Academic Records

The academic records tools allow you to view student transcripts, review GPA calculations, and maintain the integrity of academic data. The primary tool is the Transcript view, which provides a comprehensive view of a student's academic history.

Viewing a Transcript

Searching for a Student

1. Navigate to the Transcript page.
2. In the search box, type at least 2 characters to search by student name or number.
3. Results appear in a table showing student number and name.
4. Click View Transcript to load that student's academic record.

If you arrive at the transcript page via a direct link (e.g., from a student detail page), the transcript loads automatically.

Transcript Layout

The transcript displays:

Cumulative Summary

A summary bar at the top shows the student's overall academic standing:

Metric	Description
Total GPA Credits	Credit hours that count toward the GPA, across all terms. Pass/fail, audited and withdrawn credits are excluded, so this is usually less than credits earned
Total Credits Earned	Total credit hours the student has successfully completed, pass/fail included
Total Quality Points	Total quality points earned (credits x grade points)
Cumulative GPA	The overall grade point average, highlighted for emphasis

Term-by-Term Detail

For each term in the student's history, the transcript shows:

Course table:

Column	Description
Course	Course code (e.g., ENGL 101)
Title	Course title. If credit type indicators are enabled, a tag shows CBE (Credit by Exam), PLA (Prior Learning Assessment), or REM (Remedial).
Attempted	Credits the student registered for. This is the full credit value, so the column sums to more than the term's GPA Credits whenever a pass/fail or withdrawn course is present
Earned	Credits earned (shown only for terms with grades)
Grade	Letter grade received, color-coded by grade level
Quality Pts	Quality points (credits x grade points)

Non-traditional credits section:

If the system setting for non-traditional credit display is enabled, courses that are Credit by Exam, PLA, or Remedial are displayed in a separate section under each term with a dashed border.

Term summary:

Metric	Description
GPA Credits / Credits Earned	The term's GPA denominator and the credits it earned. For a term with no grades yet, a single "Term Credits" figure shows registered credits instead
Term GPA	GPA for the term
Cumulative Credits	Running total of credits earned
Cumulative GPA	Running cumulative GPA through that term

For future terms (terms where the student is registered but grades have not been posted), the transcript shows registered credits without grades or GPA.

Degrees Conferred

Each of the student's graduation records is listed under Degrees Conferred, in date order, with:

• the degree name and code;
• Major -- the major it was conferred in, when known;
• Date Conferred;
• Honors -- the Latin honor and any other honors, and "With Honors" where it applies.

A double major has one graduation record per Colleague credential, so it shows here as the same degree twice, once for each major (migration 301).

Transcript Actions

The header provides several action buttons:

• Back to Student -- Return to the student's detail page.
• Degree Audit -- Navigate to the student's degree audit to check progress toward degree completion.
• Print Unofficial -- Print the transcript with an UNOFFICIAL watermark across every page. Everyone who can open the transcript has this, students included.
• Print Official -- Print the official transcript, with no watermark. Shown only to roles holding the Official Transcripts permission (GRADING.TRANSCRIPT.OFFICIAL) -- initially the Registrar and superusers.
• Clear -- Clear the current student and return to the search.

Official transcripts

Print Official asks the server for the transcript rather than printing what is on screen, and the server does two things first:

• Checks transcript holds. If the student has an active hold that withholds transcripts (Colleague's "Transcripts - Loans/Collection", "Transcripts - Tuition Balance" and "Transcripts - Student Fin"), the official transcript is refused with a message naming the hold. The hold does not affect the on-screen transcript or the unofficial printout.
• Logs the issuance. Every official transcript produced is recorded -- the student, who issued it, and when -- in records.transcript_issuances. The number printed in the header is that record's number.

Only the button produces an official copy. Printing from the browser's own menu (Ctrl+P) always prints the unofficial, watermarked version.

To let another role print official transcripts, grant it Official Transcripts under Grading > Transcripts in Role Permissions.

What is and is not on the official record

Two rules decide what appears on a transcript, and both are recent.

Cancelled and dropped enrollments are off the record, not deleted

Migration 243 separated two questions that had been answered by one predicate:

• What belongs on the official record? Cancelled and dropped enrollments do not.
• What occupies a seat? A different question, with a different answer.

So a cancelled enrollment still exists, is still auditable, and still appears in registration history — it simply is not part of the academic record. Colleague's own status is carried in colleague_stc_status, and grade X in its legend means "class deleted", not a mark.

section_status_id is not a reliable indicator here: 91 duplicated ODS sections make it disagree with reality. Judge an enrollment by its own status.

Non-credit completions count toward requirements

Migration 244 brought Colleague's non-credit completions onto the record (records.student_noncredit_completions), and they can satisfy requirements even though they carry no credit. If a degree audit shows a requirement met by something that does not appear in the credit totals, this is why.

Withheld final grades

A final grade can be withheld (migration 232), and a withheld grade is not published — including to any connected LMS. Grade passback publishes a final grade only when its latest change is Colleague-sourced or a registrar release covers it; see Grade Release.

Campus on the record

Migration 253's neighbours added the campus a course was taught at to the student record, so a multi-campus student's history shows where each course was taken.

GPA Formatting

GPA values are displayed using the number of decimal places configured in system settings (the GPA_DECIMAL_PLACES setting). This ensures consistent GPA display across the entire system.

Print Layout

When printing a transcript, the system generates a print-optimized layout that includes:

• Institution header -- Official institution name, address, phone, fax, email, and logo.
• Document title -- "Official Transcript" or "Unofficial Transcript". An official transcript also prints its issue date and issuance number.
• Compact formatting -- Reduced spacing and font sizes to fit more terms per page.
• Term sections -- Each term section avoids page breaks within itself when possible.
• Hidden UI elements -- Action buttons and search fields are hidden in print output.

The paper size is controlled by the PAPER_SIZE system setting and can be set to Letter (8.5" x 11"), Legal (8.5" x 14"), A4, or A3.