Transcript

About Transcripts

Campus Cafe provides a transcript that summarizes the student's academic record. Campus Cafe can produce both an unofficial and official transcript and control access to them via permissions. 

The system provides the ability to set a transcript type (format) for clock-hour academic programs and a transcript type (format) for credit-hour academic programs.

Transcript Type (Format)

Campus Cafe provides various transcript layouts with formats tailored for credit-based academic programs and clock-hour academic programs. 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 checking the Clock Hour Indicator checkbox. Academic programs without this box checked are assumed to be credit based.

Specify the Transcript Type - Default Transcript Type

Campus Cafe allows for two types of transcript defaults - Credit and Clock Hour transcripts, based on the program type.

1. Navigate to Registrar > Reg. Control

2. In the Transcript Format Credit Type box select the format to use for credit-based academic programs

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

4. Click Save

5. Refresh the cache by navigating to Admin > Refresh Data Cache

Specify Transcript Type - Major-based Override

Campus Cafe also allows the ability to set a transcript type based on a specific major. This will override any settings in the Reg. Control screen for the major selected.

1. Navigate to Admin > Majors

2. In the Major Detail page, select the Transcript Format Override from the drop down:

   Open

   

3. Click Save.

Transcript Background Image

Both the unofficial and official transcripts accommodate a 8.5" x 11" background image. Many institutions use the background image of an official transcript to place a watermark such as "unofficial transcript." The background image for the official transcript may have the institution's logo and address in the upper left.

The path of the image is specified in Custom Controls TRANS_IMOF and TRANS_IMAG.

The image itself should be loaded to the corresponding location on the server.

If images are not loading as expected, ensure that the Custom Control TRANS_IMAG, Sequence Number 1, Parameter 10 is blank.

Transcript View Options

TRANS_CUST 1,1 = Y moves the Page X of Y mark to the right, under the Date Printed value. Value N leaves the Page X of Y in center middle:

Open

TRANS_CUST 5,2 = Y moves the Page X of Y up one row in the middle of the transcript (If TRANS_CUST 1,1 = Y, TRANS_CUST 5,2 is ignored).

TRANS_CUST 6,8 = Y hides the Page X of Y and Date Printed lines on the Transcript. If this value is Y, TRANS_CUST 1,1 and TRANS_CUST 5,2 are ignored, and the Page X of Y/Date Printed lines are removed from the transcript.

Landscape Transcripts

TRANS_PAGE 1_1 = Y will set the POST_SECONDARY_TWO_COL_DEF to landscape format.

TRANS_IMUN_LAND sets the filepath for the landscape transcript unofficial background watermark

TRANS_IMOF_LAND sets the filepath for the landscape transcript official background watermark

Transcript Behavior

Campus Cafe provides options to govern 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.

Selected Behaviors

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

Define 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 of the Transcript

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 on Transcript in Header

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 2020) will show in the header. Showing the student's start date (e.g. 9/1/2020) is not supported.

Change Major/Minor Labels on Transcript

Custom control (Admin Menu → Custom Control) TRANSMAJOR defines overriding Major/Minor labels on the transcript. 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 (Admin Menu → 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.

Define How Transfer Courses Appear

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

Define 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 inputted on the Bios screen. To display a different name, use a special activity. This feature can be enabled with the following setup:

Create a Workflow Definition 

1. Navigate to All Users> Workflow Definitions > Select "T- Transcript" as a member > Name your workflow "TRANSNAME" > Add.

2. For the Type, leave blank

3. For the Category, leave blank

4. In Description enter "Transcript Name"

5. Click Save

Create an Activity Tracking Template

1. Navigate to All Users > Activity Tracking Templates > Select "T- Transcript" as a member > Name your template "TRANSNAME" > Add.

2. In Description, enter "Transcript Name"

3. Deselect "Auto-Create Work Flow" which will open up more workflow options below.

4. Select the work flow name called "Transcript Name."

5. Click Save.

Set name on transcript

1. Search for a student 

2. Click Activities > Activities

3. Next to Templates click the magnifying glass

4. Select the Transcript Name activity

5. Click Add New Tracking Group

6. Next to the Transcript Name activity, click the pencil icon

7. Next to Email - Notes click the + icon

8. In the Notes box (the smaller of the two) enter the name to appear on the transcript

9. 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 an Activity Tracking Template

1. Navigate to All Users > Activity Tracking Templates > Select "T- Transcript" as a member > Name your template "TRANSNAME" > Add.

2. In Description, enter "Transcript Name"

3. Keep  "Auto-Create Work Flow" selected which will create the workflow.

4. Click Save.

Set address on transcript

1. Search for a student 

2. Click Activities > Activities

3. Next to Templates click the magnifying glass

4. Select the member T, TRANSADDR Template

5. Click Add New Tracking Group

6. Next to the Transcript Address activity, click the pencil icon

7. Next to Email - Notes click the + icon

8. Expand the Notes box (the smaller of the two) enter the address to appear on the transcript as follows

Tracking Transcripts Requests

There may be a need to generate a log of staff who have viewed or downloaded a student's transcript from Campus Cafe. This log can be found on the "Activities" tab of the student's record. This tracking feature can be enabled with the following setup:

1. Create a Workflow Definition 

   • Go to All Users> Workflow Definitions > Select "T- Transcript" as a member > Name your workflow "Transcript Request" > Add.

   • Select "Document" for the type.

   • Select "Transcript Request" for the Category. 

   • Enter "Transcript" as the Description.

   • Save and back.

2. Create an Activity Tracking Template

   • All Users > Activity Tracking Templates > Select "T- Transcript" as a member > Name your template "Transcript" > Add.

   • For Description, enter "Transcript Recorded"

   • Deselect "Auto-Create Work Flow" which will open up more workflow options below.

   • Select the work flow name called "Transcript Request."

   • Click Save.

3. To ensure that tracking is taking place, test your transcript. 

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

   • Select "Student Degree" > Transcript

   • Select "Add Tracking" and click submit. The student's transcript should download as a PDF.

   • Go back to the student's record, and click the "Activities" tab.

   • Search "Transcript." Now you should see a timestamped record of when you accessed the student's transcript.

Transcript Template Examples