Overview:
Here are the quick instructions for utilizing Template 026 Student Transcript Course Transcript.
Make sure to read the general reporting information for templates before proceeding. Failure to follow these guidelines will result in errors and/or data validation issues.
Before Beginning, Note:
All steps will be completed in Row 7, downwards.
Instructions:
1. Enter the SchoolYear for the data being submitted.
This is the current reporting school year and NOT the calendar year.
Example: If the reporting school year is 2023-2024, the school year field should be 2024.
Note: Incorrect school year provided will cause data to not be found in Data Exchange.
2. Enter the StudentEdOrgID.
This is also known as the SchoolID.
See the chart below for more details.
School ID: Public vs. Non-Public Schools
Public
Non-Public
School ID is a ten digit number comprised from current Corporation and State assigned ID
ALL School ID’s start with 10
Next current state assigned Corporation ID - example 1234
Last ends with state assigned School ID 6789
Example School ID: 1012346789
School ID is a ten digit number comprised from current Corporation and State assigned ID
ALL School ID’s start with 10
Next Corporation ID is always four zeros - example 0000
Last ends with state assigned School ID A456 with Alpha converted to number
A=1, B=2, C=3, D=4
Example: School ID: 1000001456
3. Enter the STN.
Note: Any STNs beginning with a zero will need the field or entire column to be formatted to hold the nine digits being reported. Leading zeros will be dropped upon reopening the csv file.
4. Enter the TermDescriptor. The allowable Term Descriptors are listed below on the green chart.
Note: The descriptors are both case and space-sensitive.
Note: The “Term” reported must match with the term provided on the StudentEnrollment_StudentSectionAssociation Template 018.
Term Descriptors
Fall Semester
First Quarter
First Trimester
Fourth Quarter
MiniTerm
MiniTerm One
MiniTerm Two
MiniTerm Three
MiniTerm Four
MiniTerm Five
MiniTerm Six
Other
Second Quarter
Second Trimester
Spring Semester
Summer Semester
Third Quarter
Third Trimester
Year Round
5. Enter the CourseCode using this website.
These CourseCodes are the identified and allowable codes for reporting.
Remember that codes are both case and space sensitive, as well as to format your cells as TEXT.
6. For the CourseEdOrgID, enter this number exactly: “1088000000”
7. Enter the CourseAttemptResult using one of the allowable course attempt result types listed on the chart below.
Note: These descriptors are both case and space sensitive.
Course Outcomes Result Descriptors
Outcome
Definition/Use
Pass
Student has completed and passed the course.
Fail
Student has completed and failed the course.
No Grade Awarded
Student did not complete the course before exiting the school or dropping the course.
Incomplete
Student has not completed the course before the end of the reporting term or end of the school year and is/will be continuing to complete in the following reporting term or reporting school year.
In Progress
Student is still enrolled in the course and the term has not ended; no final outcome is required yet. Schools may report In Progress until a final outcome is provided once the term has ended.
8. Enter the FinalNumericGrade.
This field is required for all High School credit bearing courses. The data value must be provided on a 4.0 scale and is considered the final grade or GPA the student earned in the course.
Note: This field is optional for elementary and middle school courses.
9. Report the Method Credit Earned.
Report accurate Method Credit Earned Type to identify the method a student earned credits.
Allowable Method Credit Earned Types are on the chart below.
Note: These descriptors are both case and space sensitive.
Method Credit Type Earned
Method Credit Type
Definition/Use
Additional Data Requirements
Classroom credit
Student is being educated and attempting to earn or earns credit in a traditional classroom setting.
Student earned a credit that is being utilized to fulfill their graduation requirements from a college/university or CTE program the reporting school did participate in scheduling the student and the college/university or CTE program does not provide data to IDOE. The reporting school will provide the student and staff section data with method of classroom credit.
Student section (student schedule) and Staff section (teacher schedule) records are required.
Credit recovery
Student is being educated and attempting to earn or earns credit in a classroom setting utilizing a virtual or online platform where the student may be working on one or more subjects in the same class period. Student may be attempting to recover credits, replace credits already earned, or catch up on credits needed to fulfill graduation requirements.
