MT Transcript Extract

PATH: MT State Reporting > 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: Demographic, Course and Assessment.

Image 1: Transcript Extract Editor

Selection Criteria

The following describes selection criteria for each extract. 

Demographics Extract

  • 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.

Course Extract

Assessment Extract

Tool Rights 

In order for you to run these extracts, you must have at least R(ead) tool rights for the MT Transcript Extract (see Image 2). 

Image 2: MT Transcript Extract Tool Rights

Available Transcript Extracts

The MT Transcript Extract is comprised of the following three extracts. Click in the links for more detail about each extract.

Understanding the Demographics Transcript Extract

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

Image 3: Demographics Transcript Extract Editor

Generating the Demographics Transcript Extract

  1. Select an Extract of Demographics.
  2. Select the desired Format.
  3. Select which GPA will be used in reported data.
  4. Enter the MT Data Transport ID. 
  5. Select Grade Level(s) which will report data within the extract.
  6. Select which Calendar(s) will report data for the extract.
  7. Select an Ad Hoc filter (if desired). 
  8. Determine how the report will be generated:
    1. Generate Report - Selecting this will generate the extract immediately in a separate window in the designated format.
    2. Submit to Batch - Selecting this will send the extract to the Batch Queue where it will generate 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 Elements

Data Element

Description

Type, Format and Length

Campus Database

Campus Interface

Record Type Code

Describes the type of data record being submitted.

A value of TR-DEM is always reported.

Alphanumeric, 6 characters N/A N/A
Student State ID The student's state identification number. Alphanumeric, 10 characters Person.stateID Census > People > Demographics > Student State ID
School System Name The name of the student's school district. Alphanumeric, 50 characters District.name System Administration > Resources > District Information > Name
School Name The name of the school from which the transcript is issued. Alphanumeric, 30 characters School.name System Administration > Resources > School > Name
School Code The State School Number of the school reporting the student's transcript data. Alphanumeric, 4 characters School.number System Administration > Resources > School > State School Number
School Address Line One The mailing address of the reporting school. Alphanumeric, 40 characters School.address System Administration > Resources > School > Address
School Address Line Two The second line of the mailing address of the reporting school. Alphanumeric, 40 characters School.address System Administration > Resources > School > Address
School City The city in which the reporting school is located. Alphanumeric, 30 characters School.city System Administration > Resources > School > City
School State

The state in which the reporting school is located.

Always reports a value of MT.

Alphanumeric, 2 characters N/A N/A
School ZIP Code

The ZIP code of the reporting school.

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

Alphanumeric, 10 characters School.zip System Administration > Resources > School > ZIP
School Phone The phone number of the school office. Alphanumeric, 24 characters School.phone System Administration > Resources > School > Phone
Student Legal First Name The student's first name. Alphanumeric, 35 characters Identity.firstName Census > People > Identities > First Name
Student Legal Last Name The student's last name. Alphanumeric, 35 characters Identity.lastName Census > People > Identities > Last Name
Student Legal Middle Name The student's middle name. Alphanumeric, 30 characters Identity.middleName Census > People > Identities > Middle Name
Student Legal Suffix The suffix of the student's name. Alphanumeric, 3 characters Identity.suffix Census > People > Identities > Suffix
Local Student ID The student's local identification number. Alphanumeric, 15 characters Person.studentNumber Census > People > Demographics > Local Student Number
Student Parent/Guardian First Name

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

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

Alphanumeric, 35 characters Identity.firstName

Census > People > Relationships > Guardian

Census > People > Identities > First Name

Student Parent/Guardian Last Name The last name of the student's parent or legal guardian.  Alphanumeric, 35 characters Identity.lastName

Census > People > Relationships > Guardian

Census > People > Identities > Last Name

Student Address Line One

The mailing address of the reporting student.

