Producing Transcripts

This chapter provides an overview of transcript related processes (including self-service transcript processing) and discusses how to:

• Process transcripts for a small number of students.

• Create batch transcript requests.

• Generate batch transcript requests.

• Print transcripts for a single transcript request.

• Print transcripts for a range of transcript requests.

• Use the Grade Review Transcript Release process.

• Produce electronic transcripts.

• Produce electronic transcripts in batch.

• Review TS130 outbound transactions.

• Process TS131 inbound files.

• Purge transcripts.

• Use self-service transcripts.

See Also

Setting Up Transcripts

Understanding Transcript Production

After you have set up transcript notes, transcript types, and transcript type security, you're ready to create transcript requests and process transcripts. The PeopleSoft Transcript feature enables you to define multiple types of transcripts at varying levels of security, formality, appearance and function. You can produce transcripts for individual students or for dynamically created groups of students that meet criteria you specify. You can process transcripts online or in the background at scheduled intervals, and you can send the results to a file, a window or a printer. Finally, the Transcript feature includes a purge process that enables you to delete transcript requests. Purging transcripts periodically is a maintenance practice that enhances system performance.

The choices you have for producing transcripts are the same as those that you have for producing advising reports. We briefly discuss advising reports in this section, but you are encouraged to review the PeopleSoft Academic Advisement PeopleBook for more information.

The Student Records application provides you with five components that you can use to create, process, print, and purge transcript requests:

Each of these components is discussed in the following sections.

Processing Transcripts for an Individual Student or Small Group of Students

This section provides an overview of the Transcript Request inquiry component and discusses how to process transcripts for small groups of students.

Understanding Individual Transcript Requests

Use the Transcript Request inquiry component to create and update transcript requests for an individual student or small group of students. A small group of students is defined as a group of less than twenty. Process the request, and you can view the transcripts online and print them. You can also use the Transcript Request inquiry component to create transcript requests for processing on future dates or events. For example, a student can request that a transcript be processed once they have been awarded a degree, once their grades have been posted for a term, or once a specific date arrives. Upon saving the future transcript request, the system generates a report request number. You can then use a single report request number, a range of report request numbers, or requested print dates to process these requests in the background through the Transcript Generation page. You can also use this component to view online the transcript requests that your institution generates through the Transcript Generation page (for batches larger than 100, this is not recommended).

Here’s how to create a transcript request by student ID:

1. Select the transcript type and enter other general parameters on the Request Header page.

2. Enter IDs for students requesting transcripts, as well as recipient information, on the Request Detail page.

3. Submit your request by clicking the Process Request button on the Request Detail page.

4. View results by scrolling on the Report Results page.

5. Print results by individual student ID on the Report Results page, or print results for all students within the process request instance on the Request Detail page.

Prerequisites

Before you can create an online transcript request, you must first create a transcript type.

Pages Used to Create an Online Transcript Request

Creating Transcript Request Headers

Access the Request Header page.

