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Transcript templates

Learn how to build transcript templates

Cláudia Duarte avatar
Written by Cláudia Duarte
Updated over 10 months ago

In Full Fabric, as in higher education, a transcript is the official school record of a student's academic activities and performance for a given class including items like courses taken, grades earned, credits received, degrees awarded, and others.

A transcript template like a letter template is the base document which contains the merge fields for the student's transcript information.

What are transcript templates?

As with letters (if you're familiar with that module), all academic transcripts derive from standardized templates, which, in turn, start out as MS Word documents that you must upload onto Full Fabric. For the content of these .docx files to be correctly read, understood, and populated by the system, it must be structured in a specific way and use MS Word merge fields.

Merge fields

Merge fields are placeholders for the unique student data stored in Full Fabric that you want to add to the transcripts, such as someone's final grade for a course, the names of their courses, etc. Upon generating a transcript, the merge fields are automatically populated with the correlating data for that profile. Merge fields are inserted inside the MS Word document through Word's Mail Merge feature.

Please read this article to learn about all the possible merge fields for profile information and more.

To learn how to insert a merge field into a Word document, please come here.

Transcript template example

Here's an example of the transcript template with the merge fields.

Printed student transcript

Here's an example of the printed student transcript with the merge fields populated with the student's transcript data.

Transcript template merge fields

Here's a list of the merge fields that you can choose to include in a transcript template.

Course specific merge fields

These merge fields contain information of each course registration and can be added within the merge field loop for courses.

Please read this article to learn how to apply filters to the courses merge field loop so that you can produce a list of courses which match a certain criteria e.g. courses for a specific course category or course registration state.

courses:each(course)

course:endEach

Combined, these two show the list of courses a student has taken, as explained and demonstrated in the previous topic.

=course.name

Shows the Subject name.

=course.code

Shows the Subject code.

=course.final_grade

Shows the final grade for a course.

=course.grades

Shows the final and partial grades for a course.

=course.partial_grades

Shows all partial grades for a course, separated by a comma (,). For example: 15, 20, 12.

=course.category

Shows the course category of the course

=course.custom_transcript_name

Shows the custom transcript name instead of the standard name (provided that, in the Course details area of the academic calendar, you picked Yes under Allow custom transcript course name – more information here). Especially useful for project-centered courses, because it allows you to display the name of each student's individual project, such as the name of a thesis.

General transcript merge fields

These merge fields contain information about the transcript in general.

SUBSTITUTION TAGS

DESCRIPTION

=programme.name

Shows the name of the programme.

=class.name

Shows the name of the class.

=curricular_grade

Shows the student's final grade for the program – in other words, the average of the marks obtained in each course, automatically calculated by the system (provided that the grade was set to be quantitative and include partials, as well as to be displayed in the transcript as an average).

=final_grade_percentage

Same as =curricular_grade, but as a percentage (provided that the grade was set to be quantitative and include partials, as well as to be displayed in the transcript as a percentage).

=credits.total_awarded

Shows the total number of credits that the student has been awarded for the entire program.

=credits.total_registered

Shows the total number of credits that the student registered for the entire program.

=credits.total_required

Shows the total number of credits required for graduation for the entire program.

=degree_class

Shows the Degree class that the final course grade corresponds to (for instance, Excellent, Satisfactory, Not Satisfactory, etc., as defined in the study plan).

Uploading a transcript template to Full Fabric

So you created your Word document, formatted it to look all nice and pretty, added some merge fields, and deemed it ready to go live. Fantastic! 👏 To upload a transcript template to Full Fabric, simply do as follows:

1) Click the gear at the top right-hand corner and choose General settings

2) Navigate to Documents and then to Transcript templates

3) Press the Create a new template button at the top-right corner

4) Title the template under DESCRIPTION

5) Tap Choose file to select the file to upload

6) Once all is said and done, click Create template

You'll be automatically redirected to the TEMPLATE DETAILS area, where you can determine the settings of your template. We'll discuss it below.

Accessing your school's list of transcript templates and editing an existing template

if you want to see the list of transcript templates of your school and edit one of them, it's quite easy!

1) Click the gear at the top right-hand corner and choose General settings

2) Navigate to Documents and then to Transcript templates

3) Press the gear at the end of whichever row belongs to the template you want to access

The settings of a template comprise two tabs: Details and Schema.

Let's start with Details:

About the control to Show references for courses which do not count towards final grades and credits?, it gives you the option to either hide the and * symbols from transcripts or use them to signal final grades and credits, respectively.

The next field, Allow Students to download this transcript template?, lets you decide whether or not you want to make that particular template available for download to students. No is selected by default, but when switched to Yes, students will see a button to Download transcript on the top-right corner of their Transcripts page.

Finally, Only Include Units lets you specify which courses you want to display in the transcript by default: courses which have published grades, courses which have a final grade, courses which count towards the final grade, and/or courses which the student has passed. The same choice is also offered when printing a transcript individually.

To delete a transcript, click the X next to it in the transcript overview. This action is irreversible.

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