Transcripts - Unofficial

You can use the Transcripts - Unofficial page to save student unofficial transcripts as PDF files.

You can create and queue a transcript-unofficial batch. The transcripts can be either:

Enrollment-based

Transcript files are generated based on the enrollment number. A PDF file is generated for each enrollment.
Student-based

Transcript files are generated for each student.

The transcript files are generated and saved in the folder configured for the campus. If this path is different for each campus, the files are saved to the folder of the student's campus.

By default, Anthology Student generates two-column transcripts details. You can generate single-column transcripts using Reports, such as Transcript - Official, Transcripts -Unofficial, and Transcript - Student Based.

For batches that you created to submit transcripts for students, you can use the History tab on the Transcripts-Unofficial page to review the status of all the batches , review the results of specific batches, and manage batches that have been queued.

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 Terms 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.

Prerequisites

You must have:

Common - Processes - View authorization

Academics - Processes - Student Batch Transcript - Queue authorization

Your institution must have already configured:

A default transcript
An output folder for the generated PDF file

The UNC or shared path must be configured as Batch Transcript Print Path under Campus Academic Records Configuration in the following format: //<folder name>/<folder name>.

The output folder must also be accessible, or the transcript will not be generated.

To print transcripts for students who have transcript holds, you must be in a staff group with the Allow User to Override Academic Transcript Hold Group Select the check box to give a staff member permission to override the holds for students in Academic transcript hold groups. check box selected on the Staff page. (Select the Settings tile > expand System > select Staff > select the New button and specify the general information or select an existing staff member in the list > select the Specialized Permissions tile.)

To view the Student GPA column in the generated transcript details of the batch, your institution must have configured Display Student GPA of all enrollments on Transcripts Select this check box to display student GPAs of all enrollments on transcripts. By default, this check box is selected. If you clear this check box, the report does not print the student's GPA as part of the student information on transcripts. check box on the Campuses page. (Select the Settings tile > expand System > select Campuses > add or select a campus > select the Academic Records tile.)

Access Method

Select the Processes tile > expand Academic Records > select Transcripts - Unofficial.

Procedure to Create and Queue Unofficial Transcript Batches

Select the Process tab.

Under Selection Criteria, select or specify the following values.

Campuses The campuses associated with the transcript batch.

Date of Birth The date of birth (DOB) in the format MM/DD/YYYY.

Email The email address.

Enrollment Number The number assigned during enrollment based on the parameters specified by the institution.

Expected Start Date The date the student is expected to start enrollment at your institution. From and To

First Name The first name of the student or person.

Graduation Date The date when the student graduated or is scheduled to graduate from the program version. From and To

Include Transcripts on Hold If you have specialized permission to print transcripts on hold, select Yes to include the students with transcripts on hold. Select No to exclude them. When the Release Only Federally Funded Terms field is set to Yes, the Include Transcripts On Hold field automatically changes to Yes since the school staff member no longer needs override permission to use it.

Last Name The last name of the student or person.

Phone The phone number of the student, person, or agency.

Program Versions The program version associated with the transcript batch.

Release Only Federally Funded Terms If you select Yes for this field, the system only reviewes students who are currently on a transcript hold. The school staff member does not require security permission to override transcript holds.When this field is set to Yes, the Include Transcripts On Hold field automatically changes to 'Yes since the school staff member no longer needs override permission to use it. If you select No for "Release Only Federally Funded Terms", the transcript includes all completed terms.

Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it.

Shifts The shift during which the student will attend classes (such as days or evenings). Shifts are configured by your institution.

SSN The person's Social Security Number (SSN). You must be authorized to work with SSNs.

Student Groups The name of the student group. If you are selecting a group and your institution has configured Anthology Student to limit groups to campuses, you can only select groups for the campus that you are assigned to. If you are selecting a group, it can also be filtered to display groups where you are the owner, public groups, and private groups to which you have been given access.

Student ID The ID assigned to the student in the Anthology Student database. While your institution can assign student numbers in a format that they choose, this ID is associated with a student in the database. It is displayed at the end of the URL when you are working with a student in the Student Web App and can also be used to search and locate students.

Student Statuses The status of the students associated with the transcript batch.

Select Next. Based on the specified filter criteria, the results are displayed and selected by default.

Review the list of students.

Enrollment Number The number assigned during enrollment based on the parameters specified by the institution.

Program Version The program version associated with the transcript batch.

Program Version Code The program version code.

Start Date The first day that the item is effective or can be used.

Student Name The first and last name of the student with whom the transcript will be associated. You can filter the Student search using Student ID as well.

Student Status The status of the students associated with the transcript batch.

Transcript Hold Check marks indicate students who have a transcript hold. This column can be sorted so that you can filter all students who have a transcript hold. If you don't have permission to print transcripts for students on hold, students on hold will not be retrieved and only those students who are not on a transcript hold will be listed in the grid.

Select Queue Transcript.

In Submit Transcript, select or specify the following values.

Batch Name The transcript batch name.

Transcript Type Indicates whether the transcript should be based on student or enrollment: - Student - Organizes the transcript chronologically by term - Enrollment - Organizes the transcript by program version

Select Submit. Anthology Student will create a folder with the specified batch name in the configured path and save all the transcripts to the folder.

Procedure to Review Results

Select the History tab.

Review the status and values for the batches in the list.

Canceled Shows the date and time when the batch was canceled. Blank if the batch was not canceled.

Duration The amount of time it took to process the job or batch.

Last Retry Shows the date and time when the Deleted jobs within the batch were last resubmitted for processing. Blank if a retry has never been requested.

Name The descriptive name of the item.

Started The date and time when the first job within the batch started executing.

Status A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed and ALL job states are Succeeded. Completed indicates all jobs in the batch have been executed and some jobs may be in Succeeded state, but at least one of the jobs is in Deleted state. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled.

Submitted By The name of the staff member who submitted the batch for processing.

Type Select either Student or Group. The Student field is displayed if you select Student as the type. The Group field is displayed if you select Group as the type.

Select the name of the batch in the list. Anthology Student displays the details for the job in the Job Results list.

In the Job Results grid, review the values in the list.

Enrollment Number The number assigned during enrollment based on the parameters specified by the institution.

File Name The name of the file contains the individual student’s transcript. If you select the filename, it opens the file in your PDF viewer.

File Path The downloadable file path to the transcript file. If the batch failed or is in progress, the message, "File not created." will be displayed. If the batch succeeded and the file is created, the download link to the file will be displayed. You can directly download the files using the following format in Windows Explorer: file://<folder>/<folder>. Example: file://myfolder12/BatchTranscript

Job Created The Fractional Routing Number identifies the paying bank and consists of a number in the following format: 12-345/6789. Typically, this number is displayed in the upper right corner of a check.

Job Started Indicates the Actual/Expected charges calculated for each student for the terms specified.

Job Status The status of the job. Enqueued indicates the job is in the queue waiting to be executed. Scheduled indicates the job is scheduled to run at a future time. Processing indicates the job is running. Succeeded indicates the job was completed with no errors. Deleted indicates the job was completed with errors.

Student Name The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization.

If you want to print all of the Transcripts in a batch, select the batch and select the Transcript button on the toolbar. The PDF viewer opens the PDF file containing all of the transcripts.