Manage and Review Transcript - Official Batches

For batches that you created to submit transcripts for students, you can use the History tab on the Transcripts-Official page to review the status of all the batches based on your campus-level permission, review the results of specific batches, and manage batches that have been queued. For example, you can:

• Review the status of all the batches

• Select batches to review the list of students and the status of their approvals for batches that succeeded or were completed

• Cancel batches that have been queued but have not executed and completed yet

• Retry batches that failed

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.

Prerequisites

You must have:

• Common - Processes - View authorization

• Academics - Processes - Batch Transcript - Queue authorization

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 Transcript - Official.

Procedure to Manage and Review

1. Select the History tab.

2. 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. 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 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.

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

4. 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. 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.

5. 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.