MT Transcript Extract

Tool Search: MT Transcript Extract

The Transcript Extract allows districts to submit transcript information to the state for completion of a state-wide collection of standardized transcript information. The Transcript Extract is made up of three separate extracts: Demographics, Course, and Assessment.

Screenshot of the MT Transcript Extract editor.MT Transcript Extract Editor

Demographics Transcript Extract

The Demographic Transcript Extract provides a list of students in grades 07-12 and their demographic, diploma and immunization information.

Demographics Transcript Report Logic

  • The student must have a Primary enrollment in the calendar selected.
  • The enrollment must be tied to a State Grade Level of 07, 08, 09, 10, 11 or 12.
  • Students tied to an excluded enrollment, grade level or calendar are reported.

Class Rank/Class Size Logic

The Class Size and Class Rank logic is as follows:

When the student is enrolled in a Non BIE Montana district and meets one of the following criteria, they are excluded from reporting Class Rank and Class Size data on the extract:

  • The student has no transcript entries OR
  • Class Rank Exclude is marked on their enrollment record or grade level OR
  • The enrollment End Date is not null and End Status does not equal 400: Graduated

When the student is enrolled in a BIE Montana district, the following logic is used when excluding them from reporting Class Rank data on the extract:

  • The student has no transcript entries OR
  • Class Rank Exclude is marked on their enrollment record or grade level OR
  • Their BIE Enrollment type = 3: Public enrolled and the enrollment record Start Date is not null and End Date does not equal 400: Graduated OR
  • BIE Enrollment type = null, 1: ISEP, 2: Non ISEP and the BIE End Status does not equal 15: Graduated.

When the student is enrolled in a BIE Montana district, the following logic is used when excluding them from reporting Class Size data on the extract:

  • The student has no transcript entries OR
  • Class Rank Exclude is marked on their enrollment record or grade level OR
  • BIE Enrollment type = 3: Public enrolled and the enrollment record Start Date is not null and the End Date does not equal 400: Graduated.
  • BIE Enrollment type = null, 1: ISEP, 2: Non ISEP and the BIE End Status does not equal 15: Graduated and enrollment End Status does not equal 400: Graduated

When the reported value is greater than 9999, a value of 9999 is reported.

Generate the Demographics Transcript Extract

  1. Select an Extract of Demographics.
  2. Select the desired Format.
  3. Select which GPA is used in reported data.
  4. Enter the MT Data Transport ID. 
  5. Select Grade Level(s) which report data within the extract.
  6. Optional: Unmark the Exclude Cross-Site Data checkbox. See the Cross-Site Enrollment video for additional information.
  7. Select which Calendar(s) report data for the extract.
  8. Select an Ad Hoc filter
  9. Determine how the report is generated:
    • Generate Report - Selecting this generates the extract immediately in a separate window in the designated format.
    • Submit to Batch - Selecting this sends the extract to the Batch Queue where it generates in the background when the system is able to process the request. Users can access the extract by clicking the Get the report link in the Batch Queue List. Users can also access the extract via the Batch Queue tool or by selecting the link within the Process Inbox message that appears once the extract is generated (see image below). 
       

For the CSV Format: Data elements are delimited by ","

Demographics Transcript Extract Layout

Data Element
Description
Location

Record Type Code

Describes the type of data record being submitted.


A value of TR-DEM is always reported.


Alphanumeric, 6 characters

N/A
Student State ID
The student's state identification number.

Alphanumeric, 10 characters
Census > People > Demographics > Student State ID

Person.stateID
School System Name
The name of the student's school district.

Alphanumeric, 50 characters
System Administration > Resources > District Information > Name

District.name
School Name
The name of the school from which the transcript is issued.

Alphanumeric, 30 characters
System Administration > Resources > School > Name

School.name
School Code
The State School Number of the school reporting the student's transcript data.

Alphanumeric, 4 characters
System Administration > Resources > School > State School Number

School.number
School Address Line One
The mailing address of the reporting school.

Alphanumeric, 40 characters
System Administration > Resources > School > Address

School.address
School Address Line Two
The second line of the mailing address of the reporting school.

Alphanumeric, 40 characters
System Administration > Resources > School > Address

School.address
School City
The city in which the reporting school is located.

Alphanumeric, 30 characters
System Administration > Resources > School > City

School.city
School State

The state in which the reporting school is located.


Always reports a value of MT.


Alphanumeric, 2 characters

N/A
School ZIP Code

The ZIP code of the reporting school.


When longer than 5 digits, a hyphen is reported after the 5th digit for proper ZIP+4 digit formatting.


Alphanumeric, 10 characters

System Administration > Resources > School > ZIP

School.zip
School Phone
The phone number of the school office.

Alphanumeric, 24 characters
System Administration > Resources > School > Phone

School.phone
Student Legal First Name
The student's first name.

Alphanumeric, 35 characters
Census > People > Identities > First Name

Identity.firstName
Student Legal Last Name
The student's last name.

Alphanumeric, 35 characters
Census > People > Identities > Last Name

Identity.lastName
Student Legal Middle Name
The student's middle name.

Alphanumeric, 30 characters
Census > People > Identities > Middle Name

Identity.middleName
Student Legal Suffix
The suffix of the student's name.

