Partial Transcript Reports

The partial transcript feature provides the option to include only federally funded terms in the student transcript.

Note: A policy by the Department of Education prevents a college or university from withholding a student's transcript for terms in which the student received federal financial aid and paid off the balance for the term, regardless of any holds the student may have on their record. This policy goes into effect on July 1, 2024. To comply with this requirement, Anthology Student 24.2.1 adds the selection criteria option Release Only Federally Funded TermsClosed If you have the transcript hold override permission, you can select Yes for "Release Only Federally Funded Terms". When Yes is selected, the transcript will include only courses from terms or payment periods that were paid with federal funds AND where institutional charges were paid, or arrangements were made for those charges. To include students on transcript hold, you must also select Yes for the “Include Transcripts on Hold” option. If you select No (Default) for "Release Only Federally Funded Terms", the transcript will include all completed terms.

A staff member with appropriate security access can use this option to print a transcript that only includes terms where the student received Title IV, HEA funds for a payment period and all institutional charges have been paid for that period at the time the transcript request is made.

This feature will not be available by default if the institution uses custom transcripts. To implement the partial transcripts logic within custom transcripts, the procedures below must be followed.

There may be two scenarios:

  1. The institution uses the out-of-the-box stored procedure with custom transcripts. In this case, you need to modify only to the custom transcript.

  2. The institution uses custom stored procedures with custom transcripts. In this case, you need to modify both the custom report and the stored procedure.

Complete the Report Changes to modify the custom transcript report and implement the partial transcript option “Release Only Federally Funded Terms.”

Complete Stored Procedure Changes to add logic to include only federally funded terms.

Report Changes

  1. In Visual Studio, open the Transcript report file (.rdl), right-click Dataset, and select Dataset Properties.

    RDL in Visual Studio

  2. In the Parameter tab, add the Parameter Name [@IsOnlyIncludeFederallyFundedTerms]

    Dataset Properties

  3. In the parameter Design form, add Release Only Federally Funded Terms.

    Parameter Design

  4. Right-click the new parameter, and select Report Parameter Properties > Available Values.

    Add the values Yes and No.

    Available Values

  5. In Default Values, select Specify Values and set the value to zero (0).

    Default Values

  6. Navigate to Dataset Properties to find the stored procedure used for the report.

    Dataset Properties

Stored Procedure Changes

If the report uses a custom stored procedure, we need to add a new parameter [@IsOnlyIncludeFederallyFundedTerms BIT = 0] to the stored procedure.

We have created a stored procedure dbo.sproc_Reporting_Admissions_Transcript_FederallyFundedTerms_Get to determine whether a Term/Payment Period is federally funded or not. To pass data to this stored procedure, we must create a temporary table #TermPPBalance outside the stored procedure and then populate it with distinct combinations of AdEnrollID, AdTermID, and FaStudentAYPaymentPeriodID field values associated with student courses.

If @IsOnlyIncludeFederallyFundedTerms =1
 begin
		drop table if exists #TermPPBalance
		create table #TermPPBalance 
        (RecID int identity (1,1)
        ,AdEnrollID int
        ,AdTermID int
        ,FaStudentAYPaymentPeriodID INT
        ,FaAcademicCalendar char(1)
        ,Balance money
        ,Payment Money
        ,Charge Money
        ,IsT4ChargesExists BIT DEFAULT(0)
		,IsT4PaymentExists BIT DEFAULT(0)
        )

		create nonclustered index IdnxtAdEnrollID_AdTermID_FaStudentAYPaymentPeriodID ON #TermPPBalance (AdEnrollID,AdTermID,FaStudentAYPaymentPeriodID)

		insert into #TermPPBalance(AdEnrollID,AdTermID,FaStudentAyPaymentPeriodID)
		select distinct T.AdEnrollID,T.AdTermID,T.FaStudentAYPaymentPeriodID
		from  #transcript T

		exec dbo.sproc_Reporting_Admissions_Transcript_FederallyFundedTerms_Get 

		DELETE tbltranscript
		from #transcript tbltranscript
		inner join #TermPPBalance tblTermPPBalance
			on tbltranscript.AdEnrollID=tblTermPPBalance.AdEnrollID
			and tbltranscript.AdTermID=tblTermPPBalance.AdTermID
		WHERE tblTermPPBalance.Balance > 0 OR IsT4ChargesExists = 0 OR IsT4PaymentExists = 0          
		
        DELETE tbltranscript
		from #transcript tbltranscript
		WHERE ISNULL(tbltranscript.AdTermID, 0) = 0
		
 end

The stored procedure updates the FaAcademicCalendar, Balance, Payment, Charge, IsT4ChargesExists, and IsT4PaymentExists fields in the #TermPPBalance table.

A Term or Payment Period should satisfy three conditions to be considered a federally funded Term or Payment Period:

  1. The balance should be <= 0.

  2. There should be at least one Title IV charge associated with the Term/Payment Period.

    IsT4ChargesExists = 1

  3. There should be at least one Title IV payment associated with the Term/Payment Period.

    IsT4PaymentExists = 1

If a Term/Payment Period does not satisfy the above three conditions, then courses associated with those terms should be removed from being displayed on the transcript.

Note: You can access custom reports only from the Reports navigation panel. The Student Web App uses fixed report names (out-of-the-box reports) from the Process navigation panel.

Dataset Properties