Student section (student schedule) and Staff section (responsible teacher, TOR, administrative staff) records are required.
Transfer credit
Student earned a credit by demonstrating proficiency in the course. This DOES NOT apply to alternative PE credits.
Student earned a credit that is being utilized to fulfill their graduation requirements from a college/university, CTE program within Indiana, or IOA where the student was taking the course independently and the reporting school did not participate in scheduling (parents/guardians registered and paid for the course).
No additional student or staff section data is required.
Course code must align to an identified Indiana course code.
Transfer credit Out of State
Student earned a credit that is being utilized to fulfill their graduation requirements from an educational organization outside of the state of Indiana. Course must align to an Indiana course.
No additional student or staff section data is required.
Course code must align to an identified Indiana course code.
Transfer credit Homeschool
Student earned a credit that is being utilized to fulfill their graduation requirements from homeschool education. Course must align to an Indiana course.
No additional student or staff section data is required.
Course code must align to an identified Indiana course code.
Virtual/Online credit
Student is being educated in a classroom setting or outside of the school building and attempting to earn or earns credit from a virtual or online platform the school did participate in scheduling. Student may be attempting to earn credits in a course the school does not have available in their course catalog or working ahead in course(s) for credit to fulfill graduation requirements.
Student section (student schedule) and Staff section (responsible teacher, TOR, administrative staff) records are required.
Summer school IOA
All students participating in summer school courses through Indiana Online per an agreement with the reporting school.
No additional student or staff section data is required.
Course code must align to an identified Indiana course code.
Summer participation 49% or less
Summer school participation 49% or less
No additional student or staff section data is required. Course code must align to an identified Indiana course code.
Schools will determine each student’s participation percentage to each course attempted in summer school based on local policy.
Summer participation 50% to 89%
Summer school participation 50% to 89%
No additional student or staff section data is required. Course code must align to an identified Indiana course code.
Schools will determine each student’s participation percentage to each course attempted in summer school based on local policy.
Summer participation 90% or more
Summer school participation 90% or more
No additional student or staff section data is required. Course code must align to an identified Indiana course code.
Schools will determine each student’s participation percentage to each course attempted in summer school based on local policy.
2022 Credit Corrections (New for 2025 reporting)
Provide student transcript (outcome) records that are missing or non-reported where 2022 credits were earned.
No additional student or staff section data is required. Course code must align to an identified Indiana course code. Schools must have a student school association (enrollment) record to create the relationship with the student to allow the missing or non-reported data to be provided.
2023 Credit Corrections (New for 2025 reporting)
Provide student transcript (outcome) records that are missing or non-reported where 2023 credits were earned.
No additional student or staff section data is required. Course code must align to an identified Indiana course code. Schools must have a student school association (enrollment) record to create the relationship with the student to allow the missing or non-reported data to be provided.
2024 Credit Corrections (New for 2025 reporting)
Provide student transcript (outcome) records that are missing or non-reported where 2024 credits were earned.
No additional student or staff section data is required. Course code must align to an identified Indiana course code. Schools must have a student school association (enrollment) record to create the relationship with the student to allow the missing or non-reported data to be provided.
10. Enter the EarnedCredits.
This field is required for all High School credit bearing courses. The data value must be a whole number (0, 1, 2, etc.) Half credits are not allowed for reporting.
Note: Students failing and not earning a credit should have 0 (zero) reported.
Note: This field is not required for elementary and middle school courses.
11. Enter the CreditTypeDescriptor using one of the allowable descriptors listed on the chart below..
This field is required for all High School credit bearing courses.
Note: Students failing and not earning a credit must still show the type of credit they were attempting to earn.
Note: This field is not required for elementary and middle school courses.
Note: These descriptors are both case and space sensitive.
Credit Type Descriptors
Credit Type
Definition/Use
Regular Credit
Student is enrolled and attempting to earn or earns a credit that is not identified as a dual or applied unit.
Dual Credit
Student is enrolled and attempting to earn or earns high school credit and transcripted college credit.