Institution	The system populates this field by default. You can change this value before you enter a transcript type.
Transcript Type	Select a transcript type with the correct detail organization that you want to appear on the transcripts. The system populates this field by user default. You can change this value. Transcript type values are defined on the Transcript Type - Basic Data page, and the Transcript Type default is defined on the User Defaults 4 page.
Freeze Record	Select to protect the request from being purged during the transcript purge process. Since requests build up quickly in your system, PeopleSoft provides a purge process to delete them. If you select this check box, the purge process does not delete the request.
Override Service Indicator	Select this check box to have the system process transcripts for all students, regardless of whether their service indicators match those specified for this transcript type on the Basic Data page. For instance, some service impacts—if listed on the Basic Data page and attached to the student through a service indicator—might prevent a student from receiving a transcript. See Defining Transcript Type Basic Data. See Using Student Records Service Impacts. See Managing Service Indicators. If you do not select this check box, the system enforces the service indicator rules and does not generate transcripts for students with negative service indicators that match the service impacts on the Basic Data page for this transcript type.
Output Destination	Select the output destination of the transcript. This determines where the system electronically sends the results of the process. Values for this field are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort. Your choices are: Page: Sends the transcripts to the Report Results page to be viewed online before printing. You can then click the Print button to initialize Crystal, viewing and printing transcripts through a new window. Printer: Like the Page option, sends the transcripts to the Report Results page to be viewed online before printing. You can then click the Print button to initialize Crystal, viewing and printing transcripts through a new window.
Number of Copies	Enter the number of copies you require when you have Printer selected in the Output Destination field. The system populates this field by default to 1. You can override the number of copies for each student on the Request Detail page.
Future Release	Select a future release value to indicate that you want the system to print the transcript at a later date. Values for this field are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort. Your choices are: Degree Confer Date: The Career and Term fields become available for entry. Grades Post: The Career and Term fields become available for entry. Specific Date: The Print Date field defaults to the current date and is available for entry. You can enter a specific date for the transcript request to be processed through the Transcript Generation page. Hold: The Print Date field defaults to the current date and is available for entry. This option indicates that you are going to process the request at a later and as yet undetermined time. The system saves this request until you change the future release value and enter a specific print date. Immediate Processing: The Print Date defaults to the system date. This value is used as the online default, as well as by self-service. Transfer Credit Post: The Print Date field defaults to the current date and becomes available for entry. You can issue a transcript through the Transcript Generation page once the system has articulated transfer credit to the student's academic record. This is not an automatic process.
Academic Career and Term	If available for entry, select the appropriate academic career and term values, and you can later issue a transcript through the Transcript Generation page on the fully graded date (future release value of Grades Post) or once you award degrees for the students (future release value of Degree Confer Date). The system populates the Print Date field with either the fully graded date from the Academic Term Calendar 3 page, or the degree confer date from the Academic Term Calendar 3 page. Term values are defined on the Term Table page. To create transcripts for future release, enter the request parameters and save the request without processing it. To later process and print the future release request, enter into the Transcript Generation page a single or range of report request numbers or requested print dates. The system processes requests for all transcripts due to print within the range you specify. Once you process a transcript request, the system marks the report request ID as complete and the system excludes it from further processing.

The following table displays the way various Future Release field values impact the enabling and disabling of the Academic Career, Term, and Print Date fields:

Future Release Values

Specifying Students for Evaluation

Access the Request Detail page.

This page is used to process both Transcripts and Advising Reports.

See Selecting Student and What-If Data for Processing.

Entering Transcript Recipient Information

Access the Send to Information page.

Send To	The name of the addressee.
Specify External Org ID	Select to send the transcript to an external organization that you already have in your database.
Org ID	Select the appropriate external organization ID number. If you do not select the Specify External Organization ID check box, enter the name and address of the recipient in the available address fields.
OK	Click to save and exit the page.
Cancel	Click to exit the page.

Viewing Transcript Results

Access the Report Results page.

Print

Click to submit the Crystal to the Report manager. Use the Report Manager link to view and print the Crystal output. Click the Print button on the Crystal window and choose whether you want to print all pages or a range of pages. When you have large groups of transcripts to print, clicking the Print All button significantly reduces the time it takes you to print them. You can also print transcripts by individual student ID by clicking the Print button on the Report Results page. To print transcripts for multiple students whose transcripts you have processed within this report request number, click the Print button on the Request Detail page then click Print All from the Crystal window. If necessary, you can save the transcript request and both process and print the request at a later time.

For samples of this and other reports in your application, see the PDF files published on CD-ROM with your documentation (for online users) or thePeopleSoft Campus Solutions Reports PeopleBook (for hard copy users).

Viewing Process Messages for Transcript Requests

Access the Report Errors page.

Sequence

After you run the process, the system displays the sequence number in the Sequence column.

Creating Batch Transcript Requests

The Transcript Request process component enables you to create transcript request for a large group of students at one time based on a specific academic institution and transcript type, and based on additional selection criteria and key values that you specify to define the group. For example, you can use this component to create transcript requests for all senior level undergraduates for the fall term, or you can create academic advisement transcript requests for all undergraduate accounting majors.

Here’s how to create a batch transcript request:

1. Specify the parameters for which you want to create transcript requests on the Batch Transcript Request page.

2. Click the Run button on the Batch Transcript Request page to create your request.

3. Once the Transcript Request process completes, view the Message Log and note the Transcript Request Number. You can enter the Transcript Request Number on the Transcript Generation page to generate the transcripts.

Note. To process transcript requests for individual student IDs, use the Transcript Request inquiry component.

Prerequisites

Before you can process a batch transcript request, you must:

• Define your run control ID.

• Define transcript types and any of the key values that you want to use as search criteria.

Pages Used to Create Batch Transcript Requests

Defining Batch Transcript Requests

Access the Batch Transcript Request page.

