When generating transcripts, you may find that a class has an unexpected credit value. Transcript data pulls from multiple areas in the site, so it may be complex to determine how the credit value is set. In this article, you will learn which elements in SchoolInsight to check to determine how a credit value is being generated.

The areas to investigate are as follows:

If, after reviewing these sections, you have further questions about how adjusting these elements will affect your data, please reach out to our support team at support@common-goal.com.

Course Settings

Credit value is set on the course. Credit value is yearly, so you will need to switch to the correct academic year to see the value.

To verify course settings:

Go to Main > Courses > Course - Single View (beta)
Select the correct Academic Year
Search and select the necessary course
Select the Yearly Data tab
Review the Credits value

Modifying the credit value on a course will affect all students in that academic year. If you want to correct the credit value for a single student, it is recommended to look through the other sections of this article that cover scenarios with a smaller impact. If credit value is incorrect, you can edit it by hovering over the data and selecting the icon.

If you make any course updates, review the GPA section for additional steps to generate the new credit value on the transcript.

Class Settings

There are two factors on the class that impact credit value: the credit value assigned and the class grading periods.

To verify the class setup:

Go to School Main > Classes/Sections
Find the necessary class
Verify Grading Periods and Options columns

Here, you can see the credit value. If the credit value has been overridden, it will display an * next to the value. Modifying the credit value will change the value for all students in the class. If you just want to change the value for one student, it is recommended to look through the other sections of this article that cover scenarios with smaller repercussions. If the credit value has been overridden to an unexpected value, select edit on the class to adjust.

If the credit value on the transcript is half of what you expect, the next step is to check the setup of the summary grading periods for the class. These steps can vary depending on if it is a single semester or full year class.

For single semester classes, the issue may be that the class has two summary grading periods instead of one. For example, a cooking class only occurs in semester one but has the grading period semester one and semester two assigned. In this scenario, the system is dividing the credit on the class between the two summary grading periods, halving the overall credit value. If this is the case, edit the class and select change grading periods to remove the incorrect summary grading period. This will cause the full credit value to be allocated to the single remaining summary grading period.

For full year classes, the issue may be that the course or class credit value was set for a one semester time frame instead of a full year time frame. In this case, if the class runs all grading periods across all class sections, you will need to update the Course Settings. If only this class section is being updated, you will need to edit the class and Override the credit value.

If you make any class updates, review the GPA section for additional steps to generate the new credit value on the transcript.

Class Enrollment

A transcript credit value can be impacted by a student's roster exit date. If the student is in a year long class and then drops out at the semester with a report card grade, the system will halve the credit value. This is to match the time frame they were in the class.

To verify a student’s roster exit status:

Go to School Main > Students - Single-view (beta)
Search and select the necessary student
Select the Scheduling tab and then the Rosters subtab
Locate the class
Check the exit date on the class
1. Note: For Missouri, this will be the next school day after the student left the class

If the student should be receiving full credit, this will require removing the exit date from the class and entering in a grade for the second summary grading period. Depending on the state, this may require state files to be resubmitted to indicate that the student was taking the class during this time frame. If you have questions on this, please contact our support team at support@common-goal.com for more information. If you do decide to remove the exit date, please refer to the following article for more information on how to add the report card grade.

If you make any class enrollment updates, review the GPA section for additional steps to generate the new credit value on the transcript.

Student Report Card Grade

A student's credit value is affected by the passing status of the report card grade. The passing status determines if the student gets credit.

To verify a course grading scale:

Go to Main > Courses > Course - Single View (beta)
Select the correct academic year
Search and select the necessary course
Select the Yearly Data tab
Review the Passing column on the grading scale

Once you have the grading scale values, cross reference those with the students grade to determine their passing status.

To verify the student’s grade:

Go to School Main > Students - Single View (beta)
Search and select the necessary student
Select the Grades tab and then the Report Cards subtab

If necessary, adjusting the grade will require marking the report card grading period active. For more information, please refer to the following article.

If the student has a special grade code, check if the code counts for credit or is a passing grade.

To verify the special grade code:

Go to Main > Grade Reporting > Special Grade Code
Find the necessary code and view the columns Counts for Credit and Passing

Modifying the special grade code will alter the credit value for all other student grades using this code, causing a potential change over multiple academic years. If you do not want to impact other students, our recommendation is to inactivate the current special grade code and create a new one. For more information on creating a new special grade code, please refer to the following article. If the special grade code is incorrect, you can adjust a special grade code by selecting edit on the code.

If you make any grade updates, please review the GPA section for additional steps to generate the new credit value on the transcript.

Historical Grade

For transcript grades tied to historical grades, it is important to review the historical grade setup to understand where the credit is being pulled from.

To verify the historical grade:

Go to School Main > Grade Reporting > Historical Grades
Search for and select the necessary student
Find the grade

If the Linked to Course value has a green , then the credit value is based on an existing course. In this scenario, if the course has the incorrect value for all students, please refer to the Course Settings section for more information. If the credit value is incorrect for just this student, hover over the course and select the icon to edit. This allows you to override the course's credit value for only this student.

If the student only took one semester of the linked full year course, but is receiving full credit, you should adjust the grade value in the appropriate summary grading period. This will halve the credit value on the transcript. This can be done done by hovering over the historical grade row and selecting the icon. You will need to mark the unneeded summary grading period as “Not Enrolled/Withdrawn”.

If Linked to Course is not the green , that means it is not linked to an existing course, allowing you to change the credit value directly on the historical grade. This can be done by hovering over the historical grade row and selecting the icon.

If you make any historical grade updates, review the GPA section for additional steps to generate the updated credit value on the transcript.

GPA

After making changes to update the credit value, GPA needs to be recalculated to display the new value on the transcript.

To recalculate GPA:

Go to School Main > Grade Reporting > GPAs
Select Calculate GPA
For Which timeframe?, select All cumulative, yearly, and summary grading period GPAs
Click Calculate GPA