  • The student's primary household address is reported.
  • If the primary household address is not marked Mailing, any secondary households marked Mailing are reported.
  • If 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.
  • If all options listed above are null, report the school address (System Administration > Resources > School > Address)
Alphanumeric, 40 characters

Address.number

Address.street

Address.tag

Address.prefix

Address.dir

Address.apt

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

System Administration > Resources > School > Address

Student Address Line Two The second line of the student's mailing address. Alphanumeric, 40 characters

Address.number

Address.street

Address.tag

Address.prefix

Address.dir

Address.apt

Census > Households > Address > PO Box, Number, Prefix, Street, Tag, Direction, Apt
Student Address City The city in which the reporting student receives mail. Alphanumeric, 40 characters Address.city Census > Households > Address > City
Student Address State The state in which the reporting student receives mail.  Alphanumeric, 2 characters Address.state Census > Households > Address > State
Student Address ZIP Code The ZIP code of the student's mailing address. Alphanumeric, 10 characters Address.zip Census > Households > Address > ZIP
Student Phone

The student's phone number.

  • The extract first looks for the phone number on the student's Demographic record.
  • If all phone numbers are blank, the phone number from the student's primary household is used.
  • If the household number is blank, the phone number of the student's parent/guardian is used.
  • If the student's parent/guardian phone number is blank, the phone number from the student's Secondary Household is used (if it exists).
  • If no phone number is determined above, report from school's phone number (System Administration > Resources > School > Phone)
Alphanumeric, 10 characters

Contact.cellPhone

Contact.homePhone

Contact.workPhone

Household.phone

School.phone

 

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

Birthdate The student's date of birth. Alphanumeric, 10 characters Identity.birthDate Census > People > Identities > Birth Date
Gender The student's gender. Alphanumeric, 1 character Identity.gender Census > People > Identities > Gender
Graduation Date

The student's graduation date.

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

Alphanumeric, 10 characters Graduation.
diplomaDate
Student Information > General > Graduation > Diploma Date
Graduation Year

The year of the student’s graduation.

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

Numeric, 4 digits Graduation.
cohortYearNCLB
Student Information > General > Graduation > NCLB Cohort End Year
Student Enrollment Date The date the student enrolled in the high school submitting the transcript. Alphanumeric, 10 characters Enrollment.startDate Student Information > General > Enrollments > Start Date
Student Exit Date The date the student exited the high school submitting the transcript. Alphanumeric, 10 characters Student Information > General > Enrollments > End Date Student Information > General > Enrollments > End Date
GPA Type

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

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

Alphanumeric, 1 characters N/A N/A
Total GPA

The student's grade point average (GPA).

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

  • If Weighted GPA is selected in the extract editor, use weighted GPA set up for calculation.
  • If 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.

Alphanumeric, 4 characters

Max value is 9999.

If value is greater than 9999 report 9999.

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.

Alphanumeric, 4 characters

Max value is 9999.

If value is greater than 9999 report 9999.

Calculated Student Information > General > Credit Summary > Rank
Diploma Type The type of diploma the student will receive. Alphanumeric, 10 characters Graduation.diplomaType Student Information > General > Graduation > Diploma Type
Academic Honors

Any academic honors the student has achieved.

This field currently reports as blank filler field. 

Alphanumeric, 50 characters N/A 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 VaccineShot.date

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

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

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

Polio Immunization Date 2

Date of the student's Oral Poliovirus Vaccine (OPV) or Inactive Poliovirus Vaccine (IPV) vaccination. Alphanumeric, 10 characters VaccineShot.date

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

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

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

Polio Immunization Date 3 Date of the student's Oral Poliovirus Vaccine (OPV) or Inactive Poliovirus Vaccine (IPV) vaccination. Alphanumeric, 10 characters VaccineShot.date

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

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

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

Polio Immunization Date 4 Date of the student's Oral Poliovirus Vaccine (OPV) or Inactive Poliovirus Vaccine (IPV) vaccination. Alphanumeric, 10 characters VaccineShot.date