Institution	Select the institution for which the transcript type is associated. Add rows as necessary. When you run the process, the system creates a transcript request number for each row within the process instance. Institution values are defined on the Academic Institution Table page.
Transcript Type	Select the transcript type. Be sure you select a transcript type with the correct detail organization that you want to appear on the transcripts. You can organize by academic career or chronologically. Academic advising reports can include both an advising report and a regular transcript. When transcript types have the Advising Report check box or the Special Advising report check box selected on the Basic Data page, the transcript includes an audit of academic requirement groups. Transcript type values are defined on the Transcript Type - Basic Data Page. If you select an advising transcript type, the Use Stored What-If, Database Report, and As of Date fields become available for entry.
Use Stored What-If	Select to process the batch of advisement reports based on stored what-if information for each student (as opposed to actual student academic career, academic program, academic plan and academic sub-plan information). For example, a student may have a stored what-if scenario set up for them that has an alternate combination of academic program, academic plan, academic sub-plan, requirement term and so on. With the Use Stored What-If check box selected, the system uses the hypothetical “what-if” data, rather than the student's actual data from the Student Program/Plan component. See Entering Quick What-If Parameters.
Database Report	Select this check box to update the academic advisement analysis database with the results of the transcript request (at the time of the Transcript Generation process.) Specific data for each student based on their respective requirements is then available for query and reporting. For example, you may run an advisement report with the Student Group option and Athlete selected, thereby populating the analysis database with advising results for student athletes. You may then query those tables to create user configurable reports for all athletes at a later date.
As of Date	Set the As of Date field as appropriate to include or exclude future-dated academic programs, academic plans, academic sub-plans, conditions, and entity groups when you process any type of academic advising report. At the start of the advising report process (on the Transcript Generation page), the system references the value in the As of Date field to determine which student_car_term records are active for each student. Active records are defined as rows on the Track Student Careers component with an effective date that is equal to or less than the as of date and have a program action of activate, data change, plan change, program change, orreadmit. Once the system identifies the active rows, it compares the student’s career, program, plan, sub-plan and requirement term information against the appropriate academic requirement groups. Appropriate academic requirement groups are defined as those with effective dates that are equal to or less than the start date of the student’s requirement term. Regardless of the As of Date value, the system evaluates all courses on a student’s transcript (future dated or otherwise). Note. As delivered by PeopleSoft, the system populates the As of Date field by default to 01/01/3000, but you can modify the date each time you run the process. To set the As of Date field default to always use the current date, go to the Installation Student Administration page and set the Transcript Default As of Date field such that it is blank (in other words, make sure the field is empty).
Transcript Request Criteria	Use to select the batch processing criteria and to further describe the group. Your choices are: Career/Program/Plan: If you select this option, the Career, Acad Program (academic program), and Acad Plan (academic plan) fields become available for entry. Academic Level: If you select this option, the Career, Term, and Level fields become available for entry. The values in all three of these fields intersect to form a single criterion set. Advisor: If you select this option, the Advisor field becomes available for entry. Student Group: If you select this option, the Student Group field becomes available for entry.
Career	Creates transcript requests for all students within the academic career you specify. Academic career values are defined on the Academic Career Table page. This field is required.
Acad Program (academic program)	Creates transcript requests for all students within the academic career and academic program that you specify. Academic program values are defined in the Academic Program Table component.
Acad Plan (academic plan)	Creates transcript requests for all students within the academic career, academic program, and academic plan that you specify. Academic plan values are defined on the Academic Plan Table page.
Term	Creates transcript requests for all students that are term activated in the academic career and academic level as of the term you specify. Term values are defined on the Term Table page. This field is required.
Academic Level	Creates transcript requests for all students within the academic career and academic level as of the term you specify. Academic level values are defined on the Academic Level Table page. This field is required.
Advisor	Creates transcript requests for all active students who are assigned to this advisor on the Student Advisor page. This field is required.
Student Group	Creates transcript requests for all students who are active within the student group you specify. Student group names are defined on the Student Group Table page, and assigned to students on the Student Groups page. This field is required.

Click Run to run this request. When you click the OK button, an Application Engine process commences, scanning the database and creating transcript requests for the students that match your selection criteria. Once the Run Status for SRTSRQST process is Success, you can generate the transcripts on the Transcript Generation page. Be sure to click the Message Log link on the Process Detail page to note the system generated Transcript Request Numbers. You will need this number to generate transcripts on the Transcript Generation page, and to print transcripts on the Transcript Print page.

Generating Batch Transcript Requests

This section provides an overview of the Batch Transcript Generation component and discusses how to generate previously processed transcript requests.