Alphanumeric, 3 characters
Census > People > Identities > Suffix

Identity.suffix
Local Student ID
The student's local identification number.

Alphanumeric, 15 characters
Census > People > Demographics > Local Student Number

Person.studentNumber
Student Parent/Guardian First Name

The first name of the student's parent or legal guardian.


When the student has multiple guardians, the person with the lowest personID is reported.


Alphanumeric, 35 characters

Census > People > Relationships > Guardian


Census > People > Identities > First Name


Identity.firstName

Student Parent/Guardian Last Name
The last name of the student's parent or legal guardian.

Alphanumeric, 35 characters

Census > People > Relationships > Guardian


Census > People > Identities > Last Name


Identity.lastName

Student Address Line One

The mailing address of the reporting student.

  • The student's primary household address is reported.
  • When the primary household address is not marked Mailing, any secondary households marked Mailing are reported.
  • When none of the student's households are marked Mailing, the address of the guardian is reported, then any secondary addresses.
  • Report PO Box, Number, Prefix, Street, Tag, Direction, and Apt concatenated together in one line with a space in between each piece of existing data.
  • When all options listed above are null, report the school address (System Administration > Resources > School > Address)

Alphanumeric, 40 characters

Census > Households > Address > PO Box, Number, Prefix, Street, Tag, Direction, Apt

System Administration > Resources > School > Address


Address.number

Address.street

Address.tag

Address.prefix

Address.dir

Address.apt

Student Address Line Two
The second line of the student's mailing address.

Alphanumeric, 40 characters
Census > Households > Address > PO Box, Number, Prefix, Street, Tag, Direction, Apt

Address.number

Address.street

Address.tag

Address.prefix

Address.dir

Address.apt

Student Address City
The city in which the reporting student receives mail.

Alphanumeric, 40 characters
Census > Households > Address > City

Address.city
Student Address State
The state in which the reporting student receives mail.

Alphanumeric, 2 characters
Census > Households > Address > State

Address.state
Student Address ZIP Code
The ZIP code of the student's mailing address.

Alphanumeric, 10 characters
Census > Households > Address > ZIP

Address.zip
Student Phone

The student's phone number.

  • The extract first looks for the phone number on the student's Demographic record.
  • When all phone numbers are blank, the phone number from the student's primary household is used.
  • When the household number is blank, the phone number of the student's parent/guardian is used.
  • When the student's parent/guardian phone number is blank, the phone number from the student's Secondary Household is used (when it exists).
  • When no phone number is determined above, report from school's phone number (System Administration > Resources > School > Phone).

Alphanumeric, 10 characters

Census > People > Demographics > Cell Phone, Other Phone, Work Phone


Census > People > Households > Primary Household


Census > Household > Household Info > Phone Number


System Administration > Resources > School > Phone


Contact.cellPhone

Contact.homePhone

Contact.workPhone

Household.phone

School.phone

Birthdate
The student's date of birth.

Alphanumeric, 10 characters
Census > People > Identities > Birth Date

Identity.birthDate
Gender
The student's gender.

Alphanumeric, 1 character
Census > People > Identities > Gender

Identity.gender
Graduation Date

The student's graduation date.


The student's diploma date is reported. When diploma date is blank, no value reports.


Alphanumeric, 10 characters

Student Information > General > Graduation > Diploma Date

Graduation.diplomaDate
Graduation Year

The year of the student’s graduation.


The student's NCLB Cohort End Year value is reported. When no value exists, no value is reported.


Numeric, 4 digits

Student Information > General > Graduation > NCLB Cohort End Year

Graduation.cohortYearNCLB
Student Enrollment Date
The date the student enrolled in the high school submitting the transcript.

Alphanumeric, 10 characters
Student Information > General > Enrollments > Start Date

Enrollment.startDate
Student Exit Date
The date the student exited the high school submitting the transcript.

Alphanumeric, 10 characters
Student Information > General > Enrollments > End Date
GPA Type

When Weighted GPA is selected in the extract editor, a value of W reports.


When Unweighted GPA is selected in the extract editor, a value of U reports.


Alphanumeric, 1 characters

N/A
Total GPA

The student's grade point average (GPA).


When no courses are posted to transcript then this field reports blank. Otherwise, logic calculates the student's cumulative GPA as follows:

  • When Weighted GPA is selected in the extract editor, use weighted GPA set up for calculation.
  • When Unweighted GPA is selected in the extract editor, use unweighted GPA setup for calculation.

Numeric, 5 digits

Calculated, Student Information > General > Credit Summary > Cum GPA
Class Rank
The student's rank in their class. See the Class Rank/Class Size logic section for more information.

When value is greater than 9999, 9999 reports.

Alphanumeric, 4 characters

Calculated, Student Information > General > Credit Summary > Rank
Class Size/Number in Class
The number of students in the student's class/year. See the Class Rank/Class Size logic section for more information.

When value is greater than 9999, 9999 reports.

Alphanumeric, 4 characters

Calculated, Student Information > General > Credit Summary > Rank
Diploma Type
The type of diploma the student receives.

Alphanumeric, 10 characters
Student Information > General > Graduation > Diploma Type

Graduation.diplomaType
Academic Honors

Any academic honors the student has achieved.


This field currently reports as blank filler field. 