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

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

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

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 VaccineShot.date

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]

DTP/DtaP/DT/Td Immunization Date 2 Date of the student's Diphtheria, Tetanus and Pertussis vaccination.  Alphanumeric, 10 characters VaccineShot.date

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]

DTP/DtaP/DT/Td Immunization Date 3 Date of the student's Diphtheria, Tetanus and Pertussis vaccination.  Alphanumeric, 10 characters VaccineShot.date

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]

DTP/DtaP/DT/Td Immunization Date 4 Date of the student's Diphtheria, Tetanus and Pertussis vaccination.  Alphanumeric, 10 characters VaccineShot.date

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]

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 VaccineShot.date

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

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

MMR Immunization Date 2 Date of the student's Measles, Mumps and Rubella vaccination. Alphanumeric, 10 characters VaccineShot.date

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

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

MMR Immunization Date 3 Date of the student's Measles, Mumps and Rubella vaccination. Alphanumeric, 10 characters VaccineShot.date

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

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

MMR Immunization Date 4 Date of the student's Measles, Mumps and Rubella vaccination. Alphanumeric, 10 characters VaccineShot.date

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

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

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 VaccineShot.date Student Information > Health > Immunizations > Haemophilus influenza, type B [Hib]
HIB Meningitis Immunization Date 2 Date of the student's Haemophilus influenza type b meningitis (HIB) vaccination. Alphanumeric, 10 characters VaccineShot.date Student Information > Health > Immunizations > Haemophilus influenza, type B [Hib]
HIB Meningitis Immunization Date 3 Date of the student's Haemophilus influenza type b meningitis (HIB) vaccination. Alphanumeric, 10 characters VaccineShot.date Student Information > Health > Immunizations > Haemophilus influenza, type B [Hib]
HIB Meningitis Immunization Date 4 Date of the student's Haemophilus influenza type b meningitis (HIB) vaccination. Alphanumeric, 10 characters VaccineShot.date Student Information > Health > Immunizations > Haemophilus influenza, type B [Hib]
Meningococcal Immunization Date 1

Date of the student's Meningococcal 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 VaccineShot.date Student Information > Health > Immunizations > Meningococcal
Meningococcal Immunization Date 2 Date of the student's Meningococcal vaccination. Alphanumeric, 10 characters VaccineShot.date Student Information > Health > Immunizations > Meningococcal
Meningococcal Immunization Date 3 Date of the student's Meningococcal vaccination. Alphanumeric, 10 characters VaccineShot.date Student Information > Health > Immunizations > Meningococcal
Meningococcal Immunization Date 4 Date of the student's Meningococcal vaccination. Alphanumeric, 10 characters VaccineShot.date Student Information > Health > Immunizations > Meningococcal
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 VaccineShot.date Student Information > Health > Immunizations > Hepatitis A [Hep A]
Hep A Immunization Date 2 Date of the student's Hepatitis A vaccination. Alphanumeric, 10 characters VaccineShot.date Student Information > Health > Immunizations > Hepatitis A [Hep A]
Hep A Immunization Date 3 Date of the student's Hepatitis A vaccination. Alphanumeric, 10 characters VaccineShot.date Student Information > Health > Immunizations > Hepatitis A [Hep A]
Hep A Immunization Date 4 Date of the student's Hepatitis A vaccination. Alphanumeric, 10 characters VaccineShot.date Student Information > Health > Immunizations > Hepatitis A [Hep A]
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 VaccineShot.date

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]

HBV Immunization Date 2 Date of the student's Hepatitis B vaccination. Alphanumeric, 10 characters VaccineShot.date

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]

HBV Immunization Date 3 Date of the student's Hepatitis B vaccination. Alphanumeric, 10 characters VaccineShot.date

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]

HBV Immunization Date 4 Date of the student's Hepatitis B vaccination. Alphanumeric, 10 characters VaccineShot.date

