This lesson will guide you through the process of creating a custom transcript configuration (template) and how to use that configuration to generate student transcripts.
Where to Start
1. Click on Grades.
2. Under Transcripts, select Transcript Configurations.
Transcript Configurations Overview
This will take you to a list of current configurations. Configurations can be created by District or by Site.
- Click on the Name (1) of a configuration to review and edit.
- Description (2) provides information about the configuration such as special settings, grades, and criteria.
- Configurations can be assigned to the District or by Site (3).
- Once a configuration has been created, you can Delete (4) the configuration (This is permanent)
- Search (5) for configurations quickly using the quick search bar
- Additional Print Options (6) are available such as MS Excel, Adobe PDF, Word Processor and more within More...
To create a new configuration, select Add Configuration (7).
Add Configuration
- Give your configuration a name (required), it may help to include the academic year.
- Type in a description such as specific criteria, grade levels, students, that this configuration is set for.
- Select a Site - This allows configurations to be set at the District level or for a specific site*.
- To return to the configurations overview or unsave changes, select <Back to List.
Select Submit to save and continue creating the configuration.
*Note: When configuring or editing a Site-specific configuration, you must change the control panel and log into that site.
Setting up a Transcript Configuration
1. The menu at left houses all of the different optional areas to customize on your transcript. It will default to 'District' first.
2. This column is where you actually set up your customizations, each tab will have a different option.
3. This is a preview of your customizations and layout.
4. Save button.
*Make sure to click the Save button after any changes you make!
For the current tab you are editing, this information will be highlighted in yellow on the preview. The District tab allows you to do the following:
- Customize the Font Size
- Upload/Remove a Logo*
*Note: If the configuration is set to specific site, you must be logged into the site via Control Panel to successfully upload the logo)
This data stems from Site Management and Enrollment information.
The School tab allows you to customize Font Size of the school name.
This data stems from Site Management and Enrollment information.
The Student tab allows you to customize Font Size of the student information.
This data stems from Student Demographic Details. For example, Items such as Expected Graduation Date need to be populated here to generate on the transcript.
For some details, you can leverage the use of the Mass Update Tool.
The Grades tab allows you to customize:
1. Font Size of the grade information.
2. Ordering- Do you want grades to show Chronological order or ordered By Department?
3. By checking or unchecking these fields, you can add or remove them from the transcript. You can also drag and drop them for re-ordering.
The Graduation tab allows you to customize Font Size of the graduation information. Also, if Enable Graduation is checked, it will show on the transcript. However, if it is unchecked, it will not show on the transcript.
The HSEE (California) tab allows you to customize Font Size of the graduation information. Also, if Enable HSEE is checked, it will show on the transcript. However, if it is unchecked, it will not show on the transcript.
The Grad Check tab allows you to customize Font Size of the graduation information. Also, if Enable Graduation Check is checked, it will show on the transcript. However, if it is unchecked, it will not show on the transcript.
The GPA tab allows you to customize Font Size of the graduation information. Also, if Enable GPA is checked, it will show on the transcript. However, if it is unchecked, it will not show on the transcript.
Also, under GPA Calculations, you can select which calculation you want to apply to this transcript.
The Immunizations tab allows you to customize Font Size of the graduation information. Also, if Enable Immunizations is checked, it will show on the transcript. However, if it is unchecked, it will not show on the transcript.
The Reports tab allows you to customize Font Size of the graduation information. Also, if Enable Custom Reports is checked, it will show on the transcript. However, if it is unchecked, it will not show on the transcript.
The dropdown menu allows you to search for the custom report you would like added to this transcript.
Any custom reports that have been added to the transcript configuration MUST be shared with the roles that will be printing the transcript in order for the data to display on the generated PDF.
Student ID needs to be a column included in any report linked to a transcript in order for that data to show for students when printed.
The Notes tab allows you to customize Font Size of the graduation information. Also, if Enable Notes is checked, it will show on the transcript. However, if it is unchecked, it will not show on the transcript.
The Layout tab allows you to customize the Orientation (Portrait or Landscape) and the Number of Columns you would like on the transcript.
Using your Transcript Configuration
Click on the Grades tab, and select the transcript you would like to run. Then select a student to run the transcript for.
Once you have chosen a student, select Download PDF. Legacy Transcript is the original version your school site/district used(s). To select custom transcript configurations, click Choose.
1. Select the Transcript you want to use.
2. If you would like Illuminate to remember this choice as your default, click Remember this choice.
3. Click Submit.
Next Steps
For more information on Transcripts see the other lessons in the 'Transcripts/GPA for Admin' manual.
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