Alphanumeric, 50 characters

N/A
Required Number of Credits for Graduation

The number of credits the school requires for students to graduate.


See the Assign Credit Requirements article for more information.


Numeric, 10 digits

Program Admin > Programs > Graduation Programs > Selected Program > Credit Requirements
Polio Immunization Date 1

Date of the student's Oral Poliovirus Vaccine (OPV) or Inactive Poliovirus Vaccine (IPV) vaccination.


The extract finds all dates for the student's Polio vaccines and reports them in chronological order (Polio Immunization Date 1-4).


Alphanumeric, 10 characters

Student Information > Health > Immunizations > Polio [IPV, OPV]  > Shots


Student Information > Health > Immunizations > Polio [OPV]  > Shots


Student Information > Health > Immunizations > Polio [IPV] > Shots


VaccineShot.date

Polio Immunization Date 2

Date of the student's Oral Poliovirus Vaccine (OPV) or Inactive Poliovirus Vaccine (IPV) vaccination.

Alphanumeric, 10 characters

Student Information > Health > Immunizations > Polio [IPV, OPV]  > Shots


Student Information > Health > Immunizations > Polio [OPV]  > Shots


Student Information > Health > Immunizations > Polio [IPV] > Shots


VaccineShot.date

Polio Immunization Date 3
Date of the student's Oral Poliovirus Vaccine (OPV) or Inactive Poliovirus Vaccine (IPV) vaccination.

Alphanumeric, 10 characters

Student Information > Health > Immunizations > Polio [IPV, OPV]  > Shots


Student Information > Health > Immunizations > Polio [OPV]  > Shots


Student Information > Health > Immunizations > Polio [IPV] > Shots


VaccineShot.date

Polio Immunization Date 4
Date of the student's Oral Poliovirus Vaccine (OPV) or Inactive Poliovirus Vaccine (IPV) vaccination.

Alphanumeric, 10 characters

Student Information > Health > Immunizations > Polio [IPV, OPV]  > Shots


Student Information > Health > Immunizations > Polio [OPV]  > Shots


Student Information > Health > Immunizations > Polio [IPV] > Shots


VaccineShot.date

DTP/DtaP/DT/Td Immunization Date 1

Date of the student's Diphtheria, Tetanus and Pertussis vaccination. 


The extract finds all dates for the student's DTap, DTP, Tdap, DT and Td vaccines and reports them in chronological order (DTP/DtaP/DT/Td Immunization Date 1-4). 


Alphanumeric, 10 characters

Student Information > Health > Immunizations > Diphtheria-tetanus-pertussis, combined [DTap, DTP]


Student Information > Health > Immunizations > Tetanus, Diphtheria and Acellular Pertussis [Tdap]


Student Information > Health > Immunizations > Diphtheria and Tetanus [DT]


Student Information > Health > Immunizations > Tetanus-diphtheria [Td]


VaccineShot.date

DTP/DtaP/DT/Td Immunization Date 2
Date of the student's Diphtheria, Tetanus and Pertussis vaccination.

Alphanumeric, 10 characters

Student Information > Health > Immunizations > Diphtheria-tetanus-pertussis, combined [DTap, DTP]


Student Information > Health > Immunizations > Tetanus, Diphtheria and Acellular Pertussis [Tdap]


Student Information > Health > Immunizations > Diphtheria and Tetanus [DT]


Student Information > Health > Immunizations > Tetanus-diphtheria [Td]


VaccineShot.date

DTP/DtaP/DT/Td Immunization Date 3
Date of the student's Diphtheria, Tetanus and Pertussis vaccination.

Alphanumeric, 10 characters

Student Information > Health > Immunizations > Diphtheria-tetanus-pertussis, combined [DTap, DTP]


Student Information > Health > Immunizations > Tetanus, Diphtheria and Acellular Pertussis [Tdap]


Student Information > Health > Immunizations > Diphtheria and Tetanus [DT]


Student Information > Health > Immunizations > Tetanus-diphtheria [Td]


VaccineShot.date

DTP/DtaP/DT/Td Immunization Date 4
Date of the student's Diphtheria, Tetanus and Pertussis vaccination.

Alphanumeric, 10 characters

Student Information > Health > Immunizations > Diphtheria-tetanus-pertussis, combined [DTap, DTP]


Student Information > Health > Immunizations > Tetanus, Diphtheria and Acellular Pertussis [Tdap]


Student Information > Health > Immunizations > Diphtheria and Tetanus [DT]


Student Information > Health > Immunizations > Tetanus-diphtheria [Td]


VaccineShot.date

MMR Immunization Date 1

Date of the student's Measles, Mumps and Rubella vaccination.


The extract finds all dates for the student's MMR/MMRV vaccines and reports them in chronological order (MMR Immunization Date 1-4).


Alphanumeric, 10 characters

Student Information > Health > Immunizations > Measles-Mumps Rubella [MMR]


Student Information > Health > Immunizations > Measles-Mumps-Rubella-Varicella [MMRV]


VaccineShot.date

MMR Immunization Date 2
Date of the student's Measles, Mumps and Rubella vaccination.

Alphanumeric, 10 characters

Student Information > Health > Immunizations > Measles-Mumps Rubella [MMR]


Student Information > Health > Immunizations > Measles-Mumps-Rubella-Varicella [MMRV]


VaccineShot.date

MMR Immunization Date 3
Date of the student's Measles, Mumps and Rubella vaccination.