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]

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 VaccineShot.date

Student Information > Health > Immunizations > Varicella

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

Varicella (Chicken pox) Immunization Date 2 Date of the student's Varicella/Chicken Pox virus vaccination. Alphanumeric, 10 characters VaccineShot.date

Student Information > Health > Immunizations > Varicella

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

Varicella (Chicken pox) Immunization Date 3 Date of the student's Varicella/Chicken Pox virus vaccination. Alphanumeric, 10 characters VaccineShot.date

Student Information > Health > Immunizations > Varicella

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

Varicella (Chicken pox) Immunization Date 4 Date of the student's Varicella/Chicken Pox virus vaccination. Alphanumeric, 10 characters VaccineShot.date

Student Information > Health > Immunizations > Varicella

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

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 VaccineShot.date Student Information > Health > Immunizations > Tuberculosis [BCG]
TB Immunization Date 2 Date of the student's Tuberculosis vaccination. Alphanumeric, 10 characters VaccineShot.date Student Information > Health > Immunizations > Tuberculosis [BCG]
TB Immunization Date 3 Date of the student's Tuberculosis vaccination. Alphanumeric, 10 characters VaccineShot.date Student Information > Health > Immunizations > Tuberculosis [BCG]
TB Immunization Date 4 Date of the student's Tuberculosis vaccination. Alphanumeric, 10 characters VaccineShot.date Student Information > Health > Immunizations > Tuberculosis [BCG]
RSV Immunization Date 1

Date of the student's Respiratory Syncytial Virus vaccination.

Currently reports as blank filler field.

Alphanumeric, 10 characters N/A 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 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 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 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 VaccineShot.date Student Information > Health > Immunizations > Pneumococcal
PCV Immunization Date 2 Date of the student's Pneumococcal Conjugate Vaccine vaccination. Alphanumeric, 10 characters VaccineShot.date Student Information > Health > Immunizations > Pneumococcal
PCV Immunization Date 3 Date of the student's Pneumococcal Conjugate Vaccine vaccination. Alphanumeric, 10 characters VaccineShot.date Student Information > Health > Immunizations > Pneumococcal
PCV Immunization Date 4 Date of the student's Pneumococcal Conjugate Vaccine vaccination. Alphanumeric, 10 characters VaccineShot.date Student Information > Health > Immunizations > Pneumococcal
PPV Immunization Date 1

Date of the student's Pneumococcal Polysaccharide Vaccine vaccination.

Currently reports as blank filler field.

Alphanumeric, 10 characters N/A 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 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 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 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 VaccineShot.date Student Information > Health > Immunizations > Influenza
INF Immunization Date 2 Date of the student's Influenza vaccination. Alphanumeric, 10 characters VaccineShot.date Student Information > Health > Immunizations > Influenza
INF Immunization Date 3 Date of the student's Influenza vaccination. Alphanumeric, 10 characters VaccineShot.date Student Information > Health > Immunizations > Influenza
INF Immunization Date 4 Date of the student's Influenza vaccination. Alphanumeric, 10 characters VaccineShot.date Student Information > Health > Immunizations > Influenza
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 VaccineShot.date Student Information > Health > Immunizations > Human Papillomavirus [HPV]
HPV Immunization Date 2 Date of the student's Human Papillomavirus vaccination. Alphanumeric, 10 characters VaccineShot.date Student Information > Health > Immunizations > Human Papillomavirus [HPV]
HPV Immunization Date 3 Date of the student's Human Papillomavirus vaccination. Alphanumeric, 10 characters VaccineShot.date Student Information > Health > Immunizations > Human Papillomavirus [HPV]
HPV Immunization Date 4 Date of the student's Human Papillomavirus vaccination. Alphanumeric, 10 characters VaccineShot.date Student Information > Health > Immunizations > Human Papillomavirus [HPV]
Other Immunization 1 Type Currently reports as blank filler field. Alphanumeric, 20 characters N/A N/A
Other Immunization 1 Date Currently reports as blank filler field. Alphanumeric, 10 characters N/A N/A
Other Immunization 2 Type Currently reports as blank filler field. Alphanumeric, 20 characters N/A N/A
Other Immunization 2 Date Currently reports as blank filler field. Alphanumeric, 10 characters N/A N/A
Co-curricular Information 1 Currently reports as blank filler field. Alphanumeric, 50 characters N/A N/A
Co-curricular Information 2 Currently reports as blank filler field. Alphanumeric, 50 characters N/A N/A
Co-curricular Information 3 Currently reports as blank filler field. Alphanumeric, 50 characters N/A N/A
Co-curricular Information 4 Currently reports as blank filler field. Alphanumeric, 50 characters N/A N/A
Co-curricular Information 5 Currently reports as blank filler field. Alphanumeric, 50 characters N/A N/A