Understanding the Transcript Generation Component

The Transcript Generation component enables you to generate previously created transcript requests that you saved through the Transcript Request inquiry page, or that you processed through the Transcript Request process component.

This component is ideal for generating transcripts that students have requested for release on future dates or after specific events.

For example, students can request future release of their transcripts based on degree confer date, term grade posting date, transfer credit posting date, or a date you specify. Once the future date arrives, you can access the Transcript Generation component, enter the transcript type you want the system to process, enter a single or range of Report Request Numbers or Requested Print Dates, and generate the transcripts. For example, if a student knows in March that they need a transcript sent to a specific institution on June 15, the date of graduation, this request can be entered and saved online with a future date of June 15 on the Transcript Request page in March. On June 15, this request can be processed through the Transcript Generation component and the system will generate this student's transcript as well as all other requests scheduled for processing on this date.

After you have run the process through the Transcript Generation page, you can access the transcripts in the Transcript Request inquiry component, or you can print these transcripts through the Transcript Batch Print component.

Here’s how to generate transcripts:

1. Go to the Transcript Generation page and enter your processing parameters, including the Transcript Request Number range if necessary.

2. Click the Run button on the Transcript Generation page. To send the transcripts to a file or a printer, use the Transcript Batch Print component.

Prerequisites

You must first create your transcript requests, either in online or batch mode.

Pages Used to Generate Transcripts

Defining Transcript Generation Parameters

Access the Transcript Generation page.

Institution	Select the Institution that the system should use in the process. Institution values are defined on the Academic Institution Table page. This field is required.
Transcript Type	Select the transcript type. Transcript type values are defined on the Transcript Type - Basic Data Page. Be sure you select a transcript type that matches the pending request you want to generate.
Request Nbr (request number)	Select this option to indicate that you want to generate transcripts for one or a range of Report Request Numbers.
From and To	Enter the report request numbers into the From and To fields. These two fields can contain the same report request number.
Request Date	Select this option to indicate that you want to generate transcripts for transcript requests with print date values within a certain date range. Print date values are specified in the Print Date field on the Request Header page.
From and To	Enter the dates into the From and To fields. These two fields can contain the same date.

Click the Run button when you are ready to submit the transcript requests for generation. A COBOL/SQL process commences, scanning the database and collecting the student transcript records that match your selection criteria. The system generates transcripts for requests that have been previously saved through the Transcript Request page, and for transcript requests that have been created through the Batch Transcript Request page. Process Scheduler runs the Transcript Generation process at user-defined intervals.

Printing Transcripts for Single Transcript Requests

This section discusses the prerequisites and pages used to print a single transcript request.

Prerequisites

You must first generate transcripts through either the Transcript Request inquiry component or the Transcript Generation process component.

Pages Used to Print Transcripts for Single Transcript Requests

Printing Single Transcript Requests

Access the Transcript Print page.

Report Request Nbr (report request number)

Enter the report request number that corresponds with the transcript request that you want to print. This field is required.

Printing Transcripts for a Range of Transcript Requests

This section discusses the prerequisites and pages used to print a large range of transcripts.

Prerequisite

You must first generate transcripts through either the Transcript Request inquiry component or the Transcript Generation process component.

Page Used to Print a Range of Transcript Requests

Printing a Range of Generated Transcript Requests

Access the Transcript Batch Print page.

Academic Institution	The institution for which you want to generate transcripts.
Transcript Type	The type of transcript you want to print.
Report Request Number From	The beginning of the transcript request number range that you want to print. Prompt to select from report requests that correspond to the institution, transcript type, and have a status of Completed. Note. The process does not print transcripts within your range that have a status of Printed.
Report Request Number To	The end of the transcript request number range that you want to print. Prompt to select from report requests that correspond to the institution, transcript type, and have a status of Completed. Note. The process does not print transcripts within your range that have a status of Printed.
Run	Click to run the SRTSBTPR process, and create the printable transcripts with Crystal report SR778BT. The system sorts the transcripts by Student Name within Transcript Request ID.

Using the Grade Review Transcript Release Process

Using the Grade Review Transcript Release process, you can update your students’ fully graded date and grade review status in batch mode, then process transcripts or degree audits for students who meet your specific run control parameters. Essentially, this process releases transcripts or degree audits only if a student’s classes are fully graded for the term. If some required grades are missing, the process does not generate a transcript. Instead, it assigns a special grade review value to the student so that they can be easily identified for future processing.