Alphanumeric, 10 characters

Student Information > Health > Immunizations > Measles-Mumps Rubella [MMR]


Student Information > Health > Immunizations > Measles-Mumps-Rubella-Varicella [MMRV]


VaccineShot.date

MMR Immunization Date 4
Date of the student's Measles, Mumps and Rubella vaccination.

Alphanumeric, 10 characters

Student Information > Health > Immunizations > Measles-Mumps Rubella [MMR]


Student Information > Health > Immunizations > Measles-Mumps-Rubella-Varicella [MMRV]


VaccineShot.date

HIB Meningitis Immunization Date 1

Date of the student's Haemophilus influenza type b meningitis (HIB) vaccination.


The extract finds all dates for the student's Hib vaccines and reports them in chronological order (HIB Meningitis Immunization Date 1-4).


Alphanumeric, 10 characters

Student Information > Health > Immunizations > Haemophilus influenza, type B [Hib]

VaccineShot.date
HIB Meningitis Immunization Date 2
Date of the student's Haemophilus influenza type b meningitis (HIB) vaccination.

Alphanumeric, 10 characters
Student Information > Health > Immunizations > Haemophilus influenza, type B [Hib]

VaccineShot.date
HIB Meningitis Immunization Date 3
Date of the student's Haemophilus influenza type b meningitis (HIB) vaccination.

Alphanumeric, 10 characters
Student Information > Health > Immunizations > Haemophilus influenza, type B [Hib]

VaccineShot.date
HIB Meningitis Immunization Date 4
Date of the student's Haemophilus influenza type b meningitis (HIB) vaccination.

Alphanumeric, 10 characters
Student Information > Health > Immunizations > Haemophilus influenza, type B [Hib]

VaccineShot.date
Meningococcal Immunization Date 1

Date of the student's Meningococcal (MCV4 or MenACWY) vaccination.


The extract finds all dates for the student's Meningococcal vaccines and reports them in chronological order (Meningococcal Immunization Date 1-4).


Alphanumeric, 10 characters

Student Information > Health > Immunizations > Meningococcal

VaccineShot.date
Meningococcal Immunization Date 2
Date of the student's Meningococcal (MCV4 or MenACWY) vaccination.

Alphanumeric, 10 characters
Student Information > Health > Immunizations > Meningococcal

VaccineShot.date
Meningococcal Immunization Date 3
Date of the student's Meningococcal (MCV4 or MenACWY) vaccination.

Alphanumeric, 10 characters
Student Information > Health > Immunizations > Meningococcal

VaccineShot.date
Meningococcal Immunization Date 4
Date of the student's Meningococcal (MCV4 or MenACWY) vaccination.

Alphanumeric, 10 characters
Student Information > Health > Immunizations > Meningococcal

VaccineShot.date
Hep A Immunization Date 1

Date of the student's Hepatitis A vaccination.


The extract finds all dates for the student's Hepatitis A vaccines and reports them in chronological order (Hep A Immunization Date 1-4).


Alphanumeric, 10 characters

Student Information > Health > Immunizations > Hepatitis A [Hep A]

VaccineShot.date
Hep A Immunization Date 2
Date of the student's Hepatitis A vaccination.

Alphanumeric, 10 characters
Student Information > Health > Immunizations > Hepatitis A [Hep A]

VaccineShot.date
Hep A Immunization Date 3
Date of the student's Hepatitis A vaccination.

Alphanumeric, 10 characters
Student Information > Health > Immunizations > Hepatitis A [Hep A]

VaccineShot.date
Hep A Immunization Date 4
Date of the student's Hepatitis A vaccination.

Alphanumeric, 10 characters
Student Information > Health > Immunizations > Hepatitis A [Hep A]

VaccineShot.date
HBV Immunization Date 1

Date of the student's Hepatitis B vaccination.


The extract finds all dates for the student's Hepatitis B vaccines and reports them in chronological order (Hep B Immunization Date 1-4).


Alphanumeric, 10 characters

Student Information > Health > Immunizations > Hepatitis B [Hep B]


Student Information > Health > Immunizations > Hepatitis B – 2 Dose [Hep B – 2 Dose]


Student Information > Health > Immunizations > Hepatitis B – 3 Dose [Hep B – 3 Dose]


VaccineShot.date

HBV Immunization Date 2
Date of the student's Hepatitis B vaccination.

Alphanumeric, 10 characters

Student Information > Health > Immunizations > Hepatitis B [Hep B]


Student Information > Health > Immunizations > Hepatitis B – 2 Dose [Hep B – 2 Dose]


Student Information > Health > Immunizations > Hepatitis B – 3 Dose [Hep B – 3 Dose]


VaccineShot.date

HBV Immunization Date 3
Date of the student's Hepatitis B vaccination.

Alphanumeric, 10 characters

Student Information > Health > Immunizations > Hepatitis B [Hep B]


Student Information > Health > Immunizations > Hepatitis B – 2 Dose [Hep B – 2 Dose]



Student Information > Health > Immunizations > Hepatitis B – 3 Dose [Hep B – 3 Dose]


VaccineShot.date

HBV Immunization Date 4
Date of the student's Hepatitis B vaccination.

