the failing grade Score

b. GPA Weight = 0

c. Repeat Course – Check thisCheckbox

d. Credits Earned = 0 if they failed the course and Credits Attempted remains as is (example .5)

2. Click: Save

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TRANSCRIPT ENTRY FOR TRANSFER STUDENTSTransfer students may enroll with a copy of their current Transcript but most of them will not have this. How you get this information may vary.

1. If a student is transferring from a school in the district: Transcript is in IC and will be visible to you as soon as the student has an enrollment record for your school.

2. If a student is transferring from a school in Kentucky: If the Transcript is not released from the prior school during the Records Transfer process (your registrar makes the request for records), please contact the prior school or wait for the arrival of the cumulative folder.

3. If a student is transferring from a school in another state or country: You will have to wait for the arrival of the cumulative folder.

Once you have access to the transcript, please follow the steps in this manual to add or edit the transcript.

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OTHER TRANSCRIPT TOOLS

Transcript Error ReportAfter posting to Transcripts, it is imperative that all errors from the Transcript Error Report are corrected as soon as possible. These errors can affect the student’s Term GPA, Cumulative GPA and KEES GPA.

To run the report, go to: Index > Student Information > Reports > Error Reports > --Transcript Errors .

The Transcript Error Report looks at student transcripts that have been enrolled into your school, for any part of the school year. Please correct any errors on this report by editing the Transcript Record (see pg.8) Please remember that you must not change a letter grade from another district/state. For example, 90/A from another district is still an A even though our grading scale is 90/B. To add this score please select the score of “A” then add the “90” into the percent field.

eTranscriptsThe eTranscript tool allows schools to generate an electronic version of student transcripts which can be submitted to post-secondary establishments and third party vendors for use in applying for acceptance into a college or university. This tool allows users to batch generate electronic student transcripts, generate an electronic transcript for specific students based on search criteria, place holds on requested transcripts and

archive released transcripts. This tool is directly tied into the eTranscript tool found on the Parent and Student Portal, allowing users to submit a request for release of a student's transcript. From here, users can manage and release requested transcripts.

All new counselors would be advised to contact the Parchment Training team for more information regarding eTranscripts. Email the Parchment Training Team: training@parchment.com.

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OTHER TRANSCRIPT TOOLS

Creating Transcript TemplatesCreating a Transcript Report TemplateCreating Transcript templates will allow you to determine what and how data is reported on the printed transcript.

1. Go to: Index > System Administration > Preferences > Reports2. Click: New3. Enter the following:

a. Name – E.g. Official Transcript w/ all test scores, Transcript unofficial, etc.b. Type – Transcriptc. Publish to Portal – Optional. This will allow the parent to generate the report in Parent Portal.d. Description

4. Select the following Report Options:a. Group Optionsb. School Year Options – Select for a specific year, or leave blank for all yearsc. Select other options as desired

5. Click: Save

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OTHER TRANSCRIPT TOOLS

Creating a Seal of Biliteracy Transcript TemplateIn January 2017, the FCPS Board of Education adopted this national recognition as a means to recognize any graduating senior who can demonstrate a high level of language proficiency in two or more languages: English and any other world language. Such a skill is invaluable in today’s world and whether a student is going to college or straight into the workforce, earning the FCPS Seal of Biliteracy will be a means of assuring colleges and/or employers that the recipient can speak, listen, read and write at a level that is functional.

System Admin > Preferences > Reports1. Reports:

Click New2. Report Detail:

Name: Seal of Biliteracy Type: Transcript

3. Report Options: Make your preferences for these categories

4. School Comment (printed on all) +++++++SEAL OF BILITERACY+++++++(See screenshot

below) Click Save

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You will need to space down several times in order for this to stand out on the transcript.