About transcripts

A transcript is a student’s official academic record and typically contains a list of classes, credits or clock hours and grades. It may also include information like if the student withdrew, took a leave or graduated.

Administrators, advisors and students can view an official or unofficial transcript in Campus Cafe. You can control who can view transcripts using permissions. 

You can also configure Campus Cafe to produce different looking transcripts for each academic program. You may need this if you offer clock-hour academic and credit-hour academic programs and need a different style depending on the type of program.

Prerequisites

• Create academic programs (majors).

Required permissions

Transcript type (format)

Campus Cafe provides transcript layouts with formats tailored for credit-based academic programs and clock-hour academic programs. The format broadly defines the orientation of the transcript, the number of columns and what pieces of information appear. Example transcripts are available for download at the bottom of this article.

An academic program is specified as clock hour on the major detail page (Admin > Majors) by selecting (check) the Clock Hour Indicator checkbox. Academic programs without this box selected are assumed to be credit based.

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Default transcript type

Campus Cafe allows for two types of transcript defaults: credit and clock hour transcripts, based on the program type. If you don’t specify a transcript type for a specific major, Campus Cafe uses the default you set here.

1. Go to Registrar > Reg. System Control.

2. In Credit Program Format Type select the transcript design to use for credit-based academic programs.

3. In Clock Program Format Type select the format to use for clock-hour-based academic programs.
   
   

   Open

   

4. Click Save.

5. Go to Admin > Refresh Data Cache.

Major-specific transcript type

If you want Campus Cafe to use a specific transcript type for a specific major, you can tell Campus Cafe such. Campus Cafe then uses that design instead of the default one you set in Reg. System Control.

1. Go to Admin > Majors.

2. Next to the major to set the transcript type click the pencil.

3. In Transcript Format Override select the transcript type (design).

4. Click Save.

Transcript background image

Both the official and unofficial transcripts accommodate a 8.5" x 11" background image. Many institutions place their school name, address, seal and registrar’s signature as a background image for an official transcript. For the unofficial transcript, some institutions place watermark that reads “unofficial transcript.”

Upload image

1. Take note of your file name, including the file extension (e.g. schoolseal.png)

2. Go to Admin > Appearance & Student Photos.

3. Under Custom Images click Browse and upload your background image.

Map image to transcript type

1. Go to Admin > Custom Control.

2. In Search enter one of the following

   • TRANS_IMOF for portrait official transcripts.

   • TRANS_IMUN for portrait unofficial transcripts.

   • TRANS_IMOF_LAND for landscape official transcripts.

   • RANS_IMUN_LAND for landscape unofficial transcripts.

3. In each Parameter Value after the \\ enter the name of the file you uploaded.
   
   

   • Parameter 1 controls the background image of the first page of a multi-page transcript.

   • Parameter 2 controls the background image of the inner pages of a multi-page transcript (if transcript > 2 pages).

   • Parameter 3 controls the background image of the last page of a multi-page transcript (last page, or second page on 2 page transcripts).

   • Parameter 4 controls the background image for a single-page transcript.

   • Parameters 5-8 control the background positioning utilizing an x,y comma separated coordinate for the background image. The X coordinate controls the left-right positioning of the background image, with a positive value shifting the image to the right, and a negative value shifting the image to the left. The Y coordinate controls the up/down positioning, with a positive value shifting the image up, and a negative value shifting the image down.

4. Click Save. The change takes effect the next day.

Transcript design options

Besides a background image, you can further control the look and feel of the transcript by setting where certain text elements appear, page numbers and font.

POST_SECONDARY_TWO_COL_DEF options

For the POST_SECONDARY_TWO_COL_DEF type, you can set the below options.

1. Go to Admin > Custom Control.

2. In Search enter the Custom Control.

3. Next to the custom control click the pencil.

4. In the Parameter Value enter your option and click Save.

Set POST_SECONDARY_TWO_COL_DEF to landscape

1. Go to Admin > Custom Control.

2. In Search enter TRANS_PAGE 1.

3. Click the pencil.

4. In Parameter Value 1 enter Y.

5. Click Save.

Transcript behavior

Campus Cafe provides options to control the transcript's behavior, including how it displays transfer courses, treats repeats and displays in-progress course grades. These behaviors are configured in Custom Controls under context Transcript.

Below are common settings, it is not an exhaustive list.