Alphanumeric, 10 characters

Student Information > Health > Immunizations > Hepatitis B [Hep B]


Student Information > Health > Immunizations > Hepatitis B – 2 Dose [Hep B – 2 Dose]


Student Information > Health > Immunizations > Hepatitis B – 3 Dose [Hep B – 3 Dose]


VaccineShot.date

Varicella (Chicken pox) Immunization Date 1

Date of the student's Varicella/Chicken Pox virus vaccination.


The extract finds all dates for the student's Varicella/Chicken Pox vaccines and reports them in chronological order (Varicella (Chicken pox) Immunization Date 1-4).


Alphanumeric, 10 characters

Student Information > Health > Immunizations > Varicella


Student Information > Health > Immunizations > Measles-Mumps-Rubella-Varicella [MMRV]


VaccineShot.date

Varicella (Chicken pox) Immunization Date 2
Date of the student's Varicella/Chicken Pox virus vaccination.

Alphanumeric, 10 characters

Student Information > Health > Immunizations > Varicella


Student Information > Health > Immunizations > Measles-Mumps-Rubella-Varicella [MMRV]


VaccineShot.date

Varicella (Chicken pox) Immunization Date 3
Date of the student's Varicella/Chicken Pox virus vaccination.

Alphanumeric, 10 characters

Student Information > Health > Immunizations > Varicella


Student Information > Health > Immunizations > Measles-Mumps-Rubella-Varicella [MMRV]


VaccineShot.date

Varicella (Chicken pox) Immunization Date 4
Date of the student's Varicella/Chicken Pox virus vaccination.

Alphanumeric, 10 characters

Student Information > Health > Immunizations > Varicella


Student Information > Health > Immunizations > Measles-Mumps-Rubella-Varicella [MMRV]


VaccineShot.date

TB Immunization Date 1

Date of the student's Tuberculosis vaccination.


The extract finds all dates for the student's Tuberculosis vaccines and reports them in chronological order (TB Immunization Date 1-4).


Alphanumeric, 10 characters

Student Information > Health > Immunizations > Tuberculosis [BCG]

VaccineShot.date
TB Immunization Date 2
Date of the student's Tuberculosis vaccination.

Alphanumeric, 10 characters
Student Information > Health > Immunizations > Tuberculosis [BCG]

VaccineShot.date
TB Immunization Date 3
Date of the student's Tuberculosis vaccination.

Alphanumeric, 10 characters
Student Information > Health > Immunizations > Tuberculosis [BCG]

VaccineShot.date
TB Immunization Date 4
Date of the student's Tuberculosis vaccination.

Alphanumeric, 10 characters
Student Information > Health > Immunizations > Tuberculosis [BCG]

VaccineShot.date
RSV Immunization Date 1

Date of the student's Respiratory Syncytial Virus vaccination.


Currently reports as blank filler field.


Alphanumeric, 10 characters

N/A
RSV Immunization Date 2

Date of the student's Respiratory Syncytial Virus vaccination.


Currently reports as blank filler field.


Alphanumeric, 10 characters

N/A
RSV Immunization Date 3

Date of the student's Respiratory Syncytial Virus vaccination.


Currently reports as blank filler field.


Alphanumeric, 10 characters

N/A
RSV Immunization Date 4

Date of the student's Respiratory Syncytial Virus vaccination.


Currently reports as blank filler field.


Alphanumeric, 10 characters

N/A
PCV Immunization Date 1

Date of the student's Pneumococcal Conjugate Vaccine vaccination.


The extract finds all dates for the student's Tuberculosis vaccines and reports them in chronological order (PCV Immunization Date 1-4).


Alphanumeric, 10 characters

Student Information > Health > Immunizations > Pneumococcal

VaccineShot.date
PCV Immunization Date 2
Date of the student's Pneumococcal Conjugate Vaccine vaccination.

Alphanumeric, 10 characters
Student Information > Health > Immunizations > Pneumococcal

VaccineShot.date
PCV Immunization Date 3
Date of the student's Pneumococcal Conjugate Vaccine vaccination.

Alphanumeric, 10 characters
Student Information > Health > Immunizations > Pneumococcal

VaccineShot.date
PCV Immunization Date 4
Date of the student's Pneumococcal Conjugate Vaccine vaccination.

Alphanumeric, 10 characters
Student Information > Health > Immunizations > Pneumococcal

VaccineShot.date
PPV Immunization Date 1

Date of the student's Pneumococcal Polysaccharide Vaccine vaccination.


Currently reports as blank filler field.

N/A
PPV Immunization Date 2

Date of the student's Pneumococcal Polysaccharide Vaccine vaccination.


Currently reports as blank filler field.


Alphanumeric, 10 characters

N/A
PPV Immunization Date 3

Date of the student's Pneumococcal Polysaccharide Vaccine vaccination.


Currently reports as blank filler field.


Alphanumeric, 10 characters

N/A
PPV Immunization Date 4

Date of the student's Pneumococcal Polysaccharide Vaccine vaccination.


Currently reports as blank filler field.


Alphanumeric, 10 characters

N/A
INF Immunization Date 1

Date of the student's Influenza vaccination.


The extract finds all dates for the student's Influenza vaccines and reports them in chronological order (INF Immunization Date 1-4).


