Secondary Achievement Setup: Transcript Information
Overview
In Secondary Achievement, you have the second tab card open, Transcript Information.The Transcript page is used to track a student's Final Marks for all Courses that have been earned towards their diploma. A diploma should be assigned to the student in the Student Program Award/Credits screen before working on this page.
Where applicable, Compulsory Courses taken by a student will be processed in the logical group, grade level, transcript date sequence. For example, if the student took ENG3A1 in 1998 and ENG2A1 in 2000, the ENG2A1 will be applied first, based on the grade level preference. The Courses displayed are the Courses created by Achievement and the Courses entered manually through the Transcript page. The page includes History and current Courses.
- PLE-like courses should be entered as a "Day School" courses.
- Equivalent Course type should be used for grade 11 & 12 Courses for mature students only. Mature students can earn up to 10 credits via courses with "Challenge Course" or "Equivalent Course" types. Trillium validates this rule using the Course type of Equiv to determine if the 10 senior Course Credits have been exceeded.
- Up to 16 Grade 9 and 10 Credits may be granted to a mature student via individual course with a "Day School" course type. If credits are entered to mature students via PLE-like courses, the number of Credits awarded through this Course is your responsibility and is not controlled by Trillium.
Security
The Transcript Information menu option is controlled by a separate Security Task. Our application adheres to the "Update Flag" setting for the particular user when determining if fields are editable. If the update flag is "Off": that user will not have any update privileges even if assigned any of the tasks described in the user privileges section.
All buttons should be invisible except for the student search, and maybe the expand and collapse buttons (only visible when courses are listed).
User Privileges
A user must have the update flag set "On" for the task that controls the Transcript Information page to be able to have update capabilities for the page. Otherwise, the page is display-only.
The next two rules apply only to the Course Information and the Equivalent Credits Distribution bars:
- Assuming the update flag is set "On" for the transcript page main task and you're assigned one of the tasks listed below, you might have one of three possible access privileges (Read Only, Full Access and Limited Access). The update flag for those tasks has no effect.
- Every time your select a new course, your privileges for the new Course must be calculated based on the rules below and the user privileges field must be updated accordingly.
Security tasks used to determine user privileges
Unfinished courses:
- Can be updated only by the originating school
- The user must have the Update flag set "On" for the task that controls the page
Finished courses:
- Update privileges will be based on the tasks assigned to the user,
- 'sas_home_school_update' -finished courses can be updated only by transcript school
- 'sas_ach_school_update' - school originated the record can update it. Transcript school can update the following fields only: transcript/credit flag,make credit elective flag, substitution flag, withdrawn flag, requirement area value
- 'sas_home_ach_school_update' - transcript school can update everything, originating school can update current year courses only
Course Information
You need to select a student in order to display their transcript information.
This page is opened blank, accordion bars are invisible and all buttons are disabled/invisible except for the Student Search button
Use the Student Search button to select one student to view their transcript info.
Selected Student
The page opens with this section where the student’s Name, Language of Instruction, Status, Mature flag, Grade, the name of the diploma the student is working towards, number of Compulsory and Elective Credits earned, Student Number, OEN, the name of the SHSM program the student is working towards, and the number of earned SHSM credits are displayed with the student’s photo.
Page Controls
Student Search | When this button is clicked, the Student Search window pops up. You must enter criteria to select a student from among those you have access to. |
Student Courses - on the left | |
Course/Section | This section can be displayed in two views. You can expand to the full view or collapse to the partial view. If the Course list is empty for the student, only the Add button will be enabled, allowing you to add a Course. Other buttons in this section are disabled. If the Course list has one or more Courses, the first Course in the list will be selected by default. The list should include all the Courses the student completed in the current or past years. The list is displayed in a summary view. Click Expand to show the full view. Click Collapse to bring back the summary view. When selecting another Course (summary or full view):
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Year | The year the Course was earned or taken. This field is display only. |
Eligible | A checkbox, that when selected indicates the Course is eligible for the transcript. Display only. |
School | The School Code of the school the Course was earned or taken in is displayed. Display only. |
Mark | The Mark earned in the Course displays. Display only. |
Earned Credit | The Credit earned in the Course is displays. Display only. |
Created by Achieve | A checkbox, that when selected indicates the Course is created by Achievement. Display only. |
When the Expand button is clicked these additional fields display: | |
Credit | Indicates whether this is Credit course, which should be considered by the compulsory credit calculation, as a course that may appear on the student’s transcript. |
Requirement Area | The requirement area the Course is counted in is displayed. Display only. |
SHSM Credit | The SHSM credit earned is displayed. Display only. |
Course Type | The course type is displayed. Display only. |
Command Buttons | |
Add | This button is used to manually add courses to the selected student. If data was not saved before clicking this button in any of the accordion bars, the system will display a message. When the button is pressed the Add course popup is displayed. The user is able to add one Course or quick add several Courses at a time. |
Delete | This button respects the user security privileges. It is only enabled if the user has All Changes privileges. When you click Delete to delete the selected Course, a confirmation message displays, allowing you to confirm or cancel the delete process. Only records that are not created by Achievement can be deleted, otherwise an error message displayS and the delete process cancelS. |
