Indiana Ed-Fi Data v2.4/3.1 - Course Transcripts

Last Modified on 10/22/2022 10:19 am CDT

Classic View: System Administration > Ed-Fi

Search Terms: Ed-Fi

This entity is the final record of a student's performance in their courses at the end of a semester or school year.

  • Students with hand entered Course Transcript records may not report if there is no section to tie back to for the term. 
  • The Sessions, Course Offerings, Sections, and Locations resources all need to be present for the Course Transcripts resource to process and send.

Object Triggering Logic

This table describes logic for triggering syncing of this object.

ActionTrigger
Post

When transcript records are posted for a student and they have a valid Student School Association for the configured year.

Or

When a resync is completed for the school the student is enrolled, all eligible transcript records for all years will send for the Student

  • Do not send a record if the course is marked as inactive.
  • The course must exist in the ODS for the Course Reference to send as part of this resource.  Use the following logic to determine which Course Reference to send:
    • If the School Number and Course Number on the transcript record are in the configured year ODS, report the Course reference with those numbers.
    • if School Number and Course Number on the transcript record are in the ODS for the configured year but not the school where the student is enrolled, report the course reference with the School and Course Number that matches the School & Course in the ODS.
    • If School Number on the transcript record is in the ODS for the configured year but not the school where the student is enrolled but the Course number matches the school they are enrolled, the course reference will report with the School Number where the student is enrolled.
    • If the School Number on the transcript record is not in the ODS and the course number matches the school where the student is enrolled, the course reference will report where the student is enrolled.
    • If the School Number on the transcript is not in the ODS but the Course Number matches a school where the student is not enrolled, the course reference will report with the school where the course match is found.  If there is more than 1 school with that course number, pick the school with the highest schoolID.
    • If the School Number on the transcript is not in the ODS and the course number does not match any course in the district, a record will not send and will not trigger an error.
  • Do not send a record if the transcript's score is null.
Post/DeleteWhen any part of the Natural Key is changed.
Put

When fields that are not part of the natural key are changed.

DeleteWhen a transcript record is deleted for a student.
Delete

All Transcript records will only delete when a student has only 1 Student School Association record for a specific Year and that record is deleted.

(Note:  If a new Student School Association record is created, existing records will not re-post, a resync must be completed to resend the data.)

School Exclude, Calendar Exclude, Resource Toggle and Resync Logic

This table describes the School Exclude, Calendar Exclude, Resource Toggle and Resync logic of this object.

ActionTrigger
NoneIf a resource is toggled to 'OFF' after data has sent, all sent data will remain in the ODS but no new data will send.
ResyncIf a record is in the Ed-Fi Identity Mapping table and not in the ODS, it will be deleted from the Ed-Fi Identity Mapping table.
ResyncIf a record is in the ODS and it does not have a matching record in Campus or the Ed-Fi Identity Mapping table, it will be deleted from the ODS.
ResyncIf a mapping is changed in Resource Preferences, a resync will need to be done to reflect the changes.

Natural Key Changes, Cascading Updates, and Deletes Logic

This table describes the Natural Key Changes/Cascading Updates and Deletes logic of this object.

ActionTrigger
Post/Delete

Natural Key changes:

  • If the Natural Key changes from the Course Reference or Student Academic Reference, the cascading delete/post logic from those resources will trigger updates to the Course Transcripts.

  • Records will delete/post if the Credits Earned or Credits Attempted are changed on a student's transcript record.

Scope Year Logic

This table describes scope year logic of this object.

Logic

Transcript records will send to each scope year where the student has a Student School Association, regardless of the Transcript School Year.

  • Data will only send for years that have valid configuration.
  • A resync must be completed at the beginning of each year so that all years transcript records will be loaded in the ODS.

Identity Mapping Object Key

campusObjectType

Object Key Data Source

TranscriptCoursetranscriptID

Event Queue Detail

This table describes the Event Queue Detail of this object.

Campus TableEd-Fi ActionFields
transcriptcoursePost/Put/DeleteThe primary table used for sending data for this resource.
transcriptcreditPost/Put/DeleteThe primary table used for sending data for this resource.

Object Data Elements

This table describes data elements sent within the Course Transcripts resource. Data Element Labels in bold are part of the Natural Key and are required data elements for Data to send to Ed-Fi.

Data Element LabelBusiness RequirementBusiness RulesM, C or O

Location


courseAttemptResultTYPEThe result from the student's attempt to take the course, for example: Pass, Fail, 
Incomplete, Withdrawn.

This is a TYPE not a Descriptor.

See Types list below.


 

When reporting from Transcript Records use the Credits Earned vs. Credit Attempted to determine the result.