Alphanumeric, 10 characters

Student Information > Health > Immunizations > Influenza

VaccineShot.date
INF Immunization Date 2
Date of the student's Influenza vaccination.

Alphanumeric, 10 characters
Student Information > Health > Immunizations > Influenza

VaccineShot.date
INF Immunization Date 3
Date of the student's Influenza vaccination.

Alphanumeric, 10 characters
Student Information > Health > Immunizations > Influenza

VaccineShot.date
INF Immunization Date 4
Date of the student's Influenza vaccination.

Alphanumeric, 10 characters
Student Information > Health > Immunizations > Influenza

VaccineShot.date
HPV Immunization Date 1

Date of the student's Human Papillomavirus vaccination.


The extract finds all dates for the student's Human Papillomavirus vaccines and reports them in chronological order (HPV Immunization Date 1-4).


Alphanumeric, 10 characters

Student Information > Health > Immunizations > Human Papillomavirus [HPV]

VaccineShot.date
HPV Immunization Date 2
Date of the student's Human Papillomavirus vaccination.

Alphanumeric, 10 characters
Student Information > Health > Immunizations > Human Papillomavirus [HPV]

VaccineShot.date
HPV Immunization Date 3
Date of the student's Human Papillomavirus vaccination.

Alphanumeric, 10 characters
Student Information > Health > Immunizations > Human Papillomavirus [HPV]

VaccineShot.date
HPV Immunization Date 4
Date of the student's Human Papillomavirus vaccination.

Alphanumeric, 10 characters
Student Information > Health > Immunizations > Human Papillomavirus [HPV]

VaccineShot.date
Other Immunization 1 Type
Currently reports as blank filler field.

Alphanumeric, 20 characters
N/A
Other Immunization 1 Date
Currently reports as blank filler field.

Alphanumeric, 10 characters
N/A
Other Immunization 2 Type
Currently reports as blank filler field.

Alphanumeric, 20 characters
N/A
Other Immunization 2 Date
Currently reports as blank filler field.

Alphanumeric, 10 characters
N/A
Co-curricular Information 1
Currently reports as blank filler field.

Alphanumeric, 50 characters
N/A
Co-curricular Information 2
Currently reports as blank filler field.

Alphanumeric, 50 characters
N/A
Co-curricular Information 3
Currently reports as blank filler field.

Alphanumeric, 50 characters
N/A
Co-curricular Information 4
Currently reports as blank filler field.

Alphanumeric, 50 characters
N/A
Co-curricular Information 5
Currently reports as blank filler field.

Alphanumeric, 50 characters
N/A

Course Transcript Extract

The Course Transcript Extract provides course information for students in grades 09-12.

Course Transcript Report Logic

The following explains the logic used for reporting data within the Course Transcript Extract and where this data is set up within Campus:

Logic
Data Setup
In order for a student to report, they must have an enrollment record in a State Grade Level of 09, 10, 11 or 12 which is tied to the calendar selected on the extract editor AND:  

 

 
Classic View: System Administration > Calendar > Calendar > Grade Levels > State Grade Level Code


Grade levels are mapped to State Grade Levels via State Grade Level Code on the Grade Levels tool.

Example of where a grade is aligned to a State Grade Level

Has at least one transcript entry posted for the transcript year(s) selected on the extract editor OR

The student has an enrollment record in a State Grade Level of 09, 10, 11 or 12 AND

All years or the active year is selected in the Transcript Year(s) extract editor AND
Classic View: System Administration > Calendar > School Years


The active year is set in the School Years tool.

The student is scheduled into a course marked Transcript.
Classic View: Scheduling > Courses > Course > Transcript

Courses are marked transcript by selecting the Transcript checkbox on the Course tool.

When multiple transcript years are selected, a student only needs to have a transcript entry in one of the years selected.

The Transcript must have the High School Credit checkbox marked in order to report.

Classic View: Student Information > General > Transcript > High School Credit

 

This can be done manually via the Transcript tab OR automatically posted (through the Transcript Post tool) when the High School Credit checkbox is marked on the Course tool (see image below).

 

When the active year or All Years is selected on the extract editor, then all courses the student is scheduled into for the active year that are marked Transcript displays in the extract even when they have not yet been posted to the transcript.

Classic View: Scheduling > Courses > Course > Transcript


Courses are marked Transcript on the Course tool.

When the student has a roster end date on the course section that is prior to the end date of the max term the course section is scheduled into, the course is NOT reported.

Classic View: Scheduling > Courses > Roster Batch Edit > End Date


When the date entered in the roster End Date for the student is prior to the end date of the course section, the course is not reported.

When the course section max end date is not greater than the date the report is being generated (date the report is generated is prior to the section end date) and there is at least one transcript entry for the course, the report displays an entry for both (1 for the transcript entry and 1 for in-progress).

All transcript entries for a student are reported, even when all transcript data matches between transcript entries.