Applied Unit
Student is enrolled and attempting to earn or earns a credit via alternate academic standards or ‘content connectors’. General education courses without modifications/content connectors identified may be modified for the student. Applied units may be earned by both special education and general education students when the standards for the course are modified to accommodate the educational needs of the student.
12. If Dual Credit is reported in CreditTypeDescriptor, then the External Educational Organization Id (formerly Post Secondary Institution Id) field must be completed by entering the Ed Org Id on the chart.
Note: This field is not required for elementary and middle school courses
External Educational Organization Id (formerly Post Secondary Institution Id)
External Educational Organization Id
Name of Institution
2000000221
American College of Education
2000000217
Ancilla College
2000000174
Anderson University
2000000175
Ball State University
2000000176
Bethel University
2000000177
Butler University
2000000178
Calumet College of Saint Joseph
2000000179
DePauw University
2000000180
Earlham College
2000000181
Franklin College
2000000182
Goshen College
2000000183
Grace College
2000000184
Hanover College
2000000212
Holy Cross College
2000000185
Huntington University
2000000213
Indiana Institute of Technology
2000000187
Indiana State University
2000000189
Indiana University-Bloomington
2000000210
Indiana University-East
2000000192
Indiana University-Kokomo
2000000193
Indiana University-Northwest
2000000211
Indiana University-Purdue University-Columbus
2000000191
Indiana University-Purdue University-Indianapolis
2000000194
Indiana University-South Bend
2000000195
Indiana University-Southeast
2000000198
Indiana Wesleyan University
2000000218
Ivy Tech Community College
2000000196
Manchester University
2000000197
Marian University
2000000214
Martin University
2000000220
Moraine Valley Community College
2000000199
Oakland City University
2000000222
Olivet Nazarene University
2000000190
Purdue University Fort Wayne
2000000215
Purdue University Northwest
2000000200
Purdue University-West Lafayette
2000000219
Rose-Hulman Institute of Technology
2000000203
Saint Mary-of-the-Woods College
2000000202
Saint Mary's College
2000000204
Taylor University
2000000205
Trine University
2000000206
University of Evansville
2000000186
University of Indianapolis
2000000207
University of Notre Dame
2000000201
University of Saint Francis
2000000188
University of Southern Indiana
2000000208
Valparaiso University
2000000216
Vincennes University
2000000209
Wabash College
2000000223
Western Governors University
1099990000
Out of State
Remember: Templates must be saved as a CSV file (with cells formatted as TEXT) inside of a Compressed Zipped Folder, in order to process correctly.
All steps will be completed in Row 7, downwards.
This is the current reporting school year and NOT the calendar year.
Example: If the reporting school year is 2023-2024, the school year field should be 2024.
Note: Incorrect school year provided will cause data to not be found in Data Exchange.
This is also known as the SchoolID.
See the chart below for more details.
School ID: Public vs. Non-Public Schools | |
|---|---|
Public | Non-Public |
School ID is a ten digit number comprised from current Corporation and State assigned ID ALL School ID’s start with 10 Next current state assigned Corporation ID - example 1234 Last ends with state assigned School ID 6789 Example School ID: 1012346789 | School ID is a ten digit number comprised from current Corporation and State assigned ID ALL School ID’s start with 10 Next Corporation ID is always four zeros - example 0000 Last ends with state assigned School ID A456 with Alpha converted to number
Example: School ID: 1000001456 |
Note: Any STNs beginning with a zero will need the field or entire column to be formatted to hold the nine digits being reported. Leading zeros will be dropped upon reopening the csv file.
Note: The descriptors are both case and space-sensitive.
Note: The “Term” reported must match with the term provided on the StudentEnrollment_StudentSectionAssociation Template 018.
Term Descriptors | |
Fall Semester First Quarter First Trimester Fourth Quarter MiniTerm MiniTerm One MiniTerm Two MiniTerm Three MiniTerm Four MiniTerm Five | MiniTerm Six Other Second Quarter Second Trimester Spring Semester Summer Semester Third Quarter Third Trimester Year Round |
These CourseCodes are the identified and allowable codes for reporting.
