Transcript
  • 25 Oct 2021
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Transcript

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About Transcripts

Campus Cafe provides a transcript that summarizes the student's academic record. Campus Cafe can produce both an unofficial and official transcript and control access to them via permissions

The system provides the ability to set a transcript type (format) for clock-hour academic programs and a transcript type (format) for credit-hour academic programs.

Transcript Type (Format)

Campus Cafe provides various transcript layouts with formats tailored for credit-based academic programs and clock-hour academic programs. Example transcripts are available for download at the bottom of this article.

An academic program is specified as clock hour on the major detail page (Admin > Major Maintenance) by checking the Clock Hour Indicator checkbox. Academic programs without this box checked are assumed to be credit based.

Specify the Transcript Type

Important
Even if your institution uses only one format, formats for both credit and clock hour programs must be selected. The same format may be selected in both boxes.
  1. Navigate to Registrar > Reg. Control
  2. In the box select the format to use for credit-based academic programs
  3. In the Transcript Format Clock Type box select the format to use for clock-hour-based academic programs
  4. Click Save
  5. Refresh the cache by navigating to Admin > Admin Servlet > reload data

Transcript Background Image

Both the unofficial and official transcripts accommodate a 8.5" x 11" background image. Many institutions use the background image of an official transcript to place a watermark such as "unofficial transcript." The background image for the official transcript may have the institution's logo and address in the upper left.

The path of the image is specified in Custom Controls TRANS_IMOF and TRANS_IMAG.

The image itself should be loaded to the corresponding location on the server.

If images are not loading as expected, ensure that the Custom Control TRANS_IMAG, Sequence Number 1, Parameter 10 is blank.

Important
A change to the transcript images will only occur after navigating to Admin > Admin Servlet > reload data

Transcript Behavior

Campus Cafe provides options to govern the transcript's behavior, including how it displays transfer courses, treats repeats and displays in-progress course grades. These behaviors are configured in Custom Controls under context Transcript.

Important
Most changes to transcript settings will only occur after a server reboot, which occurs nightly.

Selected Behaviors

Below are common settings, it is not an exhaustive list.

Define Majors Shown Based on Degree Status

To hide majors based on degree status (e.g. withdrawn) adjust Custom Control TRANS_DGEX.

Move Majors to Bottom of the Transcript

Moving majors to the bottom of the transcript supports showing more majors and minors than if this information is in the header. To move this information to the bottom of the transcript set Custom Control RG350DB Sequence 1, Parameter 77 to Y.

Show First Semester on Transcript in Header

To show the earliest enrolled semester in the transcript header set Custom Control TRANS_CUST to Y. The description of the semester (e.g. Fall 2020) will show in the header. Showing the student's start date (e.g. 9/1/2020) is not supported.

Define How Transfer Courses Appear

Transfer/test courses are typically grouped under a transfer or test semester. Campus Cafe can be configure to show transfer information related to the original institution's course or your institution's course information.

Custom Control, Sequence, ParameterRule
TRANS_CUST, 2,1A Y indicates that the transcript will print the course code (subject and number) inputted in the Orig Course# field on the transfer enrollment detail screen, representing the course code at the other institution. A N indicates the transcript will print your institution's course code (subject and number)
TRANS_GRDE, 1, 1A Y indicates that the transcript will print the grade inputted in the Orig Final Grade field on the transfer enrollment detail screen, representing the grade the student received at the other institution. A N indicates the transcript will print the grade inputted in the Final Grade field.

Define Repeat Rules

The transcript itself calculates repeat rules in real time. Repeat rules are based on the below custom controls as well as the repeat rule established on the course itself on the Codes tab.