Generate the Course Transcript Extract

  1. Select an Extract of Course.
  2. Select the desired Format.
  3. Enter the MT Data Transport ID.
  4. Select Grade Level(s) to include data within the extract.
  5. Select which Transcript Year(s) to include in the extract. 
  6. Optional: Unmark the Exclude Cross-Site Data checkbox.
  7. Select which Calendar(s) to include data for the extract.
  8. Select an Ad Hoc filter
  9. Determine how the report is generated:
    • Generate Report - Selecting this generates the extract immediately in a separate window in the designated format.
    • Submit to Batch - Selecting this sends the extract to the Batch Queue where it generates in the background when the system is able to process the request. Users can access the extract via the Batch Queue tool or by selecting the link within the Process Inbox message that appears once the extract is generated (see image below).
       

For the CSV Format: Data elements are delimited by ","

Course Transcript Report Layout

Data Element
Description
Location

Record Type

The record type being submitted. Always reports a value of TR-CRS.
N/A
State Student ID
The student's StateID number.

Alphanumeric, 10 characters
Census > People > Demographics > Student State ID

Person.stateID
Student Last Name

The student's last name. Only reports in the HTML version of this report.


Alphanumeric, 40 characters

Census > People > Identities > Last Name

Identity.lastName
Student First Name

The student's first name. Only reports in the HTML version of this report.


Alphanumeric, 35 characters

Census > People > Identities > First Name

Identity.firstName
Student Grade Level

The grade level of the student when they took the course.


The grade level on the transcript record is reported. For in-progress grade levels, the grade tied to the most recent active primary enrollment in the calendar the course is tied to is reported.


When multiple primary enrollments exist in the same start date, logic uses the enrollment with the highest enrollment ID.


Alphanumeric, 2 characters

Student Information> General > Transcript > Grade Level > State Grade Level tied to the grade


In Progress Courses:

Student Information > General > Enrollment > Grade Level > State Grade Level tied to the grade.


Grade.stategrade

School Year

The school year of the course posted to the transcript.


The end year of the school year selected on the transcript is reported.


Numeric, 10 characters

Student Information > General > Transcript > School Year


In Progress Courses: System Administration > Calendar > Calendar > Year


Transcript.schoolyear

Course School
This field reports the school name tied to the transcript entry. For in-progress courses, the name of the school the course is tied to is reported.

Alphanumeric, 30 characters

In Progress: System Administration> Resources > School > Name


Transcript Entry: Student Information > General > Transcript > School Name


School.name

Course Code

Transcript Records: Report from the transcript record the SCED Subject Area Code and the SCED Course Identifier as 1 value.

  • When Transcript record is null AND there is a tie to the course (transcript record was posted by Transcript Post Tool) then use SCED Subject and SCED Course ID from course.
  • When values are null report 5 zeros.

In Progress: Report from the Course the NCES Code

  • When values are null report 5 zeros

Alphanumeric, 10 characters

Student Information > General > Transcript > SCED Subject, SCED Course Identifier

Course > NCES Code


Transcript.Course.scedSubjectArea

  

Course.scedCourseID

Local Course Code
The local course code assigned to the reporting course.

Alphanumeric, 10 characters

Student Information > General >Transcript > Course Number


In Progress Courses: Course > Course Number


Transcript.coursenumber

State Course Name

The state course name. Currently reports as a blank field. 

 

N/A
Local Course Name
The name of the course as posted on the transcript.

Alphanumeric, 100 characters
Student Information > General > Transcript > Course Name

Transcript.coursename
Credit Amount Earned

The amount of credit the student earned for the course.


NOTE: In-progress courses are not reported.


Numeric, 5 characters

Student Information > General > Transcript > Credit Earned

Transcript.creditsEarned
Course Grade Earned

The grade the student earned for the course.


NOTE: In-progress courses are not reported.


Alphanumeric, 5 characters

Student Information > General > Transcript > Current Score

Transcript.score
Session Type

The session type of the reporting course.

Possible reported values are as follows:

  • IS: InterSession
  • LS: Long Session
  • MT: Mini Term
  • QN: Quinmester
  • QT: Quarter
  • SM: Semester
  • SY: Full School Year
  • TM: Trimester
  • TW: 12 Month
  • ST: Summer Term

Alphanumeric, 20 characters

Student Information > General > Transcript > Session Type


In Progress Courses: Course > Section > Session Type


Section.sessionType

Session Number
The session number of the reporting course.

Numeric, 2 characters

Student Information > General> Transcript > Session Number


In Progress Courses: Course > Section > Session Number


School.sessionNumber

Last-current Enrl Schl ID

This field populates based on the state school number tied to the calendar tied to the student's most recent primary enrollment. When no primary enrollment exists, the student's most recent enrollment in the reporting calendar is used to determine state school number value. 


Alphanumeric, 4 characters

System Administration > Resources > School > State School Number


School.number

Assessment Transcript Extract

The Assessment Transcript Extract provides assessment information for students in grades 09-12.

Assessment Transcript Reporting Logic

The following explains the logic used for reporting data within the Assessment Transcript Extract:

Logic
Data Setup
In order for a student to report, they must have an enrollment record in a State Grade Level of 09, 10, 11 or 12 which is tied to the calendar selected on the extract editor AND:

 

 
Classic View: System Administration > Calendar > Calendar > Grade Levels > State Grade Level Code

Grade levels are mapped to State Grade Levels via State Grade Level Code on the Grade Levels tool.

Example of where a grade is aligned to a State Grade Level

The student has at least 1 transcript entry posted with the High School Credit checkbox marked for the transcript year(s).
Classic View: Scheduling > Courses > Course > High School Credit


The image below describes how a Course is marked as High School Credit. This course would then report once grades from the course are posted to transcript.

