Transcript - Official

You can use the Transcript - Official report to generate the transcripts for one or more students that are official and organized by program that includes only completed terms and courses. The official transcript contains all the coursework completed at your institution and contains all the grades for all enrollments.

The criteria you specify filter the data in the report. For example, if you select a specific campus and all program versions, you will only retrieve records for the students at that campus for program versions at that campus.

You can use this report to generate single-column transcripts. To generate two-column transcripts, you must use either Processes such as Transcripts, Transcripts Request Outbound, or use custom two-column transcripts. For more information, refer to System Administration.

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.

If you frequently generate reports with the same selection criteria, you can save the selection criteria under a name. This makes it easier to regenerate the report with the same settings in the future.

Prerequisites

You must have:

Common - Reports - View authorization

Either Reports - Academic Records - Transcript - Official or Academic Records - All Reports authorization (All Reports provides authorization to view all reports for Academic Records.)

To view the Student GPA column in the generated Transcript - Official report, your institution must have selected 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. on the Campuses page (Select the Settings tile > expand System > select Campuses > add or select a campus > select the Academic Records tile.)

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 the 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 configure the timeout duration for the Export to Excel button, your institution must have configured Export to Excel Timeout in Seconds Enter the Timeout Value in seconds (0-900) for all the SSRS Export to Excel. The timeout duration for PDF export has been extended from 15 minutes. The timeout duration for the SSRS Report Timeout has been extended from 20 minutes. under Settings > System > General.

Access Method

Select the Reports tile > locate Academic Records > select Transcript - Official.

Procedure to Generate the Report

Specify the data selection criteria.

Campuses The campus where the student or students were enrolled.

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

Email The email address of the student, person, or organization.

Phone Phone number associated with the record. The format depends on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens).

Program Versions The program version associated with the student or item.

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.

Enrollment Number The number or ID assigned during enrollment based on the parameters specified by your institution. The next student to enroll will be assigned an enrollment number that is one greater than the number entered here. Anthology Student automatically increments the enrollment numbers as numbers are assigned to students.

Expected Start Date This field represents the student's expected first day of attendance. It is used for planning and reporting purposes. The value may differ from the actual start date if the student delays or defers. The field is often auto-populated based on the Version Start Date selected during application entry. It can also be manually adjusted during enrollment setup. From and To

First Name The first name of the student. staff member, or other person.

Shifts Select shifts associated with the students. Only students who are associated with the selected shifts will have statements generated.

SSN The Social Security Number (SSN) or an equivalent value associated with the person. You must be authorized to work with SSNs. If the SSN format is defined for the country selected in the profile, this field will display the appropriate input mask to specify a value. You can specify free-form text values (maximum 30 characters) in this field if there is no SSN format defined for the selected country.

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

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 staff member no longer needs override permission to use it.

Last Name The last name of the student, staff member, or other person.

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 ID to Print Indicates whether you want to include the Student ID, Social Security Number, Enrollment Number, or None. Note: The ID is printed for each student selected for the report. Most reports have all three student IDs available to print on the report. The SSN is required on some reports. You must be authorized to view social security numbers (SSNs) and to select SSNs in the list. Reports about leads (prospects) do not have an Enrollment ID. The ID selection is not used for reports that do not list individual students.

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.

Load Saved Criteria Select the saved criteria you want to load in the selection criteria fields.

Student Statuses The code and name of the school statuses. School statuses are also referred to as student statuses. These statuses are defined/configured by the institution.

Take the appropriate action.

Task	Action to Take
View the report	Select the View Report button. Anthology Student displays the generated report.
Export the report	Select the Export to Excel button. Anthology Student displays the Export Report Data dialog. Review, specify, or change the Export File Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).. Select the Export button. Anthology Student exports the generated report as a CSV file, which may be viewed in Excel. In some cases, the exported file will contain additional data not displayed in the report on your screen. If you entered special characters like *, -, !, (, or ) in the report fields, Anthology Student automatically prepends an apostrophe to those field values upon export to Excel or CSV. The apostrophe is added to reduce vulnerability, as these characters are perceived by Excel as an actionable formula. Once the report is exported to Excel, Anthology suggests using find and replace on the characters only if necessary to restore original values.
Save the selection criteria	Select the Save Criteria button. Anthology Student displays the Save Criteria dialog. Specify the name to save the criteria. Select the Save button. Anthology Student saves the selection criteria for the report.
Delete the selection criteria	Select the Delete Saved Criteria button. Anthology Student displays the Delete Criteria dialog. Select the Delete button. Anthology Student deletes the selected saved criteria for the report.

You can also save to a student group. For more information, refer to Create or Update a Student Group Using a Report.

Example

You can include the specified criteria to generate transcripts for one or more students.