Rename | Only Courses entered through the transcript window can be renamed, otherwise a error message displays. When this button is clicked, a pop-up appears, in which it is possible to manually change the Course Code, Title, Section, Course Type, and whether the Course is a Transcript/Credit Course. |
Add Course Popup
Page Controls
Date Credit Earned | This is a mandatory date field with no default value. Any valid date is allowed and no validation is required. When the earned date is entered, the school year will be defaulted to the school year where the date falls. If the year of the Date Credit Earned = EDY then the school year will be set as follows: If earned date falls between Sept. 1 and Dec. 31, school year = EDY concatenated with (EDY+1) and If the earned date falls between Jan. 1 and Aug. 31, school year = (EDY-1) concatenated with EDY. |
School Year | If not already assigned, select the school year from the picklist. |
Credit Granted by | |
School BSID | This is a mandatory alpha numeric field with blank as the default. You can type a valid school BSID or find a school using the search icon. Once entered, selected or changed, the school field is populated with the school name. When changed, if the course is an LDC course, the title field is blanked out and the list is repopulated with new titles based on the new school BSID selected, |
School | This is a display-only field of the name of the school belonging to the selected School BSID with blank as the default. |
Language | This is a mandatory single-selection list that displays the course's language of instruction. It defaults to the language of the board. When changed, the title field is populated with the title in the selected language and the list is repopulated with new titles based on the new language selected. |
Course Type | This is a mandatory single-selection list with a default value of ‘Day’. If the Course Type is set to 'Equiv' then the Final Mark must be set to blank and the Final Mark must be disabled unless the Course is not a ‘Q’ Course, then the Final Mark is enabled. |
Course Code | This is an editable alpha numeric field. The letters are converted to uppercase as you type. The Course must be six characters in length. The field has a default value of empty. Single selection list. The list is displayed and filtered as the user type. The list will be populated as follows: A distinct list of all Courses which are not expired. This includes ministry defined where the school_bsid ='-' and locally defined where the school BSID = School BSID of the school granting the credit You can select the first five-character Course from the list and key in the sixth character or simply key in the six characters of the Course without selecting from the list. Settings on change: If the Course Code starts with "GLC2O" or "CHV2O":
If the Course is a qcourse:
If the course starts with a K:
Otherwise for all other courses:
When changed, the title field is blanked out and the list is repopulated with new titles based on the new Course Code selected. |
This button will only be enabled: If the school granting the Credit is the same school selected in the header ( the one updating the transcript) and if the user is assigned the proper Security Task 'sas_add_new_course_code' This button allows you to add locally developed Courses to the default school. When clicked, the Add Course pop-up is displayed allowing you to add a new Course and it returns the Course Code and title and displays them on the add new Course popup. | |
Title | This is a mandatory single-selection list. The list is not editable and has a default value of blank. At least five characters of the Course Code are provided in order to be able to display the title(s) |
Section | This is a mandatory, editable, alpha numeric field with a default value of 00. When focus is lost, the system will ensure that the section is two characters by adding a zero to the left if you provided only one character; if blank its set back to 00. |
Transcript/Credit Course | This field is a checkbox with selected as the default. When unchecked, the following will apply:
When checked, the following will apply:
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Final Mark | This is a text field with blank as the default value. The format is ### or letter 'I'. A Final Mark of ‘I’ is only valid if the credit_flag ='x' and the Course is a Junior Course. When the Final Mark is changed the following will apply: If Final Mark is ‘I’:
If Final Mark is not ‘I’:
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Earned Credit | This is a numeric field that is disabled for Q courses and K courses. The format is #0.000 and the default is1.000. If you change the value, the Earned_Credit_override_flag field is set to 'x' on save. |
Attempted Credit | This is a numeric field accepting a format of #0.000 and the default is1.000.If changed by the user the attempted_credit_override_flag field is set to 'x' on save. |
Publish Date | This date field is visible only if the board is using Via. The field is mandatory when visible. The default value is set as per the school preference. The user is able to enter or select a date from a calendar. There are no restrictions on the date value. |
Command Buttons
| Quick Add | When clicked, our system checks mandatory fields. If a field is found missing validation, a message is displayed under each missing mandatory field and the process ends, allowing you to fix. When your fields are correct, Click Quick Add to add the Course to this student's record but also keep the Add Window open, allowing a convenient way to add multiple Courses. |
Save | When clicked, our system checks mandatory fields. If a field is found missing validation, a message is displayed under each missing mandatory field and the process ends allowing you to fix. When your fields are correct, Click Save to add the Course to this student's record and close the Add Window. |
Clear | When clicked, all the fields will return to their default values |
Cancel | When clicked, the add process is cancelled. The pop-up closes and you return to the transcript page. The page is in the same state as it was before clicking the add button if no courses were added. Otherwise to the last Course successfully added using the quick add is displayed. |
Clicking a Course in the Student Courses list at left brings the Course across to the right side of your screen where you can edit – if you have rights – some of the Course details for this student's Transcript. Most details are self-explanatory or are explained above. Be sure to Click Save if you make any changes you wish to retain.