Here’s how to use the Grade Review process:

1. Set up Grade Review values on the Grade Review Table page.

2. Set specific grade bases as required on the Grading Scheme Table page.

3. Process Grade Reviews.

4. View the grade review information on the Student Grade Review page.

5. View fully graded date information on the Term Control dates page.

6. View the transcripts through the Transcript Request component.

Pages Used to Run the Grade Review Process

Setting Up Grade Review Values

Access the Grade Review Table page.

Effective Date	Enter an effective date for this grade review status. The effective date defines when the status that you select is valid.
Status	Select a status for this grade review status. Select Active when adding a new grade review status. The Inactive option should only be used if your institution will no longer use this grade review status.
Description	Enter a description for this status. The description appears in related display on the Student Grade Review page.
Short Description	Enter a short description for this status.

Specifying Required Grade Bases

Access the Grading Scheme Table page.

See Also

Defining Grading Schemes

Defining Grade Review Parameters

Access the Grade Review page.

Academic Institution	The institution for which you want to run the grade review process. The system populates this field by default to the setting on the User Defaults 1 page.
Academic Career	The academic career of students for which you want to run the grade review process. The system populates this field by default to the setting on the User Defaults 1 page.
Term	The term for which you want to run the grade review process. The system populates this field by default to the setting on the User Defaults 1 page.
System Date	The process assigns this date to the student records when it assigns new grade review values. For example, if a student is fully graded, and meets all other processing parameters, her grade review status is set to COMP on the Student Grade Review page, with an effective date equal to the system date. In addition, if you select the Set Fully Graded Date check box, the system sets her fully graded date to the system date on the Term Control Dates page.
Grade Review Status	The status to assign to a student on the Student Grade Review page if the system finds her to be fully graded for the term.
Grade Review Missing Grades	The status to assign to a student on the Student Grade Review page if the system finds her to be in acceptable academic standing, but lacking fully graded enrollment records for the term. If a student is neither fully graded, nor in acceptable standing, the system assigns the Grade Review Excl Acad Stand field value to the student on the Student Grade Review page.
Grade Review Excl Acad Stand (grade review excluded due to academic standing)	The status to assign to a student on the Student Grade Review page if the system finds here to be fully graded, but her academic standing for the term is equal to the value in the Academic Standing field. If a student is neither fully graded, nor in acceptable standing, the system assigns the Grade Review Excl Acad Stand field value to the student on the Student Grade Review page.
Generate Transcript	Select to process transcripts for the students in your selected population. Warning! If you select the Generate Transcript check box and run the Grade Review process, the system immediately generates transcripts (not just transcript request numbers) for all students in your population. Depending on the size of your population and the transcript type you select, this process could take a substantial amount of time to complete.
Transcript Type	The type of transcript that you want to generate.
Report Format	If you select a transcript type that is an advising report, the Report Format field is available for entry. Your choices are: Standard Report Format: Indicates that the report is delivered to a page or printer. Analysis Database: Indicates that the results of the report are written to the analysis database. The results are stored in computer-readable format so application programs can be written against the tables to create user configurable reports. (This is the only field value that refreshes the database tables.) Completed Only: Indicates that the report contains only those requirements that have been wholly completed. (Normally, the advising report marks in bold incomplete requirement groups and requirements while completed requirement groups and requirements are not bold.) Incompleted Only: Indicates that the report contains only those requirements that have not been wholly completed. (This field value can help a counselor determine exactly what a student needs to satisfy in order to graduate.)
Set Fully Graded Date	Select to set students’ fully graded date (on the Term Control Dates page) to the system date you specify in the System Date field. The system sets the fully graded date only if the process assigns a new grade review status to the student. If no grade review status is assigned, the fully graded date field does not update. Clear this check box if you never want to update the fully graded date.
Grades Required	Select to have the system use the Grade Required check box setting on the Grade Scheme Table page to determine if grades are missing. If you select this check box, the system only evaluates courses taken with grade bases where the Grade Required check box is selected. If you clear this check box, students in the population will get set regardless of whether their grades are in.
Process Blank Grade Review	Select to include in your student selection students with no grade review value.
Grade Review Status	Enter the current grade review status of students that you want to process. Add rows to specify more than one valid grade review status value.
Academic Program	The academic program of the students you want to review.
Academic Plan	The academic plan of the students you want to review.
Academic Sub-Plan	The academic sub-plan of the students you want to review.
Academic Load	The academic load of the students (for the term you specify) that you want to review.
Academic Level	The academic level (term begin) of the students (for the term you specify) that you want to review.
Degree Checkout Status	The degree checkout status of the students you want to review.
Expected Graduation Term	The expected graduation term of the students you want to review.
Student Group	The student group of the students you want to review.
Academic Standing	The academic standing of students (on the Term History page for the term you specify) that you want to exclude from the grade review. Add rows to specify more than one type of academic standing value that you want to exclude from the review.

