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How to Configure Permanent Transcripts

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Date1/5/2018
TitleHow to Configure Permanent Transcripts
SummaryMMS Online Clients: this article is designed to walk the user through the steps involved in setting up permanent transcripts.
Summary2
Prior To Implementation

Be an MMS Online Client.
 
Requires administrative or staff access to the Single Sign-On (SSO) page for MMS Portals and Grades.
 
The following may need to be completed before permanent transcripts can be set up or printed.

  1. GPA to be computed in the school year that the transcript is generated

  2. Course Credit calculations to be computed in the school year that the transcript is generated

  3. Attendance Summaries generated in each school year included in the transcript

Resolution

Resolution                                                                                                          

  1. Log in to MMS through the SSO page.

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  1. Click on Grades > Grades Configuration > Configure Permanent Transcripts.

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  1. The following window opens:

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  1. Select the Student Filter, School Code, and School Year.

  2. There are five areas to configure for permanent transcripts. This operation walks you through each step.

Transcript Options

  1. If settings have previously been saved, scroll to the bottom of the page and click Settings to recall those settings. Go to Save & Print to set run time options and select student range.

  2. Select grade point value group. This setting determines the list of valid grades and their alternate grades. There are five grade point value groups to choose from.

  3. Include prior year courses with no grades and no credits. This option actually looks at four different areas in the grade record: grades, credits, teacher notes, and comment codes. If one of these areas contains data, the course will display in the transcript, regardless. Use this option to display all courses a student was scheduled to take, whether or not any grades information is present.

  4. Include current year courses with no grades and no credits. This option actually looks at four different areas in the grade record: grades, credits, teacher notes, and comment codes. If one of these areas contains data, the course will display in the transcript, regardless. Use this option to display all courses a student is scheduled to take, whether or not any grades information is present.

  5. Include transfer courses. If courses and grades from another school have been entered into MMS through the Transfer Grade Editor, do they need to be included in the transcript? Transfer courses print below standard courses.

  6. Include transfer school name. This option is only available if transcript courses are set to be included in the transcript. When transfer courses are entered, you have the option of specifying the name of the previous school, city, and state. That information can be included in the transcript. The previous school information prints on the line before the transfer course(s), indented three spaces to the right. If there are multiple transfer schools for the same school year, they are sorted by school name.

  7. Use the Include withdrawn courses option to choose whether courses that are assigned a withdrawal grade should appear on a student’s permanent transcript.

  8. Include student assessment records on a separate page. When this option is selected, MMS prints the transcript and a separate page listing each of the student's assessment records (SAT, ACT, etc.). You must use the MMS Assessment Reporting System in order to use this option.

  9. Print only student assessment records page. Check this option to print only the assessment page.

  10. Set Up Assessment Records Page. This button is only available if the assessment records page is selected. Use this area to specify which assessments to include on the transcript. The following window opens. Assessment settings can be set using the global settings or set for each test record.

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Note: Setting a Score Type of Highest or Lowest only applies to Raw and Scaled scores. All other types, if there is more than one occurrence of a test, will always return the most recent.  This is due to the fact that either the stored data is non-numeric or is a calculated percent and would not be a true indication of a “highest” or “lowest” score.

  1. Select courses to exclude from the transcript. Click on a course to select. When selecting multiple courses, hold the Ctrl key down. The only courses to be concerned about are courses whose sections have an assigned grade plan. Generally, when schools create a course to schedule lunch, the sections do not have a grade plan selected.

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  1. Click Next to advance to the next area or click the text in the progress bar to go to a specific area.

School Information

  1. Use the text input area to enter the school information. This area on the transcript consists of 8 lines of text. Each line has enough space for 40 characters. Be aware of these constraints when entering information.

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  1. Insert Default Info. Click this to load school information from your MMS License as pictured above.

  2. Spell check is available. New functionality – Control+Z (undo) and Control+Y (re-do) are available.

  3. Click Next to advance to the next area, Previous to return to the previous area or click the text in the progress bar to go to a specific area.