  1. Report the Ed-Fi Code from the mapping for the following options:
    • When the sum of credits Earned is >= the sum of credits Attempted.
    • When the sum of credits Earned is blank or = 0.
    • When the sum of credits Earned is not blank or = 0 and < than the sum of credits Attempted.
M

Student Information > General > Transcripts > Earned


AND


Student Information > General > Transcripts > Attempted


transcriptcredit.

creditsAttempted


AND


transcriptcredit.

creditsEarned

courseReference 
 A reference to the related 
Course resource. 

Reports the Natural Key fields for the Course resource.


  1. EducationOrganizationID
    • 10+District+0000.
  2. CourseCode
    • stateCode of the course.

Notes:

  1. EdOrgID of the course Reference is the District OrgID:
    • Must be 10+District+0000
  2. CourseCode must report as 'Code'.
M
schoolReference

The identifier assigned to an education organization.

Reports the EducationOrganization information for the district.
  1. Reports the schoolID:
  • 10+District+School
M
studentAcademic
RecordReference  		 A reference to the related Student Academic Record resource. 

Reports the Natural Key fields for the Student Academic Record resource.


  1. StudentUniqueID
    • Student's EdFiID
  2. EducationOrganizationID
    • 10+District+School
  3. SchoolYear
    • YYYY of the EndYear of the current SchoolYear
  4. TermDescriptor
    • Term of the course/section on the transcript.

Note: TermDescriptor must be within the Student Academic Record Reference

M
alternativeCourseCode
The local code assigned by the school that identifies the course offering, the code from an external educational organization, or other alternate course code.

Report the Course Number from the transcript record.

O Student Information > General > Transcripts > Course Number

transcriptcourse.
courseNumber
alternativeCourseTitle  

The descriptive name given to a course of study offered in the school, if different from the Course Title.

Report the Course Name from the transcript record.

OStudent Information > General > Transcripts > Course Name

transcriptcourse.
courseName
attemptedCreditConversion Conversion factor that when multiplied by the number of credits is equivalent to Carnegie units. 

This is optional, does not report.

O
attemptedCredits The number of credits attempted for a course. 

Report the sum of credits from the Attempted field on the Transcript record being reported 

OStudent Information > General > Transcripts > Attempted

transcriptcredit.
creditsAttempted
attemptedCredit
TypeDescriptor 

The type of credits or units of value attempted for the completion of a course.

This is optional, does not report.

O
courseRepeat
CodeDescriptor 		Indicates that an academic course has been repeated by a student and how that repeat is to be computed in the student's academic grade average. 

This is optional, does not report.

O
 CourseTitle Reports the name of the course completed.

Report the Course Name from the transcript record.

OStudent Information > General > Transcripts > Course Name

transcriptcourse.
courseName
earnedadditionalCredits  An unordered collection of courseTranscriptAdditionalCredits. This entity is the final record of a student's performance in their courses at the end of a semester or school year.

This is optional, does not report.

O
earnedCreditConversion Conversion factor that when multiplied by the number of credits is equivalent to Carnegie units. 

This is optional, does not report.

O
earnedCredits The number of credits awarded or earned for the course. 

Report the sum of credits from the Earned field on the Transcript record being reported.

MStudent Information > General > Transcripts > Earned

transcriptcredit.creditsEarned
earnedCreditTypeIDThe type of credits or units of value awarded for the completion of a courseReports as creditType:
  1. Report this as Regular credit, unless
    • Student's course/section is set as Applied Unit, OR
    • Student's Enrollment is set as Dual Credit
      1. If course/section = Applied Unit - Report 'Applied Unit'.
      2. If enrollment = Dual Credit - Report as Dual Credit.
C

Applied Unit:  Course/Section > Course > Applied Unit > Report Applied Unit if drop list = Y: Attempted Applied Units


Dual Credit:  Student > Student Information > General > Enrollments > State Reporting Fields > Dual Credit > Teport 'Dual Credit' if any selection is made other than NULL or '0: not applicable for this student'


finalLetterGradeEarned The final letter grade earned for the course. 

Determine if the posted score is an integer or not:

  1. If the posted value is not an Integer, then report the posted score here.
  2. If the posted value is an Integer, then report in Final Number Grade Earned field below.
OStudent Information > General > Transcripts > Current Score

transcriptcourse.score
finalNumericGradeEarned The final numeric grade earned for the course. 
  1. Report the unweighted GPA value
  2. The state is accepting values: 0.0 - 4.0
  3. If unweighted GPA value is N.N5 up to N.N9 round up.     Example: 3.66 - rounds up to 3.7
  4. If unweighted GPA value is N.N4 down to N.N0 report first as is N.    Example: 3.64 reports as 3.6
CStudent Information > General > Transcripts > Unweighted GPA Value
methodCreditEarnedType The method the credits were earned, for example: Classroom, Examination, Transfer. 

