As with most things in Full Fabric, there are two ways to create academic transcripts: manually and automatically.

The manual approach is for creating individual transcripts (that is, one at a time). To do so:

1) Enter a student's profile

2) Scroll down until you find the relevant class on the right sidebar

3) Press Click here under Transcript

The system will immediately comply, producing a new transcript according to the study plan.

As for the automatic approach, it's for creating transcripts in bulk, accomplished by setting up an automated workflow with the action Create a transcript – either as a class automation, an offer automation or a lifecycle automation.

Here's an example of a lifecycle workflow: when a user transitions from one lifecycle state to another, the system automatically generates a transcript for that user:

TIP: If you have a lifecycle or a class automation in place, since the trigger is profile state transitions, you can further expedite the process by accessing the class overview, ticking a bunch of profiles and changing all of them to a student state at once, thereby prompting the system to create all of their transcripts simultaneously:

When you create a transcript from scratch, it inherits the subjects in the study plan of the corresponding class by default, which are inventoried under NO REGISTRATION because the would-be student isn't registered in any course yet:

But what if the student is involved in more courses than those currently in the study plan? Typically, this could happen due to two hypothetical scenarios:

Rest assured, whenever you add a new course to a study plan from which transcripts have already been generated, that course is automatically added to all existing transcripts (under NO REGISTRATION, naturally). More information on that here. But we also have a solution for situations when it makes more sense to only add the new course to an individual transcript because nobody else has any use for it:

1) Access the academic transcript in question

2) Click Add course

3) Fill in the details and press Add course to transcript, like so:

BAM! One more for the NO REGISTRATION crowd! 🍻

To individually edit a course directly in a student's transcript, you must first ensure that the student is registered in it. Once that's done, click the gear at the end of the row – which will take you to the COURSE DETAILS page –, and make the changes there:

By the way, when staff generates a transcript for a student, the transcript will list the courses in the same order as in the study plan: alphabetically by subject name (from A to Z) or chronologically by earliest course start date (from January to December). Sorting by subject name is the default.

As previously explained, transcripts inherit the subjects in the study plan by default, on top of which you can manually add more. With all of this going on, it's thus necessary to determine which of the subjects in the study plan actually concern the student and register him or her in the appropriate courses. To achieve this, you may use one of two methods:

Either the Register for courses function inside the transcript, whereby the courses are made available in a dropdown menu to select from:

Or the Register tab of a course in the academic calendar – concretely, its REGISTER STUDENTS function, through which you can REGISTER students one by one or in bulk by clicking REGISTER ALL:

Depending on how the study plan was built, the latter might be the easier route. That's because, when creating a study plan, you're required to pick the courses you want for the subjects you want (one of the options being All courses), but the more courses are associated with a subject, the greater the chances of confusion when attempting to select one in the transcript. If that sounds like a possibility, consider using the academic calendar to avoid the risk of mix-ups. 😉

On the downside, registering a student through the academic calendar is only viable so long as the course has been added to the study plan of the class that their transcript is for (or All courses was selected for that subject in the study plan).

The back office view of an academic transcript is very detailed, as can be seen below. All of the key information is front and center: the name of each COURSE, if it's Core or Elective, how many CREDITS and HOURS it is, the student's ATTENDANCE history (for example, number of attended and missed sessions, present percentage, and so on), the track record of GRADES, the degree class, and more.

Most of the data is so straightforward that it speaks for itself, but whenever in doubt, just hover your mouse cursor over a data point for an elucidative tooltip to pop up:

The transcript grade average is calculated through the following formula:

Transcript grade average = sum of (course grade * course credits) / sum of course credits

Where only courses which count towards the final grade and are published are counted.

The values are continuously updated in real-time. Take the attendance percentage, for instance: it's the number of sessions where attendance was marked as present, divided by the number of sessions that the students have potentially attended so far (which, in turn, is the total number of sessions minus the number of sessions with unknown attendance). Simply put:

Below we share two examples to make this concept clearer:

Example 1)

In this example, Nova Mae was present in 4 lectures, absent from 1, and her attendance is unknown for 2 sessions. 7 is the total number of sessions that the course has had so far.

Example 2)

In this other example, Nova Mae was present in 1 lecture, absent from 1, and her attendance is unknown for 5 sessions. 7 is the total number of sessions that the course has had so far.

This is a running percentage, meaning that if only one session has occurred so far, and the student was present in it, his or her attendance percentage will be 100%, despite there still being more sessions in the future. The same principle applies to the grade average, the degree class, and the other values.