Equivalent Credit Distribution
OVERVIEW
In Secondary Achievement, you have the second tab card open, Transcript Information. You've chosen a student, and on the left side selected a Course.
The Equivalent Credit Distribution accordion bar becomes enabled if you select a Course which has been identified as one of the following:
QEV | Grade 9 Equivalent |
QMA | Maturity Allowance |
QSE | Credits granted for course work completed outside Ontario |
QEE | Equivalent Education Allowance |
QAP | Apprenticeship Training Allowance |
PLE | Equivalent Credits |
PAGE CONTROLS
This accordion bar displays the requirement areas that are applicable to the OSSD 1989 and OSSD 1999 diplomas. Credits entered under a requirement area that does not apply to the student's diploma will be counted as Elective Credits.
Your can enter the applicable equivalent Compulsory Credits for each requirement area. Trillium will calculate the Course's Earned Credit based on the total number of Credits entered on this page.
Number of Credits Exempt from 34-Credit Threshold | Enter the number of Credits recorded under this Course that are exempt from the 34-Credit Threshold calculations. |
French Hours | For English students, enter the total number of hours of French instruction for French courses covered by this equivalent course. |
Other French Hours | Enter the total number of hours of instruction taught in French but in non-French subjects (i.e. Social Science, Canadian History, Physical Education). |
Comment | This is a free-format text field to record a Comment for the Course. |
QEV Program Completed | Select the QEV program status from the picklist. This field appears only for QEV courses. |
Report Card
In Secondary Achievement, you have the second tab card open, Transcript Information. You've chosen a student, and on the left side selected a Course which is NOT flagged as Created by Achievement. That's the only way to display the Report Card accordion bar at the bottom of the right column.
Print on Report Card | Select this box to indicate this Course should be printed on the Report Card. Selecting this, give you more choices: |
School Report Period | Select any Report Period defined for the school. If Print on Report Card is checked, this field is mandatory. |
Learning Skills | Assign E (Excellent), G (Good), S (Satisfactory) and N (Needs improvement)] from the picklists which denote the achievement for each student for each learning skill: Français parlé (only for French schools), Independent Work, Team Work, Organization, Work Habits/Homework and Initiative. |
Delivery Mode | If applicable, select the appropriate delivery mode for the course. |
French | If the course is taught in French select this checkbox. |
Attendance | |
Classes Missed | A numeric field allowing for the manual entry of the total number of Absences for the student in this Course during the Report Period. |
Times Late | A numeric field allowing for the manual entry of the total number of Lates for the student in this Course during the Report Period.. |
Total Classes | A numeric field allowing for the manual entry of the total number of class meetings for the student in this Course during the Report Period.. |
Teacher Name | The name of the teacher who taught the Course can be entered here. If this is a Dual Credit Course the words "College Instructor" will automatically appear in the Teacher Name field. |
Comments | Enter the Comment that is to appear on the Report Card. For Dual Credit Courses the following Comment appears: "If you require further information, including attendance details, contact <contact name>, secondary school contact. In addition, refer to the college record at the completion of the dual credit course." The contact name is populated with the value from the Preferences > School Academic > Secondary Achievement > Contact for Dual Credits field. |
SHSM
In Secondary Achievement, you have the second tab card open, Transcript Information. You've selected a Student assigned to an SHSM program. That's the only way to display the SHSM accordion bar at the bottom of the right column. This bar is used to track a student's SHSM credits information and is only visible if the student is assigned an SHSM program and the selected Course is a Credit Course. If the student's SHSM program was earned in a previous year, the information on this bar cannot be modified.
Page Controls
These credit fields indicate how the Course's Earned Credit is being distributed to the specified requirement areas. If an override has been triggered, you will be able to enter the credit value to be applied to
SHSM Focus | This field is for display only and indicates what SHSM focus THIS student is working towards. SHSM Focus values are created in the validation table SHSM Majors and are assigned to the student in the Update Student > Awards screen. |
SHSM School BSID | This field is for display only and identifies the School BSID which is offering SHSM program. SHSM Focus and SHSM School BSID together determine which courses will be counted towards SHSM program, based on the values in the board's SHSM Major validation table, and the Ministry's Provincially Approved SHSM course list. |
Exclude from SHSM Calculations | Select this box to indicate that this Course, which is currently counting towards the student's SHSM, should not be counted towards SHSM program. This feature is used when a student has several Courses that can meet the SHSM requirements, and the student wishes a particular one to be counted and displayed on their SHSM documents. |
Override SHSM VT Calculations | At times, the Ministry of Education grants permission for the Board to count a Course towards the student's SHSM that is not part of the previously approved SHSM courses. This override enables you to make a substitution or change to the calculation for the student. |
Earned Credit | This field displays the total Earned Credits for the selected Course. It cannot be modified. |
SHSM Credit | This field indicates what portion of the Credit was counted towards the student's SHSM award. It cannot be modified. |
SHSM Requirement Area | These fields will display the requirement areas that the Course Credit is being applied to. If an override has been triggered, you will be able to select the applicable requirement area from the pickist. You may also want to refer to the two links in the test immediately above this chart. |