 

Class Rank/Class Size Logic

  • The Class Size and Class Rank logic is as follows:
    • If the student is enrolled in a Non BIE Montana district and meets one of the following criteria, they will be 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
    • If the student is enrolled in a BIE Montana district, the following logic will be 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.
    • If the student is enrolled in a BIE Montana district, the following logic will be 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
    • If the reported value is greater than 9999, a value of 9999 is reported.

Understanding the Course Transcript Extract

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

Image 4: Course Transcript Extract Editor

Generating 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) which will report data within the extract.
  5. Select which Transcript Year(s) will be reported in the extract. 
  6. Select which Calendar(s) will report data for the extract.
  7. Select an Ad Hoc filter (if desired). 
  8. Determine how the report will be generated:
    • Generate Report - Selecting this will generate the extract immediately in a separate window in the designated format.
    • Submit to Batch - Selecting this will send the extract to the Batch Queue where it will generate 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 Elements

Data Element

Description

Type, Format and Length

Campus Database

Campus Interface

Record Type

The record type being submitted. Always reports a value of TR-CRS. N/A N/A N/A
State Student ID The student's StateID number. Alphanumeric, 10 characters Person.stateID Census > People > Demographics > Student State ID
Student Last Name

The student's last name. 

 

Only reports in the HTML version of this report.

Alphanumeric, 40 characters Identity.lastName Census > People > Identities > Last Name
Student First Name

The student's first name. 

 

Only reports in the HTML version of this report.

Alphanumeric, 35 characters Identity.firstName Census > People > Identities > First Name
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.

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

Alphanumeric, 2 characters Grade.stategrade

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.

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 Transcript.schoolyear

Student Information > General > Transcript > School Year

In Progress Courses:

System Administration > Calendar > Calendar > Year

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 School.name

In Progress: System Administration> Resources > School > Name

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

Course Code

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

  • If 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.
  • If values are null report 5 zeros.

In Progress: Report from the Course the NCES Code

  • If values are null report 5 zeros
Alphanumeric, 10 characters

Transcript.Course.
scedSubjectArea  

 Course.scedCourseID

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

Course > NCES Code

Local Course Code The local course code assigned to the reporting course. Alphanumeric, 10 characters Transcript.coursenumber

Student Information > General >Transcript > Course Number

In Progress Courses:

Course > Course Number

State Course Name

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

 

N/A N/A N/A
Local Course Name The name of the course as posted on the transcript. Alphanumeric, 100 characters Transcript.coursename Student Information > General > Transcript > Course Name
Credit Amount Earned

The amount of credit the student earned for the course.

NOTE: In-progress courses are not reported.

Numeric, 5 characters Transcript.creditsEarned Student Information > General > Transcript > Credit Earned
Course Grade Earned

The grade the student earned for the course.

NOTE: In-progress courses are not reported.