Click Run to run this request. PeopleSoft Process Scheduler runs the Grade Review Process Driver process at user-defined intervals. If you selected the Generate Transcripts check box, you can view the transcripts online or print them when the process completes.

Producing Electronic Transcripts

After you have set up the TS130 controls and mapped your internal values within the EDI Manager, you can create electronic transcript requests and process outbound files. This section discusses how to:

• Enter electronic transcript request information.

• Enter the recipient's address information.

• Enter send options.

• View electronic transcript request history for a student.

See Also

Setting Up Electronic Transcript Processing

Pages Used to Produce Electronic Transcripts

Entering Electronic Transcript Request Information

Access the Transcript page.

Transcript Seq No (transcript sequence number)	The system assigns a sequential number to each request that you enter for the student.
Request Date	The system displays the date on which you enter the request. When you enter a new request, the system uses the current date by default.
Academic Institution	Select the academic institution for which you want to print the request. By default, the system selects the academic institution defined in the User Defaults component.
Transcript Type	Select a transcript type with the correct detail that you want to report electronically. Only transcript types for which you have user security and that have valid careers for this student are available. Transcript type values are defined on the Transcript Type - Basic Data page.
Request Reason	Select the request reason. Request reason values are delivered with your system as translate values. You can modify these values. You can enter free form text to further clarify the request reason in this field.
Override Service Indicator	Select this check box to have the system process the transcript for this student, regardless of whether the student has a service indicator with service impacts that match those specified for this transcript type on the Basic Data page. Service impacts that are listed on the Basic Data page and are attached to the student prevent a student from receiving a transcript. If you do not select this check box, the system enforces the service indicator rules and does not generate transcripts for a student with service impacts that match those on the Basic Data page for this transcript type. See Managing Service Indicators.
Future Release	Select a future release to indicate that you want the system to generate the transcript at a later date. Future release values are delivered with your system as translate values. These translate values should not be modified in any way. Any modifications to these values will require a substantial programming effort. Your choices are: Degree Confer Date: The Career and Term fields become available for entry. Grades Post: The Career and Term fields become available for entry. Hold: The system sets the Date to be Processed field to the current date and is available for entry. This option indicates that you are going to process the request at a later and undetermined time. The system saves this request until you change the future release value and enter a specific print date. Immediate Processing: The system sets the Date to be Processed field to the system date. Specific Date: The system sets the Date to be Processed field to the current date and is available for entry. You can enter a specific date for the transcript request to be processed through the Generate Electronic Transcript page. Transfer Credit Post: The system sets the Date to be Processed field to the current date and becomes available for entry. You can issue a transcript through the Generate Electronic Transcript page once the system has articulated transfer credit to the student's academic record. Because this is not an automatic process, you must still generate the electronic transcript on the Generate Electronic Transcript page.
Academic Career and Term	If available for entry, select the appropriate academic career and term values. You can later issue a transcript through the Generate Electronic Transcript page on the fully graded date—future release value of Grades Post—or once the degree confer date arrives for the student—future release value of Degree Confer Date. The system populates the Date to the Processed field with either the fully graded date from the Term Control Dates page in the Term Activation component, or the degree confer date from the Degree page in the Student Degrees component. Term values are defined on the Term Table page. To create transcripts for future release, enter the request parameters and save the request without processing it. To later process and send the future release request, enter into the Generate Electronic Transcript page a range of dates based on the Dates to be Processed field. The system processes requests for all electronic transcripts that have not yet been generated within the range you specify. Once you process a transcript request, the system marks the report request ID as Generated and the system excludes it from further batch processing.
Entered By	The system displays the user ID and name of the person who entered the request.
Process	Click to process the request immediately and send the report as indicated on the Send Options Page. The system takes you to the Request History page. The Process button calls an Application Engine program that processes the request and creates the flat file. PeopleCode, using Workflow, will send by email the resulting file as an attachment if so requested on the Send Options page. The process updates the request status to be generated. If you also send the file by email, the process updates the request status to complete. If the student has a service indicator with an attached service impact that is defined on the transcript type setup, the system displays the Service Indicator page indicating that it prevented the transcript due to negative service indicators.

Entering the Recipient's Address Information

Access the Address page.