Show majors shown based on degree status

To hide majors based on degree status (e.g. withdrawn) adjust Custom Control TRANS_DGEX.

Move majors to bottom

Moving majors to the bottom of the transcript supports showing more majors and minors than if this information is in the header. To move this information to the bottom of the transcript set Custom Control RG350DB Sequence 1, Parameter 77 to Y.

Show first semester

To show the earliest enrolled semester in the transcript header set Custom Control TRANS_CUST to Y. The description of the semester (e.g. Fall 2024) will show in the header. Showing the student's start date (e.g. 9/1/2024) isn’t supported.

Change major/minor labels

By default Campus Cafe labels the student’s academic program “Major.” You can change this label by adjusting Custom Control TRANSMAJOR. TRANSMAJOR 1,6 must be set to Y for the substitute major/minor labels to be used. If TRANSMAJOR 1,5 and TRANSMAJOR 1,8 are not defined, but TRANSMAJOR 1,6 is set to Y, the minors will appear without a label. Setting TRANSMAJOR 1,6 to N will set all Major/Minor labels to the default, including Minors 2 and 3.

Show degree start date

To show the start date for each degree program (Person Selected > Degrees/Majors > Edit Degree Row > Degree Start Date (May Override)), set the Custom Control TRANS_DATE 1,2 to Y, and RG350DB 77,1 to Y.

Show last date of attendance/re-Entry date

Transcript Formats 4_10 Clock Credit Single Column Subtotals, 4_9 Clock Credit Single Column, 5_1 Clock Credit Single column Attend, 9_1 Clock Credit Single Column Reduced, and 4_7 Post Secondary Single Column can be configured to show a student’s last date of attendance and/or institutional re-entry date.

Last Date of Attendance is calculated for clock hour majors based on the last date that the student attended a class where attendance is marked as taken. Custom Control TRANS_SHOW_LDA can be configured to turn this on or off. If a school does not use attendance, this will not show.

Re-Entry date is tied to Student Term Status codes marked as Re-entry in the Term status codes maintenance table. The status date will serve as the re-entry date printed on the transcript. Custom Control TRANS_SHOW_REENTRYDATE can be configured to turn this on or off.

Control how transfer courses appear

Transfer/test courses are typically grouped under a transfer or test semester. Campus Cafe can be configured to show transfer information related to the original institution's course or your institution's course information.

Configure repeat rules

The transcript itself calculates repeat rules in real time. Repeat rules are based on the below custom controls as well as the repeat rule established on the course itself on the Codes tab.

Set transcript header for degree levels

Transcript header text can be added to a transcript and is defined using the following parameters. The Sequence number indicates the degree level the header will apply to, and the parameter numbers indicate the line and which side the text will appear. Odd numbers will appear on the left side of the transcript, while even numbers will appear on the right side.

Transcript text / transcript notes

There may be a need to place additional text on a specific student’s transcript. Text can be applied multiple ways.

• As part of a status. When applying a status, the status will show on the transcript alongside the status if the status is configured to appear on the transcript. The status text will only show if custom control TRANS_CUST 5-1 , ALWAYS PRINT STAT CODE DESC NOT STAT COMMENT-Y/N? is set to Y

• From a comment on the enrollment in enrollment history if custom control TRANS_CUST 1-5, SUPPRESS ENROLLMENT COMMENTS GLOBALLY? Is set to N. The text will show alongside the specific class.

• From a comment code on the enrollment in enrollment history if custom control TRANS_CUST 3-5, SUPPRESS ENROLLMENT COMMENTS GLOBALLY? Is set to N. The text will show alongside the specific class.

• From an activity tracking template to appear after all enrollments. The workflow and activity must be created under member T:Transcript and called TRANCOMT plus the degree level of the current degree.   For example, if the student's current degree is level 1, the workflow must be TRANCOMT1, if the degree level is 2, the workflow must be TRANCOMT2. The text will show at the bottom of the transcript for the degree level associated with the TRANCOMT record.

• From an activity tracking template to appear prior to transfer courses and enrollments. The workflow and activity must be created under member T:Transcript and called TRANPRE. Add the TRANSPRE template to the student and in notes 1-8 will appear on the transcript prior to any enrollments or transfers.

• From a transcript footnote. Set up in Registrar > Transcript Footnotes. Applied on the student degree screen.

Use different name on transcript

By default, Campus Cafe displays the student's name as it appears on the Bios screen. To display a different name on the transcript, use a special activity. To use this feature, create a special activity as described below then assign it to a specific student.