Custom Control, Sequence, ParameterRule
RG900BA 1, 1A Y indicates the transcript will count the highest grade of the repeated courses in the credit/hour/GPA totals; an N indicates the transcript will count the course taken most recently
RG900BA 1, 2A Y indicates the transcript will consider an in progress course while evaluating repeat rules
RG900BA 1, 3A Y indicates the transcript will consider transfer courses while evaluating repeat rules
RG350DB 14, 4A Y indicates the transcript will ignore repeat rules entirely
NONDUPE_LV 1, 1A Y indicates the transcript will consider all degree levels for repeat rule checking; an N indicates it will ignore enrollments associated with degree levels 4-8
GPA_DUPES 1, 1A Y indicates the transcript will add the credits of the repeated course into the total earned credits and GPA; a N indicates it will not
GPA_DUPES 1, 2A Y indicates all repeated classes will be added to each semester's attempted credit total. However, only one attempt will be added to the cumulative attempted credit totals. A N indicates credits all repeated classes will be added to semester and cumulative attempted credit totals.

Transcript Text / Transcript Notes

There may be a need to place additional text on a specific student’s transcript. Text can be applied multiple ways.

  • As part of a status. When applying a status, the status will show on the transcript alongside the status if the status is configured to appear on the transcript. The status text will only show if custom control TRANS_CUST 5-1 , ALWAYS PRINT STAT CODE DESC NOT STAT COMMENT-Y/N? is set to Y
  • From a comment on the enrollment in enrollment history if custom control TRANS_CUST 1-5, SUPPRESS ENROLLMENT COMMENTS GLOBALLY? Is set to N. The text will show alongside the specific class.
  • From a comment code on the enrollment in enrollment history if custom control TRANS_CUST 3-5, SUPPRESS ENROLLMENT COMMENTS GLOBALLY? Is set to N. The text will show alongside the specific class.
  • From an activity tracking template. The workflow and activity must be created under member T:Transcript and called TRANCOMT1. The text will show at the bottom of the transcript.
  • From a transcript footnote. Set up in Registrar > Transcript Footnotes. Applied on the student degree screen.

Use Different Name on Transcript

By default, Campus Cafe displays the student's name as inputted on the Bios screen. To display a different name, use a special activity. This feature can be enabled with the following setup:

Create a Workflow Definition 

  1. Navigate to All Users> Workflow Definition > Select "T- Transcript" as a member > Name your workflow "TRANSNAME" > Add.
  2. For the Type, leave blank
  3. For the Category, leave blank
  4. In Description enter "Transcript Name"
  5. Click Save

Create an Activity Tracking Template

  1. Navigate to All Users > Activity Tracking Template > Select "T- Transcript" as a member > Name your template "TRANSNAME" > Add.
  2. In Description, enter "Transcript Name"
  3. Deselect "Auto-Create Work Flow" which will open up more workflow options below.
  4. Select the work flow name called "Transcript Name."
  5. Click Save.

Set name on transcript

  1. Search for a student 
  2. Click Activities > Activities
  3. Next to Templates click the magnifying glass
  4. Select the Transcript Name activity
  5. Click Add New Tracking Group
  6. Next to the Transcript Name activity, click the pencil icon
  7. Next to Email - Notes click the + icon
  8. In the Notes box (the smaller of the two) enter the name to appear on the transcript
  9. Click Save

Tracking Transcripts Requests

There may be a need to generate a log of staff who have viewed or downloaded a student's transcript from Campus Cafe. This log can be found on the "Activities" tab of the student's record. This tracking feature can be enabled with the following setup:

  1. Create a Workflow Definition 
    • Go to All Users> Workflow Definition > Select "T- Transcript" as a member > Name your workflow "Transcript Request" > Add.
    • Select "Document" for the type.
    • Select "Transcript Request" for the Category. 
    • Enter "Transcript" as the Description.
    • Save and back.
  2. Create an Activity Tracking Template
    • All Users > Activity Tracking Template > Select "T- Transcript" as a member > Name your template "Transcript" > Add.
    • For Description, enter "Transcript Recorded"
    • Deselect "Auto-Create Work Flow" which will open up more workflow options below.
    • Select the work flow name called "Transcript Request."
    • Click Save.
  3. To ensure that tracking is taking place, test your transcript
    • Search for a student who has an enrollment and a transcript. Additional instructions can be found under View Transcripts.
    • Select "Student Degree" > Transcript
    • Select "Add Tracking" and click submit. The student's transcript should download as a PDF.
    • Go back to the student's record, and click the "Activities" tab.
    • Search "Transcript." Now you should see a timestamped record of when you accessed the student's transcript.





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