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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): 

  • The system checks for unsaved information and displays an error message allowing you to save changes, discard changes or cancel the selection.
  • The system checks your privilege for the selected Course and sets the user privilege field (No Access, Full Access, Limited Access).
  • Once a Course is selected, the right side is refreshed and the Course information bar is opened by default.

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":

    • Sets Attempted and Earned Credit to 0.500 and both fields are enabled, and the Final Mark is enabled.

If the Course is a qcourse:

    • Sets Attempted and Earned Credit to 0.000, Earned Credit must be disabled, Attempted Credit is enabled, and the Final Mark is set to blank and disabled.

If the course starts with a K:

    • Sets the Attempted and Earned Credit to 0.000, Earned Credit field is disabled, Attempted Credit is enabled, and the Final Mark is enabled.

Otherwise for all other courses: 

    • Sets the Attempted and Earned Credit to 1.000 and enabled and the Final Mark is enabled.

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:

    • Earned Credit field is set to zeros and disabled
    • Attempted Credit field is disabled.

When checked, the following will apply:

    • Earned Credit field must be enabled except for q courses or K courses is disabled.
    • Attempted Credit field is enabled

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’:

    • the Earned Credit is disabled
    • the Transcript/Credit flag is disabled and checked
    • the Earned Credit is set to 0.000

If Final Mark is not ‘I’:

    • the Transcript/Credit flag is enabled.
    • If  Final Mark is numeric and >= than the passing mark
    • the Earned Credit field is enabled
    • if Final Mark is numeric and < than passing mark and the Course Type is <> ‘Equiv’ then
    • the Earned Credit field is enabled

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 AddWhen 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.

    • More information on SHSM is available on the SHSM Maintenance Page.
    • More information on SHSM choices which became available in 2018-2019 is here

 
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.
 
The other common scenario for using this override is that the student completed the major credit at a school other than his SHSM school. The credit calculation will not automatically override the Ministry's rule on the major credits being taken at the SHSM school, but it can be overridden here on an individual student basis.
 
There are two security levels for overriding courses. The first level only allows Courses that appear in the Ministry's list of valid SHSM courses to be overridden.  The security task for this level is "Override SHSM Calculation." The second level of security allows you to override any senior Course and have it count towards the student's SHSM.  This level is controlled by the security task  "Override SHSM Calculation for any course."

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.

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