This is optional, does not report.

O
whenTakengradeLevelDescriptor The student's grade level at time of the course. If the grade selected on the transcript record matches a valid Ed-Fi code, report the grade.
  • When no matching grade found with a grade level mapping, do not report this property.
OStudent Info > General > Transcript > Transcript Course Editor > Grade


postSecondaryInstitutionStudents with Dual Credit need to report the post secondary institution that makes this Dual Credit.When earnedCreditType = Dual Credit, send a value in postSecondaryInstitution:
  • If the Post Secondary Institution is populated on the transcript entry, report the code value of that institution.
  • If the Post Secondary Institution is NOT populated on the transcript entry, report '97 Other'
C

Index > Course/Section > Search > Course > Post Secondary Institution drop list. 

Index > Student Info > Counseling > General > Transcript > Select Transcript Entry > Scroll to Additional Information > Post Secondary Institution drop list.


definition.postSecondaryInstitution
courseEducationOrganizationIDThe state owns the course /curricular material.Report states Ed Org ID

1088000000


MHardcoded Value


Types/Descriptors

Course Attempt Result Type

CodeDescriptionShort Description
FailFailFail
IncompleteIncompleteIncomplete
No grade awardedNo grade awardedNo grade awarded
PassPassPass

Term Descriptor

CodeDescriptionNamespaceShort Description
Fall SemesterFall Semesterhttp://doe.in.gov/Descriptor/TermDescriptor.xmlFall Semester
First QuarterFirst Quarterhttp://doe.in.gov/Descriptor/TermDescriptor.xmlFirst Quarter
First TrimesterFirst Trimesterhttp://doe.in.gov/Descriptor/TermDescriptor.xmlFirst Trimester
Fourth QuarterFourth Quarterhttp://doe.in.gov/Descriptor/TermDescriptor.xmlFourth Quarter
MiniTermMiniTermhttp://doe.in.gov/Descriptor/TermDescriptor.xmlMiniTerm
OtherOtherhttp://doe.in.gov/Descriptor/TermDescriptor.xmlOther
Second QuarterSecond Quarterhttp://doe.in.gov/Descriptor/TermDescriptor.xmlSecond Quarter
Second TrimesterSecond Trimesterhttp://doe.in.gov/Descriptor/TermDescriptor.xmlSecond Trimester
Spring SemesterSpring Semesterhttp://doe.in.gov/Descriptor/TermDescriptor.xmlSpring Semester
Summer SemesterSummer Semesterhttp://doe.in.gov/Descriptor/TermDescriptor.xmlSummer Semester
Third QuarterThird Quarterhttp://doe.in.gov/Descriptor/TermDescriptor.xmlThird Quarter
Third TrimesterThird Trimesterhttp://doe.in.gov/Descriptor/TermDescriptor.xmlThird Trimester
Year RoundYear Roundhttp://doe.in.gov/Descriptor/TermDescriptor.xmlYear Round

Earned Credit Type

CodeDescriptionShort Description
Applied UnitApplied UnitApplied Unit
Dual CreditDual CreditDual Credit
Regular CreditRegular CreditRegular Credit