Send to Student	Select to automatically populate the Send To field with the student’s name. The Address Type field becomes available.
Address Type	Select the address type for this student to which you want to send this transcript. The system populates the address fields based on the address type you select. This field is available when you select the Send to Student check box.
Specify External Org ID	Select to choose an existing external organization. The system makes available the Org ID and Location Nbr fields for this purpose.
Org ID	This field becomes available when you select the Specify External Org ID check box. Select the organization to which you are sending the electronic transcript. Define external organizations on the Organization Table page. When you exit out of the field, the system automatically populates the Send To field with the organization's name.
Location Nbr	This field becomes available when you select the Specify External Org ID check box. Select the location number of the organization to which you are sending the electronic transcript. Define location numbers for external organizations on the Organization Location page. When you exit out of the field, the system automatically populates the address fields with the location address.
Send to	Enter the name of the recipient to whom you are sending the electronic transcript. If you select either the Send to Student check box or the Specify External Org ID check box, then this value populates automatically according to your selection, but can be overwritten.
Country	Select the country of the recipient's address. When you exit out of this field the system displays the address format associated with that country.
Edit Address	Click to enter a different address to which you want to send this transcript.

Entering Send Options

Access the Send Options page.

Send Options	Select the method that you want to use to send the TS130 file. Select E-Mail if you want to send the electronic transcript by email. The system sends the output file as soon as you run the Transcript Request process. Select Place File in Directory to enable you to transfer the file at a later time by using a file transfer protocol, such as the Transfer File Protocol (FTP).
E-Mail Address	Enter a valid email address to which the system sends the transcript.
File Name	The generated file name appears after processing. The naming convention is defined on the TS130 Setup page. The system inserts the control number before the file extension to identify unique files.
Output File Path	Insert the file path to which the system writes the TS130 file at the time it is generated. The system displays this value by default from the TS130 Setup page (or the Organization TS130 Setup page if the send to address is an organization with information in the Org TS130 Setup page). Users must have write permission for this specified directory to prevent run time errors. Note. Regardless of your send option, you need to specify a directory to store the TS130 file because the email process picks the file up as an attachment and sends it by email from this directory. For example, you could use c:\temp\.
E-Mail Message	Enter free form text that will appear in the body of the email.

Note. You can set up defaults for Send Option, Output File Path, and E-Mail Address on the Organization TS130 Setup page.

Viewing Electronic Transcript Request History for a Student

Access the Request History page.

DateTime	Displays the date and time of the action performed on this request.
Name	Displays the user name of the user performing the action.
File Name	Displays the unique file name.
Action	Displays the various actions performed on this request. Valid values include Generate, Batch Generate, E-Mail, and Batch E-Mail.
TS131 Status	Displays the status of any incoming TS131 acknowledgements that have been processed for this request. Valid values include Confirm and Reissue.
TS131 Processed	Displays the date on which the sender processed the TS131 inbound file.

Producing Electronic Transcripts In Batch

This section provides an overview and discusses how to:

• Generate electronic transcripts in batch.

• Send electronic transcripts in batch, by email.

Overview of Producing Electronic Transcripts in Batch

The Generate Electronic Transcript page enables you to generate previously created TS130 requests that you saved through the Electronic Transcript Request page. The process combines transcripts from multiple requests where the requests specify the same recipient. This component is ideal for generating electronic transcripts requested for release on future dates or after specific events.

For example, students can request future release of their transcripts based on degree confer date, term grade posting date, transfer credit posting date, or a date you specify. Once the future date arrives, you can access the Generate Electronic Transcript page, enter the transcript type you want the system to process, enter a single date or range of process dates, and generate the TS130 files. For example, if a student knows in March that he or she needs a transcript sent electronically to a specific institution on June 15, the date of graduation, he or she can enter this request and save it online with a future date of June 15 on the Transcript Request page in March. On June 15, they system can process this request through the Generate Electronic Transcript page, and can generate this student's transcript electronically along with all other requests scheduled for processing on this date.

After you run the process through the Generate Electronic Transcript page, you can access the TS130 files in the output directory indicated on the request, and you can send these files by email, in batch through the E-Mail Electronic Transcript page. On the E-Mail Electronic Transcript page, enter the same run control that you used in the Generate Electronic Transcript process. Only those requests with a send option of email will be displayed. The batch generation process groups requests by email address and directory, thus forming virtual envelopes that can include several students’ transcripts.

Pages Used to Produce Electronic Transcripts in Batch

Generating Electronic Transcripts in Batch

Access the Generate Electronic Transcript page.