Action You Want to Take	Criteria to Use
Display a transcript for one student	Campus The campus where the student or students were enrolled. Date of Birth The date of birth (DOB) in the format MM/DD/YYYY. Email The email address of the student, person, or organization. Enrollment ID The number or ID assigned during enrollment based on the parameters specified by your institution. The next student to enroll will be assigned an enrollment number that is one greater than the number entered here. Anthology Student automatically increments the enrollment numbers as numbers are assigned to students. First Name The first name of the student. staff member, or other person. 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 staff member no longer needs override permission to use it. Last Name The last name of the student, staff member, or other person. NULL When selected for a criteria field, specifies that all items, even those that have no value in the database, will be included in the report. The default is selected. You must remove the check to edit or specify a value in the corresponding field. Phone Phone number associated with the record. The format depends on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens). SSN The Social Security Number (SSN) or an equivalent value associated with the person. You must be authorized to work with SSNs. If the SSN format is defined for the country selected in the profile, this field will display the appropriate input mask to specify a value. You can specify free-form text values (maximum 30 characters) in this field if there is no SSN format defined for the selected country. 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 ID to Print Indicates whether you want to include the Student ID, Social Security Number, Enrollment Number, or None. Note: The ID is printed for each student selected for the report. Most reports have all three student IDs available to print on the report. The SSN is required on some reports. You must be authorized to view social security numbers (SSNs) and to select SSNs in the list. Reports about leads (prospects) do not have an Enrollment ID. The ID selection is not used for reports that do not list individual students. Student Num 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.
Display transcripts for multiple students	Campus The campus where the student or students were enrolled. Expected Start Date This field represents the student's expected first day of attendance. It is used for planning and reporting purposes. The value may differ from the actual start date if the student delays or defers. The field is often auto-populated based on the Version Start Date selected during application entry. It can also be manually adjusted during enrollment setup. From and To Graduation Date The date when the student graduated or is scheduled to graduate from the program version. From and To NULL When selected for a criteria field, specifies that all items, even those that have no value in the database, will be included in the report. The default is selected. You must remove the check to edit or specify a value in the corresponding field. 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 staff member no longer needs override permission to use it. Program Version The program version associated with the student or item. School Status The Financial Aid task is for staff members who need to be aware of transfers to correct or adjust the financial aid packaging, billing, and outstanding balances. Shift Select shifts associated with the students. Only students who are associated with the selected shifts will have statements generated. Student Group The name of the student group. If your institution has configured Anthology Student to limit groups to campuses, you can only select groups for the campus to which you are assigned. The list can also be filtered to display groups where you are the owner, public groups, and private groups to which you have been given access.

Action You Want to Take

Criteria to Use

Display a transcript for one student

Campus The campus where the student or students were enrolled.

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

Email The email address of the student, person, or organization.

Enrollment ID The number or ID assigned during enrollment based on the parameters specified by your institution. The next student to enroll will be assigned an enrollment number that is one greater than the number entered here. Anthology Student automatically increments the enrollment numbers as numbers are assigned to students.

First Name The first name of the student. staff member, or other person.

Last Name The last name of the student, staff member, or other person.

NULL When selected for a criteria field, specifies that all items, even those that have no value in the database, will be included in the report. The default is selected. You must remove the check to edit or specify a value in the corresponding field.

Phone Phone number associated with the record. The format depends on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens).

Student Num 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.

Display transcripts for multiple students

Campus The campus where the student or students were enrolled.

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

Program Version The program version associated with the student or item.

School Status The Financial Aid task is for staff members who need to be aware of transfers to correct or adjust the financial aid packaging, billing, and outstanding balances.

Shift Select shifts associated with the students. Only students who are associated with the selected shifts will have statements generated.

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

Details for the Report

Area	Details
Organization	If for multiple students, each student begins on a new page. The report is sorted alphabetically by student name. At the end of each program, a summary line is displayed that includes the description of the program, total credits attempted, total credits earned, and cumulative GPA. * End of Transcript * is displayed at the end of the transcript for a student. The legends are displayed in the footer section as: *Retaken Course, RRetaken Override, #Pass/Fail Course, +Associated Course. Not official unless signed by the registrar is displayed in the footer on every page. There is a signature line on the last page so that the Registrar can sign and add the seal.
Report values	The transcript description is displayed for the Program if a value for Transcript Description was specified for the program version on the Program Version dialog in Anthology Student (Select the Configuration tile > expand Academic Records > select Programs.). Otherwise, the value for Version Description in the dialog is displayed in the transcript. The code published in the catalog is displayed for the course if a value was specified for Published Code for the course on the Course Code Setup dialog in Anthology Student (Select the Configuration tile > locate Academic Records > select Course Types.). Otherwise, the value specified for the Code is displayed in the transcript.

Area

Details

Organization

If for multiple students, each student begins on a new page.
The report is sorted alphabetically by student name.
At the end of each program, a summary line is displayed that includes the description of the program, total credits attempted, total credits earned, and cumulative GPA.
*** End of Transcript *** is displayed at the end of the transcript for a student.
The legends are displayed in the footer section as: **Retaken Course, R*Retaken Override, #Pass/Fail Course, +Associated Course.
Not official unless signed by the registrar is displayed in the footer on every page.
There is a signature line on the last page so that the Registrar can sign and add the seal.

Report values

The transcript description is displayed for the Program if a value for Transcript Description was specified for the program version on the Program Version dialog in Anthology Student (Select the Configuration tile > expand Academic Records > select Programs.). Otherwise, the value for Version Description in the dialog is displayed in the transcript.
The code published in the catalog is displayed for the course if a value was specified for Published Code for the course on the Course Code Setup dialog in Anthology Student (Select the Configuration tile > locate Academic Records > select Course Types.). Otherwise, the value specified for the Code is displayed in the transcript.