This FAQ page is designed to advise you about what should be in place before generating transcripts within Illuminate.
Note- We highly recommend you set these up in advance and test all aspects at multiple sites to make sure they work as expected before generating official transcripts.
1. Grade Marks
Create (if not already existing) Grade Marks for usage in Report Cards and/or Transcripts. You will set up its weight, points value, whether it will count towards GPA, etc.
For the Help Document on Setting up/Managing Grade Marks click Here.
2. GPA Calculations
A GPA Calculation needs to be created so site users will be able to use/choose that calculation in report cards and transcripts. You can create multiple GPA calculations to suit your needs (e.g. UC, High School Grad, etc).
Be careful and remove unnecessary GPA Calculations that you may be testing.
For the Help document on Creating GPA Calculations, click Here.
3. Course Requirements
Creating a Course Requirement will assist you in tracking student's grad and college entry requirements.In the case of colleges and transcripts, you may be thinking A-G Requirements. In addition to college requirements, your district may have a set of parameters and categories that students MUST meet in order to Graduate (ie. Student must have completed 30 credits of Math before graduating).
Important notes on creating Course Requirements: Once created, site users will be able to use/choose the Course Requirement to print on transcripts and Grade reports. So be careful and remove unnecessary Course Requirement(s) that you may be testing. Also, you can create more than one Grad Check, for example, UC/CSU and District grad checks.
For the Help document on Creating Course Requirements, click Here.
4. Course Verification
Navigation: Login at the district level > Scheduling > Course Management > Course Details > click Search. When courses list appears, click edit next to a particular course.
On this page, ensure all information is accurate, especially:
1. Are Course Credits and Course Max credits set? Are appropriate Variable vs. Static courses set?
2. Is it a Non-Academic Course?
3. Course Equivalency - what are the equivalent courses? For example, if Algebra 100 was formerly called Algebra 1 and before that Algebra 1A, the later courses must be mapped as Equivalents back to the master course Algebra 100. Said another way, all child courses must be mapped under a single master course.
4. Is all information applied to the correct terms?
5. Are appropriate Grade Marks set?
Sample Transcript
DISTRICT and SECONDARY SITE ADMIN: VERIFY THE FOLLOWING
1. Are marks correct? Do they reflect what was set for Grade Marks?
If no: Set the appropriate grade marks. Go to Grades > Setup > Grade Marks.
2. Are the Credits Received (Credits Rec.) correct?
If no: Review the following ...
- Course Requirements - are the appropriate courses included in course requirements and appropriate requirements set?
- Course Details - are the appropriate credits and grades marks set for each course? There is a difference between variable vs. static course credits. A course is either set receiving static credit (e.g 5 credits) or variable (1-? credits per course). How these are set will have an impact on things like total credits, grad requirement, etc.
- Grade Marks - are the appropriate grade marks set?
3. Are Credits Attempted (Credits At.) correct?
4. How do you handle Repeat Courses? Are Repeat Courses addressed correctly on your transcript?
If no:
- Course Requirements - are the appropriate courses included in course requirements? Are appropriate requirements set?
- Courses Details - are the appropriate Equivalent Courses set? For example, if Algebra 100 was formerly called Algebra 1 and before that called Algebra 1A, the later courses must be mapped as Equivalents back to the master course Algebra 100. Said another way, all child courses must be mapped under a single master course.
- Course Logic- Each time a final grade is added or modified, the repeat grade logic is triggered for that course. The system will total the received credits for that course and compare it to the "max credits" value. If the total goes over then the system will attempt to flag the necessary amount of grades for that course to "Is Repeat = Yes" to bring the value below or at the "max credits" level starting with the lowest grades.
So for example If a student take English (5 credits with max credits = 10) and gets: C 5.0 credits D 5.0 credits
And then takes it one more time (which would make the total 15 credits) and gets: A 5.0 credits
The D will be marked as repeat and the student will end up with an A and a C. Repeat grades do not count towards Course Requirements and are optionally included in GPA calculations.
5. Are the Courses tied to the correct term?
6. Have equivalency courses been set appropriately?
OVERALL: Is your transcript data accurate? Have you thoroughly reviewed your transcript?
Please review any issues or concerns with Illuminate Support asap.