Alphanumeric, 5 characters Transcript.score Student Information > General > Transcript > Current 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 Section.sessionType

Student Information > General > Transcript > Session Type

In Progress Courses:

Course > Section > Session Type

Session Number The session number of the reporting course. Numeric, 2 characters School.sessionNumber

Student Information > General> Transcript > Session Number

In Progress Courses:

Course > Section > Session Number

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. If 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 School.number

System Administration > Resources > School > State School Number

 

Understanding Course Transcript Reporting 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:  

 

 

PATH: 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 tab.

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

PATH: System Administration > Calendar > School Years

The active year is set in the School Years tool.

The student is schedule into a course marked Transcript.

PATH: Scheduling > Courses > Course > Transcript

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

If multiple transcript years are selected, a student will only need 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.

PATH: Student Information > General > Transcript > High School Credit

 

 

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

 

If 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 will display in the extract even if they have not yet been posted to the transcript.

PATH: Scheduling > Courses > Course > Transcript

Courses are marked Transcript on the Course tab.

If 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.

PATH: Scheduling > Courses > Roster Batch Edit > End Date

If 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.

If 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 will display an entry for both (1 for the transcript entry and 1 for in-progress).

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

 

Understanding the Assessment Transcript Extract

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

Image 5: Assessment Transcript Extract Editor

Generating 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 will report data within the extract.
  5. Select which Transcript Year(s) will be reported in the extract. 
  6. Select which Calendar(s) will report data for the extract.
  7. Select an Ad Hoc filter (if desired). 
  8. Determine how the report will be generated:
    1. Generate Report - Selecting this will generate the extract immediately in a separate window in the designated format.
    2. Submit to Batch - Selecting this will send the extract to the Batch Queue where it will generate 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 Elements

Data Element

Description

Type, Format and Length

Campus Database

Campus Interface

Record Type

Describes the type of data record being submitted.

A value of TR-AST is always reported.

N/A N/A N/A
State Student ID The student's StateID number. Alphanumeric, 10 characters Person.stateID Census > People > Demographics > Student State ID
Student Last Name The student's last name. Alphanumeric, 40 characters Identity.lastName Census > People > Identities > Last Name
Student First Name The student's first name. Alphanumeric, 35 characters Identity.firstName Census > People > Identities > First Name
Test/Assessment Name

The extract will report the value in the PESC Test field.

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

Alphanumeric, 60 characters

Assessment.name

Test.pescTest

Student Information > General > Assessment

Assessment > Test Set Up > State Code

Release Pack .1505 +: Assessment > Test Set Up > PESC Test

Subtest

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

  • The PESC Subtest field value is reported.
  • If 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.
  • If 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.
  • If 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

Test.pescSubtest

Assessment > Test Set Up > Code
Other Test Description Current reports blank.  N/A N/A 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 Assessment.date Student Information > General > 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:

Campus Field Reported Value
Scale Score Scaled
Raw Score Raw
Percent Percent
Percentile Percentile
Normal Curve Equivalent NormalCurve
Result Result

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

Alphanumeric, 10 characters Assessment.score Student Information > General > 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 School.number System Administration > Resources > School > State School Number

 

Understanding Assessment Transcript Reporting Logic

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

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:

 

 

PATH: 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 tab.

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

Has at least 1 transcript entry posted with the High School Credit checkbox marked for the transcript year(s).

PATH: Scheduling > Courses > Course > High School Credit

The image below desceribes 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.

PATH: Scheduling > Courses > Course > 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. 
  • If score is on child or parent, only report 1 record per child, parent, date, and score combination. 
  • If score is on child AND parent, report 2 records: 1 for parent score and 1 for child score. 

 

PATH: 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.

If the PESC Test field is set to a value of OtherStateTest, the State Code value is reported. If 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. If a date has not been entered for an assessment, that assessment record will be rejected by the Data Transport System, and the test will not be displayed on the student’s transcript.

PATH: Assessment > Test Setup > Date

PATH: 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.