Create workflow definition 

1. Go to All Users > Workflow Definitions.

2. In Member select T- Transcript.
   
   

3. In Definition Name enter TRANSNAME and click Add.
   
   

4. Leave Type and Category blank (choose one) and in Description enter Transcript Name. Your definition should look like the below.
   
   

5. Click Save.

Create activity tracking template

1. Go to All Users > Activity Tracking Templates.

2. Select the Member T - Transcript.
   
   

3. In Template Name enter TRANSNAME and click Add.
   
   

4. In Description enter Transcript Name.
   
   

5. Uncheck Auto-Create Work Flow so more options appear below.
   
   

6. Scroll down on the screen and in Work Flow Name select T:TRANSNAME:Transcript Name.
   
   

7. Click Save.

Set student’s name to use on transcript

You can use the activity you created for multiple students. When you assign it to a student, you can enter the name that Campus Cafe puts on the student’s transcript. This offers flexibility to show a name that differs from what appears in the student’s record such as a former name or a preferred name.

1. Go to the student’s profile.

2. Go to Person Selected > Activity Tracking.

3. Next to Tracking Group Templates click the magnifying glass.
   
   

4. Select the Transcript Name activity. You can use the search box to quickly find it.
   
   

5. Click Add New.
   
   

6. Next to Texts - Notes click the +.
   
   

7. In Notes (the smaller of the two boxes) enter the name to appear on the transcript and click Save.

Use different address on transcript

By default, Campus Cafe displays the student's Home Address as inputted on the Bios screen. To display a Mailing Address, switch Custom Control TRANS_CUST-5-7 to Y. To suppress the address entirely, set Custom Control TRANS_CUST-5-4 to Y. To print an alternate address on the transcript, use the following setup:

Create activity tracking template

1. Go to to All Users > Activity Tracking Templates.

2. Select the Member T - Transcript.

3. In Template Name enter TRANSADDR and click Add.
   
   

4. In Description enter Transcript Address.
   
   

5. Click Save.

Set student’s address on transcript

You can use the activity you created for multiple students. When you assign it to a student, you can enter the address that Campus Cafe puts on the student’s transcript. This offers flexibility to show an address that differs from what appears in the student’s record such as a former address that you want to keep.

1. Go to the student’s profile.

2. Go to Person Selected > Activity Tracking.

3. Next to Tracking Group Templates click the magnifying glass.
   
   

4. Select the Transcript Address activity. You can use the search box to quickly find it.

5. Click Add New.
   
   

6. Next to Texts - Notes click the +.
   
   

7. Next to Notes click the + to expand the notes.
   
   

8. Enter the address and click Save.

Track transcripts requests

By creating a special activity tracking template, you can record when you generate a transcript. This can be helpful if you want to keep a log of when and where you send transcripts at a student’s request. This way if the student asks when and where you sent a transcript, you can provide the details. The person generating the transcript must follow a special process to track the request; requests are not tracked automatically.

Create workflow definition 

1. Go to All Users > Workflow Definitions.

2. In Member select T- Transcript.

3. In Definition Name enter Transcript Request and click Add.
   
   

4. In Type select Document, in Category select Transcript Request and in Description enter Transcript Request. Your definition should look like the below.
   
   

5. Click Save.

Create activity tracking template

1. Go to All Users > Activity Tracking Templates.

2. Select the Member T - Transcript.

3. In Template Name enter Transcript and click Add.
   
   

4. Uncheck Auto-Create Work Flow so more options appear below.

5. Scroll down on the screen and in Work Flow Name select T:TRANSCRIPT REQUEST:Transcript Request.
   
   

6. Click Save.

Generate and track a transcript request

1. Search for a student who has an enrollment and a transcript. Additional instructions can be found under View Transcripts.

2. Go to Person Selected > Transcript/Grades.

3. Click Tracking Options. Select Add Tracking and optionally in Tracking Send Date enter the date you sent the transcript.
   
   

4. In the Tracking Comment boxes you can enter information about the request such as where you sent it.

5. Click Submit to generate the transcript.

6. To see the request, go to Person Selected > Activity Tracking.

7. Click Expand Filters.

8. In Folder(Member) enter T.
   
   

9. Click Submit.

10. The results below show each time the activity was added, which corresponds to each time the transcript was viewed.
    
    

Transcript type template examples