Steps
- Click on the AdministrationMenu and select Students to display the Student Search Window.
- Search for a student and click the Modify button at the top of the window to display the Student Information Window.
- Click on the Transcript Tab to select it.
- In the Course section of the Transcript Tab, click the Add button. The Add Transcript Course Information window is displayed.
- Click in the Year field and select the school year during which the student took this course. This is used to determine the order in which courses are printed on the transcript and the grade level the student was in when the course was taken.
- Click in the Course Number field and type the course number for this course.
- Click in the Course Name field and type the name of this course.
- Click in the Section field and enter a section number for this course from 1 to 99. This field is required. If you do not know the section number just enter a 1. This is used to differentiate between different instances of the same course.
- Click in the Department field and select the appropriate Department.
- Click in the Type field and select the type of Course (i.e. transfer, summer school, vocational, correspondence or adult ed.).
- If you would like to store an Exam grade for this course, click in the Exam field and type the student's score.
- Click in the Grade Name field and type the grade received in this course. Press the Tab key to move to the next field. The grade value is automatically entered based on the information in Grade Definitions.
- In the Credit Attempted field enter the credit value of the course even if the student failed.
- Click in the Credit Earned field and enter the credit the student earned for this course. If the student failed, you can enter a 0.
- If you award credit based on semester grades, repeat the previous two steps for the second semester grades.
- Click in the Track field and select the track for this course. Tracks are used when calculating GPA's/QPA's. They weight grades more or less heavily depending on the difficulty of the course. If your school does not use weighting, just select 1.
- State Course Number, State Course Name, and State Department are optional fields. Some states mandate a course numbering/naming convention that may not match what your school uses. You can enter the mandated information here. When printing the transcript you have the option of printing State Course information for all courses.
- If this course should be included in GPA/QPA calculations, check the Include in Calculations check box.
- Click Add to add the course to the transcript. Changes to the Transcript are saved immediately.
- The Add Transcript Course window remains open to allow you to continue adding courses. After you have clicked the Add button for the last course. Click Close to return to the Student Transcript window.
In the Grade Information section you enter grade and credit information. If your school awards credit based on Final Grades you only enter one grade/credit. If your school awards credit based on Semester grades, you enter two grades/credits. If you are a semester based school and the course only met one semester, just enter one grade/credit.
Note: Only grades that exist in the Grade Definitions window can be used in this field.
Note: If the student received a P, S, WD or other grade that is not normally included in GPA, credit attempted should be 0 and Include In Calculations should not be checked. The student can still earn credit for the course if entered in the Credit Earned field.