The student is scheduled into a course marked Transcript.

The image below describes how a Course is marked as Transcript.

The student must have an assessment where the PESC Test field is not null and the parent test field is null.

  • Report one entry per parent assessment, child assessment, date, and score type. 
  • When score is on child or parent, only report 1 record per child, parent, date, and score combination. 
  • When score is on child AND parent, report 2 records: 1 for parent score and 1 for child score. 

 

Classic View: Assessment > Test Setup > PESC Test (eTranscript), PESC Sub-Test (eTranscript)


The image below shows how an assessment is given PESC test values via the Test Setup tool.

When the PESC Test field is set to a value of OtherStateTest, the State Code value is reported. When The PESC Test Field is set to a value of OtherStateTest and the State Code field is null, the PESC Sub-Test value is reported (see image below).

In order for an assessment date to report in the extract properly, the Date field must be selected on the Parent test setup and the Date must be entered on the student's assessment.

 

A test date is required for each assessment in the Data Transport System. When a date has not been entered for an assessment, that assessment record is rejected by the Data Transport System, and the test does not display on the student’s transcript.

Classic View: Assessment > Test Setup > Date
Classic View: Student Information > Assessment > Date

The image below shows how a parent test with the Date field marked makes the Date field available on the assessment.

Generate the Assessment Transcript Extract

  1. Select an Extract of Assessment.
  2. Select the desired Format.
  3. Enter the MT Data Transport ID (optional).
  4. Select Grade Level(s) which to include data within the extract.
  5. Select which Transcript Year(s) to include in the extract. 
  6. Optional: Unmark the Exclude Cross-Site Data checkbox.
  7. Select which Calendar(s) to include data for the extract.
  8. Select an Ad Hoc filter
  9. Determine how the report is generated:
    • Generate Report - Selecting this generates the extract immediately in a separate window in the designated format.
    • Submit to Batch - Selecting this sends the extract to the Batch Queue where it generates in the background when the system is able to process the request. Users can access the extract via the Batch Queuetool or by selecting the link within the Process Inbox message that appears once the extract is generated (see image below).
       

For the CSV Format: Data elements are delimited by ","

Assessment Transcript Report Layout

Data Elements
Description
Location

Record Type

Describes the type of data record being submitted.

A value of TR-AST is always reported.

N/A
State Student ID
The student's StateID number.

Alphanumeric, 10 characters
Census > People > Demographics > Student State ID

Person.stateID
Student Last Name
The student's last name.

Alphanumeric, 40 characters
Census > People > Identities > Last Name

Identity.lastName
Student First Name
The student's first name.

Alphanumeric, 35 characters
Census > People > Identities > First Name

Identity.firstName
Test/Assessment Name

The extract reports the value in the PESC Test field.

  • When PESC Test is a value of Other State Test and the State Code is not null, the State Code value is reported.
  • When PESC Test is a value of Other State Test and the State Code is null, a value of Other State Test is reported.
  • When the PESC Test value on the parent and child test do not match, the value on the parent test is reported.

Alphanumeric, 60 characters

Student Information > General > Assessment


Assessment > Test Set Up > State Code


Assessment > Test Set Up > PESC Test


Assessment.name

Test.pescTest

Subtest

The extract reports the value for all subtests of parent tests with a PESC Test value that is not null.

  • The PESC Subtest field value is reported.
  • When PESC Sub Test is null and the PESC Test field is a value of Other State Test and the State Code field is a value other than null, report the State Code value.
  • When PESC Sub Test is null and the PESC Test field is a value of Other State Test and the State Code field is null, a value of Other State Test is reported.
  • When PESC Sub Test is null and the PESC Test field is a value other than Other State Test or is null, a null value is reported.

Alphanumeric, 60 characters

Calculated, Assessment > Test Set Up > Code

Test.pescSubtest
Other Test Description
Current reports blank. 
N/A
Test Date

The date the student took the test/assessment indicated in the Test/Assessment Name field above. The date of the parent test is the date used. 

Test Date is required in the Data Transport System.

Date field, 10 characters

Student Information > General > Assessment > Date

Assessment.date
Test Score

The score the student received for the test/assessment indicated in the Test/Assessment Name field.


Score must be tied to one of the following fields:

Scale Score
Scaled
Raw Score
Raw
Percent
Percent
Percentile
Percentile
Normal Curve Equivalent
NormalCurve
Result
Result

When a score exists for both Test and Subtest, a line for each score is reported. When multiple scores exist, a line for each score is reported.


Alphanumeric, 10 characters

Student Information > General > Assessment > Score

Assessment.score
Test Score Method
Reports the method used to determine the score being reported (e.g, Raw Score, Percentile, Normal Curve Equivalent, etc).

Alphanumeric, 10 characters
Calculated, Student Information > General > Assessment > All Scores > Score Type
School Code
Reports the State School number, including all leading zeros.

Alphanumeric, 4 characters
System Administration > Resources > School > State School Number

School.number

Tool Rights

In order for you to run these extracts, you must have at least R(ead) tool rights for the MT Transcript Extract. 


Previous Versions

MT Transcript Extract [.2307 and previous]