This lesson provides an overview on importing your student transcript data into Illuminate.
About Transcript Data
Transcript data represents students final grades in coursework. Traditionally, end of semester or quarter grades are provided in the transcript dataset. Progress grades are not a part of this dataset. Only final grades received.
About Importing Transcripts
The transcripts.txt file is used to load final grades for students. For Illuminate Data and Assessment (DnA) and Illuminate Special Education (ISE) your transcripts.txt file does not need to be uploaded regularly. The transcript data does not change frequently so it is not necessary for nightly imports. For Illuminate Student Information (ISI) the transcript data should be imported only with the initial data loads. Any subsequent transcript changes should be managed through the user interface.
The unique key on a transcript record is: Import Student ID, Course ID, Academic Year, Site ID, and Term Name.These five fields together are what constitute a unique transcript record.
- Import Student ID
- Student Last Name
- Student First Name
- Birth Date
- Course ID
- Academic Year
- Site ID
- Term Name
- Student Grade Level
- Final Mark
- Units Attempted
- Units Earned
Import Student ID is the key identifier for this dataset. The Import Student ID should be a unique value for each student. It is not required that the value is the Student Information System (SIS) ID. It is required that for the entire installation the value is guaranteed to be unique. Traditionally, in a single district instance, the Import Student ID is the SIS generated student ID. In installations that span multiple districts, such as a consortium or a county, the Import Student ID is usually the State Student ID because this value is expected to be unique across multiple SIS.
Student Last Name, Student First Name, and Birth Date are actually soft requirements within this dataset. It is expected that every student should have these additional three basic data elements available in this file. In the programs.txt file, these fields are only used to assist in troubleshooting data. Ensuring that the data is available in the file allows for more efficient troubleshooting when reviewing import logs. This data is required to be present in the import file, however, the fields are not imported. These fields are updated only through the studemo.txt import.
Course ID should refer to a course in your courses.txt file. This is the course for which the student received a grade/mark.
Academic Year, Site ID, and Term Name all work together to establish when and where the student completed the course and received the grade/mark.
Student Grade Level identifies the grade level that the student was in when the grade/mark was received.
Final Mark will indicate the grade/mark that the student received in the course in question. Typically, the grades received will be something like: A, B, C, D, F, etc. The grades must exist in the Grade List in Illuminate for successful record import.
Units Attempted and Units Earned serve to identify how many units or credits the student earned for the course. This data is necessary for GPA calculations as well as graduation requirement checks.
If any of the required fields are not provided or if any of the required fields do not align to the designated field types or values, the entire record will not import. Problems with required fields will generate import errors.
Whether or not a field is required refers to basic, minimal operation of the system. With only the required fields your Illuminate installation will work, however, it may not be configured optimally. Additionally, beyond minimal functionality and basic reporting, in an ISI as much data as can possibly be provided should be imported. Many non-required fields are used in basic reports and compliance reporting.
Non-Required, but Highly Recommended Fields
- State Student ID
- Course Short Name
- Site Name
- Work Habits
- Repeat Grade
- Transfer District Name
- Transfer Site Name
- Transfer Course ID
- Transfer Course Name
State Student ID is the students unique identifier for state data reporting. It is used extensively as an alternate identifier for students. It is strongly recommended that this information is provided. In this import this ID is used solely for troubleshooting and student identifying information. It is not updated or imported from this file. It is only updated or importing via the studemo.txt import.
Course Short Name and Site Name are both used as additional identifiers for data that is already represented by IDs. It is helpful data for this dataset.
Work Habits and Citizenship are additional grades that students can receive. Again, these grades must be present in the Grade List in order for successful import.
Repeat Grade is a boolean field which designates the given record as being a repeat course. There is an important distinction here that the record where Repeat Grade is set to 1, that record will be considered the record that is ignored and treated as having been repeated.
Transfer District Name, Transfer Site Name, Transfer Course ID, and Transfer Course Name are used to load transcript records for students where the grades were received out of district. All of these fields are text fields.
- Student Middle Name
- Unique Term ID
- Quarter Number
- Credit Hours
- Dual Enrollment Post-Secondary Site
- Course Part Number
To learn more about available files to import into DnA, visit Optional Datasets.