Remember that codes are both case and space sensitive, as well as to format your cells as TEXT.
Note: These descriptors are both case and space sensitive.
Outcome | Definition/Use |
Pass | Student has completed and passed the course. |
Fail | Student has completed and failed the course. |
No Grade Awarded | Student did not complete the course before exiting the school or dropping the course. |
Incomplete | Student has not completed the course before the end of the reporting term or end of the school year and is/will be continuing to complete in the following reporting term or reporting school year. |
In Progress | Student is still enrolled in the course and the term has not ended; no final outcome is required yet. Schools may report In Progress until a final outcome is provided once the term has ended. |
This field is required for all High School credit bearing courses. The data value must be provided on a 4.0 scale and is considered the final grade or GPA the student earned in the course.
Note: This field is optional for elementary and middle school courses.
Report accurate Method Credit Earned Type to identify the method a student earned credits.
Allowable Method Credit Earned Types are on the chart below.
Note: These descriptors are both case and space sensitive.
Method Credit Type | Definition/Use | Additional Data Requirements |
Classroom credit | Student is being educated and attempting to earn or earns credit in a traditional classroom setting. Student earned a credit that is being utilized to fulfill their graduation requirements from a college/university or CTE program the reporting school did participate in scheduling the student and the college/university or CTE program does not provide data to IDOE. The reporting school will provide the student and staff section data with method of classroom credit. | Student section (student schedule) and Staff section (teacher schedule) records are required. |
Credit recovery | Student is being educated and attempting to earn or earns credit in a classroom setting utilizing a virtual or online platform where the student may be working on one or more subjects in the same class period. Student may be attempting to recover credits, replace credits already earned, or catch up on credits needed to fulfill graduation requirements. | Student section (student schedule) and Staff section (responsible teacher, TOR, administrative staff) records are required. |
Transfer credit | Student earned a credit by demonstrating proficiency in the course. This DOES NOT apply to alternative PE credits. Student earned a credit that is being utilized to fulfill their graduation requirements from a college/university, CTE program within Indiana, or IOA where the student was taking the course independently and the reporting school did not participate in scheduling (parents/guardians registered and paid for the course). | No additional student or staff section data is required. Course code must align to an identified Indiana course code. |
Transfer credit Out of State | Student earned a credit that is being utilized to fulfill their graduation requirements from an educational organization outside of the state of Indiana. Course must align to an Indiana course. | No additional student or staff section data is required. Course code must align to an identified Indiana course code. |
Transfer credit Homeschool | Student earned a credit that is being utilized to fulfill their graduation requirements from homeschool education. Course must align to an Indiana course. | No additional student or staff section data is required. Course code must align to an identified Indiana course code. |
Virtual/Online credit | Student is being educated in a classroom setting or outside of the school building and attempting to earn or earns credit from a virtual or online platform the school did participate in scheduling. Student may be attempting to earn credits in a course the school does not have available in their course catalog or working ahead in course(s) for credit to fulfill graduation requirements. | Student section (student schedule) and Staff section (responsible teacher, TOR, administrative staff) records are required. |
Summer school IOA | All students participating in summer school courses through Indiana Online per an agreement with the reporting school. | No additional student or staff section data is required. Course code must align to an identified Indiana course code. |
Summer participation 49% or less | Summer school participation 49% or less | No additional student or staff section data is required. Course code must align to an identified Indiana course code. Schools will determine each student’s participation percentage to each course attempted in summer school based on local policy. |
Summer participation 50% to 89% | Summer school participation 50% to 89% | No additional student or staff section data is required. Course code must align to an identified Indiana course code. Schools will determine each student’s participation percentage to each course attempted in summer school based on local policy. |
Summer participation 90% or more | Summer school participation 90% or more | No additional student or staff section data is required. Course code must align to an identified Indiana course code. Schools will determine each student’s participation percentage to each course attempted in summer school based on local policy. |
2022 Credit Corrections (New for 2025 reporting) | Provide student transcript (outcome) records that are missing or non-reported where 2022 credits were earned. | No additional student or staff section data is required. Course code must align to an identified Indiana course code. Schools must have a student school association (enrollment) record to create the relationship with the student to allow the missing or non-reported data to be provided. |
2023 Credit Corrections (New for 2025 reporting) | Provide student transcript (outcome) records that are missing or non-reported where 2023 credits were earned. | No additional student or staff section data is required. Course code must align to an identified Indiana course code. Schools must have a student school association (enrollment) record to create the relationship with the student to allow the missing or non-reported data to be provided. |
2024 Credit Corrections (New for 2025 reporting) | Provide student transcript (outcome) records that are missing or non-reported where 2024 credits were earned. | No additional student or staff section data is required. Course code must align to an identified Indiana course code. Schools must have a student school association (enrollment) record to create the relationship with the student to allow the missing or non-reported data to be provided. |
This field is required for all High School credit bearing courses. The data value must be a whole number (0, 1, 2, etc.) Half credits are not allowed for reporting.