Post Secondary Institution

CodeDescriptionNamespaceShort Description
00NOT APPLICABLEhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlNOT APPLICABLE
01ANDERSON UNIVERSITYhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlANDERSON UNIVERSITY
02BALL STATE UNIVERSITYhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlBALL STATE UNIVERSITY
03BETHEL UNIVERSITYhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlBETHEL UNIVERSITY
04BUTLER UNIVERSITYhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlBUTLER UNIVERSITY
05CALUMET COLLEGEhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlCALUMET COLLEGE
06DEPAUW UNIVERSITYhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlDEPAUW UNIVERSITY
07EARLHAM COLLEGEhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlEARLHAM COLLEGE
09FRANKLIN COLLEGEhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlFRANKLIN COLLEGE
10GOSHEN COLLEGEhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlGOSHEN COLLEGE
11GRACE COLLEGEhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlGRACE COLLEGE
12HANOVER COLLEGEhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlHANOVER COLLEGE
13HUNTINGTON UNIVERSITYhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlHUNTINGTON UNIVERSITY
14UNIVERSITY OF INDIANAPOLIShttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlUNIVERSITY OF INDIANAPOLIS
15INDIANA STATE UNIVERSITYhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlINDIANA STATE UNIVERSITY
16UNIVERSITY OF SOUTHERN INDIANAhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlUNIVERSITY OF SOUTHERN INDIANA
17INDIANA UNIVERSITY/BLOOMINGTONhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlINDIANA UNIVERSITY/BLOOMINGTON
18PURDUE UNIVERSITY/FORT WAYNEhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlPURDUE UNIVERSITY/FORT WAYNE
19INDIANA UNIV/PURDUE UNIV/INDIANAPOLIShttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlINDIANA UNIV/PURDUE UNIV/INDIANAPOLIS
20INDIANA UNIVERSITY/KOKOMOhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlINDIANA UNIVERSITY/KOKOMO
21INDIANA UNIVERSITY/NORTHWESThttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlINDIANA UNIVERSITY/NORTHWEST
22INDIANA UNIVERSITY/SOUTH BENDhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlINDIANA UNIVERSITY/SOUTH BEND
23INDIANA UNIVERSITY/SOUTHEASThttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlINDIANA UNIVERSITY/SOUTHEAST
24MANCHESTER UNIVERSITYhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlMANCHESTER UNIVERSITY
25MARIAN UNIVERSITYhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlMARIAN UNIVERSITY
26INDIANA WESLEYAN UNIVERSITYhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlINDIANA WESLEYAN UNIVERSITY
27OAKLAND CITY UNIVERSITYhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlOAKLAND CITY UNIVERSITY
29PURDUE UNIVERSITY/WEST LAFAYETTEhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlPURDUE UNIVERSITY/WEST LAFAYETTE
30OLIVET NAZARENE UNIVERSITYhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlOLIVET NAZARENE UNIVERSITY
31UNIVERSITY OF SAINT FRANCIShttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlUNIVERSITY OF SAINT FRANCIS
33SAINT MARY'S COLLEGE/NOTRE DAMEhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlSAINT MARY'S COLLEGE/NOTRE DAME
34SAINT MARY-OF-THE-WOODS COLLEGEhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlSAINT MARY-OF-THE-WOODS COLLEGE
36TAYLOR UNIVERSITYhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlTAYLOR UNIVERSITY
37TRINE UNIVERSITYhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlTRINE UNIVERSITY
38UNIVERSITY OF EVANSVILLEhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlUNIVERSITY OF EVANSVILLE
39UNIVERSITY OF NOTRE DAMEhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlUNIVERSITY OF NOTRE DAME
40VALPARAISO UNIVERSITYhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlVALPARAISO UNIVERSITY
41WABASH COLLEGEhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlWABASH COLLEGE
42INDIANA UNIVERSITY/EASThttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlINDIANA UNIVERSITY/EAST
43INDIANA UNIV/PURDUE UNIV/COLUMBUShttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlINDIANA UNIV/PURDUE UNIV/COLUMBUS
44IVY TECHhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlIVY TECH
45AMERICAN COLLEGE OF EDUCATIONhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlAMERICAN COLLEGE OF EDUCATION
46ANCILLA COLLEGEhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlANCILLA COLLEGE
47HOLY CROSS COLLEGEhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlHOLY CROSS COLLEGE
48INDIANA TECHhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlINDIANA TECH
49MARTIN UNIVERSITYhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlMARTIN UNIVERSITY
50ROSE-HULMAN INSTITUTE OF TECHNOLOGYhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlROSE-HULMAN INSTITUTE OF TECHNOLOGY
52WESTERN GOVERNORS UNIVERSITY/INDIANAhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlWESTERN GOVERNORS UNIVERSITY/INDIANA
57MORAINE VALLEY COLLEGEhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlMORAINE VALLEY COLLEGE
60CENTRAL CHRISTIAN COLLEGE OF KANSAShttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlCENTRAL CHRISTIAN COLLEGE OF KANSAS
66SOUTHWESTERN MICHIGAN COLLEGEhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlSOUTHWESTERN MICHIGAN COLLEGE
67PURDUE UNIVERSITY NORTHWESThttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlPURDUE UNIVERSITY NORTHWEST
95VINCENNES UNIVERSITYhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlVINCENNES UNIVERSITY
97OTHERhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlOTHER
99FOREIGN COUNTRY - Institution located inhttp://doe.in.gov/Descriptor/PostSecondaryInstitutionDescriptor.xmlFOREIGN COUNTRY - Institution located in

References

References of the courseTranscript Resource in Indiana

ReferencesDetailsNotes
StudentAcademicRecord
  1. StudentUniqueID
    • Student's EdFiID
  2. EducationOrganizationID
    • 10+District+School
  3. SchoolYear
    • YYYY of the EndYear of the current SchoolYear
  4. TermDescriptor
    • Term of the course/section on the transcript

TermDescriptor must be within the StudentAcademicRecordReference


SchoolReferenceschoolID = 10+District+School
CourseReference
  1. EducationOrganizationID (DE3000)
    • 1088000000
  2. CourseCode
    • stateCode of the course

  1. EdOrgID of the course Reference is the District OrgID
    • Must be 1088000000
  2. CourseCode must report as 'Code'

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