Academic Institution	Select the institution that the system should use in the process. Institution values are defined on the Academic Institution Table page.
Transcript Type	Select the transcript type. Transcript type values are defined on the Transcript Type - Basic Data Page. Be sure you select a transcript type that matches the pending requests that you want to generate.
From and Through	Enter the range of dates for which you want to generate electronic transcripts. To generate electronic transcripts for one day enter the same date in both fields.

Sending Electronic Transcripts in Batch, by Email

Access the E-Mail Electronic Transcript page.

E-Mail	Select if you want the process to send this file. Clear the check box for any particular row that has a file that should not be sent at this time.
TS130 Control	The date the TS130 was generated.
E-Mail Address	The email address of the recipient.
File Name	The generated file name of the TS130.
File Path	The file path where the file exists and will be picked up as an attachment in the email.
Notes and Details	Click to access the Transcript E-Mail Detail page, which you use to view the requests that are included in each flat file and their history, and to enter text that will be delivered in the body of the email. Note. The email text entered here overwrites email message text on the request.

Entering a Text Message on the Request

Access the Transcript E-Mail Detail page.

Message

Enter a message to be delivered in the body of the email; this overwrites the email messages for each individual request within this file.

Note. If you rerun the Generate Electronic Transcript process, the system deletes all email records under that Run Control value and creates new records.

Reviewing TS130 Outbound Transactions

The Electronic Transcript Query enables you to see the status of various electronic transcript requests based on the user who entered the request, student ID, request date, process date, or request status.

Pages Used to Review TS130 Outbound Transactions

Reviewing Transcript Request Data

Access the Electronic Transcript Query page.

Entered By	Enter the user ID of the person who completed the request if you want to view requests created by a single user.
Student ID	Enter the student ID if you want to view requests for a specific student.
Request Date Range	Enter dates in the From and Through fields to view electronic transcript requests with request date values within a certain date range. These two fields can contain the same date.
Process Date Range	Enter dates in the From and Through fields to view electronic transcript requests with process date values within a certain date range. Process date values are specified in the Date Processed field on the Transcript Request page.
Request Status	Select a request status to filter the status of requests you want to view. Valid values include Acknowledgement Received, Completed, Generated, On Request, and Reissue Requested.
Fetch	Click to retrieve the results of your inquiry.
Go to Request	Click to go to the Electronic Transcript Request component for this request.

Processing TS131 Inbound Files

This section provides an overview of TS131 inbound files and discusses how to process TS131 files.

Overview of TS131 Inbound Files

Institutions that receive TS130 Electronic Transcripts from you should send back to you a Student Educational Record (Transcript) Acknowledgement, or TS131, file. This file confirms that the recipient received the record and it ensures that the recipient received certain key elements as they were sent.

This process reconciles TS131 inbound files with individual electronic transcript requests. The process updates the Request History page in the Electronic Transcript Request component to indicate that it was successfully received, or that the request needs to be re-issued. You can query on which requests require a re-issuance through the Electronic Transcript Query page. Additionally, the Generate Electronic Transcript process also regenerates requests marked as “Reissue.”

Page Used to Process TS131 Inbound Files

Downloading TS131 Files

Access the Download TS131 page.

Single File	Select this option to process a single file. The File Name field appears.
File List Driven	Select this option to process a list of files. Enter the name of the file that contains a list of files that you want to process in the File Name field.
Directory	Enter the name of the file if you selected the Single File orFile List Driven option.
File Pattern	Enter the pattern of the file names that you want to process. For example, you can enter *.txt to process all text files in the directory that you specified. This field appears if you selected the Directory option.
Input/Output file	Enter the path to the file or files that you want to process.

Note. You must enter the final slash in the file path.

Purging Transcripts

This section discusses the pages used to purge transcript requests and transcripts.

Prerequisites

Before you can purge transcript requests and transcripts, you must first create transcript requests.

Pages Used to Purge Transcripts

Entering Transcript Purge Parameters

Access the Transcript Purge page.

Note. You can enter any or all of the parameters on the page to select the appropriate transcript requests to purge. The only fields that the system requires are Academic Institution and Transcript Type.

Click Run to run this request. PeopleSoft Process Scheduler runs the Transcript Purge process at user-defined intervals.

Using Self-Service Transcripts

If your institution has licensed PeopleSoft Enterprise Campus Self Service, your students can request official and unofficial transcripts through the self-service pages described in the following sections.

See Also

Requesting Official Transcripts