When generating transcripts, you may find that an expected class isn’t appearing. Transcripts pull data from multiple areas in the site, so it may be complex to determine the cause of the issue. In this article, you will learn which elements in SchoolInsight to check to ensure all necessary classes show on the transcript.

The areas to investigate are as follows:

Grading Periods

A summary grading period is required for a class to appear on transcripts.

To verify if a summary grading period exists:

Go to Main > Grading Periods
Look for Sem #1 and Sem #2 or for Final in the grading periods list

If a summary grading period doesn’t exist, you can create one by following the instructions in this article.

After creating the summary grading period(s), review the Class Settings and Report Cards sections for the additional steps needed to display the class on the transcript.

Grading Scale

A grading scale that is set to calculate GPA and credits earned is required for a class to show on the transcript.

To verify which grading scale a course is using:

Go to Main > Courses > Course - Single Viewbeta
Search and select the desired course
Select the Yearly Data tab
Review the Traditional Scale assigned

To verify the grading scale settings:

Go to Main > Grading Scales
Locate the grading scale
In the Title column, ensure the scale has Used For GPA set to Yes

If the grading scale cannot be set to calculate GPA, this means it has been used in previous years and is locked. Adjusting the grading scale would require making all academic years active. Additionally, changing this setting on a grading scale used over multiple years can have unintended consequences, such as adjusting GPA values in previous years. If you notice a grading scale doesn’t have the correct settings for transcripts but are unsure of how changing the setting will affect your data, please reach out to our support team at support@common-goal.com.

Course Settings

There are several course settings required to show the course’s classes on transcripts.

General tab
- The course should allow for summary grading periods
Yearly Data tab
- A grading scale matching the abovementioned requirements is assigned
- The course is set to show on the report card
- The course is set to count for GPA
- The course is assigned a report card item list with an official grade item

To verify the settings are correct or make updates:

Go to Main > Courses > Course - Single View (beta)
Search and select the necessary course
Select the General tab
Ensure Has summary grading periods is set to Yes
Select the Yearly Data tab
Ensure a Traditional Scale is assigned
Ensure Show On Course Based Report Cards is set to Yes
Ensure Counts for GPA is set to Yes
Ensure a Report Card Item List is assigned

If one of these settings is incorrect, hover over the data and select the icon to make adjustments. Some items may display a message if they are unable to be changed. This means that there is data attached to the item, and it will likely need to be removed in order to adjust the setting. For more questions on the full scope of this change, please reach out to our support team at support@common-goal.com.

Class Settings

A class needs to be linked to a course with correct settings and have a summary grading period to show on the transcript.

To verify class settings:

Go to School Main > Classes/Sections
Select Edit in the row of the needed class
Confirm the class is tied to a Course with correct setup
Confirm in Grading Periods that a summary grading period is associated

If the class is missing a summary grading period, add the grading period to the class. For more information on this, please refer to the following article.

Report Cards

An official report card with a summary grading period is required for transcript generation.

To verify a summary grading period on the report card:

Go to Main > Grade Reporting > Define Report Cards
Ensure at least one report card has Official Grade enabled
Ensure the report card has a summary grading period added

If there is no summary grading period listed, it will need to be added to the report card. For more information on this, please refer to the following article.

If no report cards have an official grade, a new one will need to be created. Please contact support@common-goal.com to talk about what this workflow change will look like.

Report Card Item Lists

A report card item list needs to have one item that is marked official grade to display on a transcript.

To verify that a report card item list uses an item marked as an official grade:

Go to Main > Grade Reporting > Report Card Item Lists
Select report card items on the necessary report card item list
Ensure the list has an item with the Official Grade option set

If there are no report cards items marked as official grade, a new one will need to be added. For more information on this, please refer to the following article.

Historical Grades

Students who have transferred from another school or have a grade record from a different building in the district may have historical grades. A historical grade must be assigned a grading scale set to count for GPA to appear on the transcript.

To verify the setup of a historical grade:

Go to School Main > Grade Reporting > Historical Grades
Search for and select the necessary student
Hover over the historical grade and select the icon to expand the entry
Review the Grading Scale to ensure it matches abovementioned requirements

If you’d like to learn more about entering historical grades, please read the following article.

Transcript Generation

There are transcript settings that can determine which classes appear on generation. Review these settings if classes are still missing after verifying all information above.

First grade level to show on transcripts
- Ensure the grade levels you intend to show are included
Misc. Options
- Select Show Inactive Roster Entries if you would like to show grades for students who exited courses before they ended
- Uncheck Hide Inactive Students if you would like to show students who have exited school

If you’d like to learn more about generating transcripts, please read this article.