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
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 exist or match with the term provided on template 001 EdOrgCalendar_SessionGradingPeriod.
The term does not have to be reported as Summer Semester.
IDOE will know the outcomes provided are for summer school from the method types provided in field #9.
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.
Outcome | Definition/Use |
|---|---|
Pass | Student completed and passed the course. |
Fail | Student completed and failed the course. |
No Grade Awarded | Student did not complete the course; exited summer school prior to completion. |
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 | Definition/Use | Additional Data Requirements |
|---|---|---|
Summer school credit (NOTE: this method is only valid for 2023-2024 school year reporting and will be removed for 2024-2025 school year reporting) | ALL students in all grade levels participating and being educated in summer school courses scheduled by the reporting school. ALL students in all grade levels participating and being educated in summer school courses held outside of the reporting school. | No additional student or staff section data is required. Course code must align to an identified Indiana course code. |
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 ALL students in all grade levels participating and being educated in summer school courses scheduled by the reporting school. | 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% ALL students in all grade levels participating and being educated in summer school courses scheduled by the reporting school. | 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 ALL students in all grade levels participating and being educated in summer school courses scheduled by the reporting school. | 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. |
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.