About Transcripts

Transcripts are the official academic record for a student and show classes, grades, etc.

Campus Cafe supports an unofficial transcript and an official transcript.

Prerequisites

• Select a transcript format (design).

• If students can generate a transcript, add a link to the transcript on the student portal (entry page).

• Set up whether accessing transcripts is tracked.

• To permit batch generation of transcripts:

1. Go to Admin > Custom Control.

2. In Search enter TRANS_PDF.

3. Click the pencil.

4. In Parameter Value 6 enter Y.

5. Click Save.

6. Go to Admin > Refresh Data Cache.

Required permissions

View transcript as administrator

Faculty and staff can see a student’s transcript and, depending on their permissions, may select the information to appear on it.

1. Go to the student’s profile.

2. Click the Student Degree tab.

   Open

   

3. Click Transcript.

4. For an official transcript, select Is Official. For an unofficial transcript, don’t select this option.

5. Optionally, select Use Internal Status Codes to display semester status codes indicated as internal codes. For example, your institution may always show Dean’s List on a transcript but a transcript notation indicating a disciplinary suspension is only shown to staff with this permission.

6. Some transcript designs also support selecting whether to show the student’s phone number or SSN.

7. Some transcript designs also allow you to set a End Date Filter. Classes starting after this date won’t show on the transcript.

8. Optionally, select Degree Level Print Overrides. You may wish to do this if the student has participated in multiple academic programs at your institution but wants a transcript showing only the coursework related to one program.

   • By default for a clock-hour transcript, Campus Cafe shows a transcript with the current degree and its enrollments only. To show a past degree, select an alternative degree and its enrollments.

   • By default, for a semester-based transcript, Campus Cafe shows all degrees and enrollments except degrees with statuses set to suppress in custom control TRANS_DGEX (see how). Select an override to show the specific degree level and associated enrollments only.

9. Optionally, record that you viewed/generated this transcript. This is helpful if a student later asks when you sent a transcript to someone. Click Tracking Options and select Add Tracking. Tracking will only be recorded if the proper workflow and activity has been established (see how).

10. Optionally, put text at the top of the transcript, such as the name and address where you’re sending the transcript. Click Tracking Options, select Add Tracking and enter Tracking Comments 1-8.

11. Click Submit. The transcript opens as a PDF.

Batch transcript generation

You can generate a group of transcripts.

1. Go to Filters > Students.

2. Enter your filters or upload student ID numbers using the Add IDs to filter.

3. Click Submit to return your students.

4. Above the results, click Transcripts and select for Page or For All, depending on if you want to generate transcripts only for the students shown on your screen or for all the students in the results.

5. Select your transcript options. See documentation above under view transcript as administrator for details on options. Transcripts generate as a single .PDF file.

View transcript as student

Students typically do not have access to an official transcript. Some schools opt to place a link to the unofficial transcript in the student portal.

1. From the student portal, select the transcript option.

2. Select your transcript options. See documentation above under view transcript as administrator for details on options.

3. Click Submit.