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Sample Course Transcript Mapping

The following is a sample course transcript showing mappings to the Ed-Fi data model. Each circled number corresponds to an element in the Ed-Fi Data Standard; elements are listed below by number.

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Student Transcript Use Cases

Historical Records for Transfer Students

When students transfer into a new school district, they will have a history of completed courses from past school years that needs to be documented in the new district's SIS, in order to document graduation requirements, provide for transcripts for postsecondary school applications, and other reasons.

A common issue that arises when pulling this data into the ODS is the course records are associated with schools and districts that are not present in the new current data store. Therefore the required CourseCode and EducationOrganization references may be missing.

In this case, there are two recommended solutions:

1. If credit is being given for a course taken in a previous school year, an equivalent course may be found in the current data context. In this case, the CourseTranscript record should include the equivalent CourseCode in the Course reference. The new district or school applying the credit would then become the EducationOrganization reference as it is the entity accepting those credits towards the student's transcript.

2. Alternatively, the CourseCode can be set to not resolve. Ed-Fi has introduced as of Data Standard 3.2 the notion that certain references may be  "potentially logical" only – i.e., that the entity referred to may not exist in the current context and may only be a "logical" reference. This status applies to CourseTranscript.CourseCode

Ticket reference: 

• DATASTD-1559 - Getting issue details... STATUS

Course Transcript Data for a Course with Multiple Parts

Students who take multiple parts of the same course within the same term are unable to keep multiple transcript records because the data submissions would being overridden. This is a common use case for online schools that enroll students in multiple parts of the same course. These records will utilize the same CourseCode and TermType (e.g., "Year Round").

Proposed options for this issue are:

1. When the issue is an online course that has a single "Year Round" Session, create more granular Session records that can "roll up" to the Year Round StudentAcademicRecord. In this instance, cumulative credits would be added to the Year Round StudentAcademicRecord and credits for individual course parts would be spread across Semesters, Grading Periods, Marking Periods, etc..

2. Alternatively, if a student is truly enrolled in multiple parts of the same course at the same time (i.e., in the same more granular Session), the CourseTranscript could be used to only reference the credit-bearing course (i.e. the CourseCode for the LEA) for which the student received credits, and not the parts by which that course was satisfied. Those other parts might be captured elsewhere in the model as Sections.

Ticket references:

• DATASTD-1073 - Getting issue details... STATUS
   

• ODS-4612 - Getting issue details... STATUS
   

• DATASTD-1555 - Getting issue details... STATUS