 Student Information

  1. Use the input area to enter the student information. This area on the transcript consists of 8 lines of text. Each line has enough space for 46 characters. Be aware of these constraints when entering information.

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  1. The Student Information area accepts two types of input: text entry, similar to the School Information area and selecting biographical fields.

  2. Select the biographical field to insert by clicking the pick list.

    1. The field can be found by scrolling through the list or by using the search field to quickly locate the field. MMS Fields are listed with descriptive names. For example YOG which is the MMS field name, is listed as Year of Graduation. All user-defined fields are listed by the database field name. For example if you track those students who participate in a fall sport by adding the field SPORT_FALL to the MMS Biographical table, it is displayed in this list as SPORT_FALL.

    2. Adjust the length if needed.

    3. Click Add Data.

    4.  Several combined fields (student name, address, etc.) are provided for your convenience.

    5. When selecting a contact field which includes address and phone numbers, the Contact Type pick list is available. Default is Contact 1.

  1. When a biographical field is added, the editor displays the full field name along with the number of characters set for that field. To have data align between multiple lines, as in setting up columns, it is recommended that the transcript is previewed through the Print Current Transcript operation found in the Save & Print area.

  2. To enter text, click directly in the area where you want to insert text and start typing. For those who are familiar with the permanent transcript found in Generations, this new feature will be a welcomed change! No longer will a line have to be completely removed to fix an error (you will note that the option to clear out a line has been removed). This will make fixing errors and editing existing transcripts easier to do. Navigate the area by using the arrow keys or mouse. At the time of the release, there are known issues with using FireFox as your browser while editing transcripts. We recommend using another browser.

  3. Spell check is available. New functionality – Control+Z (undo) and Control+Y (re-do) are available.

  4. Click Next to advance to the next area, Previous to return to the previous area or click the text in the progress bar to go to that area.

Additional Information

  1. There are four sections on the right side of the transcript: Academic Standing, Activities, Honors, Awards, Test Records, and Miscellaneous. Each section can accommodate approximately 32 characters per line. Click on the User-added image next to each area for the number of lines for that section.

  2. Each area can accept the same input outlined in the following areas: biographical fields, grade data, assessment data, and by entering text.

  3. Spell check is available. New functionality – Control+Z (undo) and Control+Y (re-do) work in the four sections.

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  1. The Biographical Field input is similar to what is found in the Student Information area, with the exception that data from the contact table (address, phone, email) are not available.

    1. Select the biographical field to insert by clicking the pick list.

    2. The field can be found by scrolling through the list or by using the search field to quickly locate it. MMS Fields are listed with descriptive names. For example YOG which is the MMS field name, is listed as Year of Graduation. Any user-defined fields are listed by the database field name. For example if you track those students who participate in a fall sport by adding the field SPORT_FALL to the MMS Biographical table, it is displayed in this list as SPORT_FALL.

    3. Adjust the length if needed.

    4. Click Insert.

  1. The Grade Data that can be included in the transcript include GPA, Credits, Class Rank, Honor Roll, and Attendance summary totals. With the exception of the attendance data, all calculations must be done in the school year in which the transcript is being printed.

    1. Select GPA from the pick list. Select the GPA Code from the list. It is important that the GPA has been calculated in the current school year! Adjust the length if needed. Insert.

    2. Select Credits from the pick list. Select the GCD Code from the list. It is important that the credits have been calculated in the current school year! Adjust the length if needed. Insert.

    3. Select Class Rank from the pick list. Select the GPA Code from the list. Class rank is based directly on a calculated GPA. It is important that the GPA and class rank have been calculated in the current school year! Adjust the length if needed. Insert.

    4. Select Honor Roll from the pick list. Select the Grade Field from the list. It is important that honor rolls have been calculated in the current school year! Adjust the length if needed. Insert.

    5. Daily Attendance Summary. The pick list includes the school years that summary records have been calculated. The types of attendance available are Absent, Tardy, and Dismissed. Select the school year and type to include. Select the term. Choices reflect the valid terms from the MMS database. It is important that the summaries have been calculated in each school year! Adjust the length if needed. Insert.