Note: Students failing and not earning a credit should have 0 (zero) reported.
Note: This field is not required for elementary and middle school courses.
This field is required for all High School credit bearing courses.
Note: Students failing and not earning a credit must still show the type of credit they were attempting to earn.
Note: This field is not required for elementary and middle school courses.
Note: These descriptors are both case and space sensitive.
Credit Type | Definition/Use |
Regular Credit | Student is enrolled and attempting to earn or earns a credit that is not identified as a dual or applied unit. |
Dual Credit | Student is enrolled and attempting to earn or earns high school credit and transcripted college credit. |
Applied Unit | Student is enrolled and attempting to earn or earns a credit via alternate academic standards or ‘content connectors’. General education courses without modifications/content connectors identified may be modified for the student. Applied units may be earned by both special education and general education students when the standards for the course are modified to accommodate the educational needs of the student. |
Note: This field is not required for elementary and middle school courses
External Educational Organization Id | Name of Institution |
|---|---|
2000000221 | American College of Education |
2000000217 | Ancilla College |
2000000174 | Anderson University |
2000000175 | Ball State University |
2000000176 | Bethel University |
2000000177 | Butler University |
2000000178 | Calumet College of Saint Joseph |
2000000179 | DePauw University |
2000000180 | Earlham College |
2000000181 | Franklin College |
2000000182 | Goshen College |
2000000183 | Grace College |
2000000184 | Hanover College |
2000000212 | Holy Cross College |
2000000185 | Huntington University |
2000000213 | Indiana Institute of Technology |
2000000187 | Indiana State University |
2000000189 | Indiana University-Bloomington |
2000000210 | Indiana University-East |
2000000192 | Indiana University-Kokomo |
2000000193 | Indiana University-Northwest |
2000000211 | Indiana University-Purdue University-Columbus |
2000000191 | Indiana University-Purdue University-Indianapolis |
2000000194 | Indiana University-South Bend |
2000000195 | Indiana University-Southeast |
2000000198 | Indiana Wesleyan University |
2000000218 | Ivy Tech Community College |
2000000196 | Manchester University |
2000000197 | Marian University |
2000000214 | Martin University |
2000000220 | Moraine Valley Community College |
2000000199 | Oakland City University |
2000000222 | Olivet Nazarene University |
2000000190 | Purdue University Fort Wayne |
2000000215 | Purdue University Northwest |
2000000200 | Purdue University-West Lafayette |
2000000219 | Rose-Hulman Institute of Technology |
2000000203 | Saint Mary-of-the-Woods College |
2000000202 | Saint Mary's College |
2000000204 | Taylor University |
2000000205 | Trine University |
2000000206 | University of Evansville |
2000000186 | University of Indianapolis |
2000000207 | University of Notre Dame |
2000000201 | University of Saint Francis |
2000000188 | University of Southern Indiana |
2000000208 | Valparaiso University |
2000000216 | Vincennes University |
2000000209 | Wabash College |
2000000223 | Western Governors University |
1099990000 | Out of State |