  1. To select Assessment data to print on a transcript line, use the pick list to choose the desired level of the desired test (for example; main test level, section, or subsection), select a Field to Print from the pick list (for example; test label or raw score), and click Insert

    1. Once the assessment fields are inserted in the setup area, double-click on the field and the following window opens (see below). Set the date range for pulling the assessment data and indicate the preference for selecting which data to use – Most Recent, Highest, and Lowest.

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  1. Note: For percent, percentile, text and max scores, the most recent score will always be printed. This is because of how the data is received by MMS and what the data represents. Some fields, such as the Text Score and Max Score, are stored in MMS as character fields and because of this, there is no way to determine the numeric value. For Percent and Percentile fields, they are no indication of how the student scored, but rather they indicate how they scored in relation to other students taking that same test.

  2. You may add more than one item to a line. For example, select the Test Label (prints the test name such as SAT), followed by a space, and then the Scaled Score.

  1. Click Next to advance to the next area, Previous to return to the previous area, or click on the text in the progress bar to go to that area.

Class Records

  1. Use this area to determine the grades to be included in the transcripts. There are two identical setup areas: Prior Class Record and Current Class Record. The prior class record area is used to set up grades for prior (closed) school years. The current class record area is used to set up grades for the current school year. The two distinct areas give schools the option of selecting different grade fields to be included in the transcripts for the current school year.

  2.  Setup header for prior class record lines. Change the default (G1, G2) grade column headers to more descriptive headers. Click a header and type the desired header. The grade headers have a limit of 3 characters.

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  1. Select grade(s) to show on report. A maximum of 6 grade fields are allowed. They will print in the order they are selected. There is an option to add Blank Grades. These are used to skip a column in the transcript.

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  1. Note: At least one grade field needs to be selected to generate the transcripts.

  2. Select credit(s) to show on report. Click the input area to view and select the list of possible credit fields from which to select. If credits are assigned to more than one grade field (for example semester 1 and semester 2, rather than final average), MMS combines the credits and displays the total.

  3. Select grade display type. The choices available are the recorded grade or the alternate grade.

  4. Select course display order. The default is to display by course name.

  5. Start Grade Fields at Column. The default is to print the first grade in column 1.

  6. School year setup. Set the school years to include. Click +Add to add a school year to the transcript. Click Edit to change school year, grade and school year headings.

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  1. Repeat steps 36 through 43 to set up the Current Class Record area if there is a need to display a different set of grades for the current school year.

  2. Click Next to advance to the next area, Previous to return to the previous area, or click the text in the progress bar to go to that area.

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  1. Save Current Transcript. Setting up a new transcript or made changes to an already saved setting? Click this to save or update the setting. Note: The following settings are not included in the save settings: Start each transcript on a new sheet of paper, include signature line, and include watermark. These are runtime options only.

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  1. Set Student Range.

  2. Use the option Start each transcript on a new sheet of paper when printing transcripts with duplexing. This ensures that the first page of a student’s transcript will not print on the back of another student’s transcript.

  3. Include signature line. This prints at the bottom of the transcript. See below.

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  1. Include watermark. Use this option to include the following watermark: Unofficial.

  2. Print Current Transcript. The transcript preview opens a new tab on the browser. The first time printing you may get the following message:

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This is an example from Chrome:

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  1. Use Configure Portals to set the transcripts to be displayed in the Staff Portal (Student Grade Editor) and the CR Family Portal (found in the Report area). The following window opens.

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  1.  Click Create New Transcript to clear the setting in each setup area. Be sure to save any settings beforehand! The Transcript Options area opens
Additional Information

Additional KBAs are available at CR Knowledge Base.
Additional Tech Bytes are available at CR Tech Bytes.

Applies to VersionsCR Portals – Version 1.3 or later; MMS Generations: 14.2.15
Key WordsPermanent Transcripts, attendance summary, test assessment, Credits, GPA, current year records, prior year records, grades, transcript options, school information, student information, additional information, class records, academic standing, test records, activities, honors, awards

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