SIS 2000+ Course History, Sec. 3, Add A Transcript Entry

SIS 2000+ Course History

Last update: 01/08/2002 jmm

Sec. 3, Add a Transcript Entry

The majority of transcript information will be automatically entered in the Student Academic History program via the Post to History procedure in the Mark Reporting module. However, new transcript entries can be entered manually in the Course History application as follows:

3.1 Find a student (See How to Find a Student)

3.2 Activate the entry mode
Unlike many of the SIS 2000+ applications, Course History does not have an Edit button. Instead it has six term buttons under the Student Banner that act as "Edit" buttons. Click the term button to turn on (activate) the edit mode for that term. When the term is "on" or in edit mode, the column for that term's scholarship mark and citizenship mark will be colored (Fig. 1).

Fig. 1

3.3 Enter a course description prefix (optional)
As you add new transcript records, you can edit the course description to any description you want. You do not have to use the course description from the original course setup. If you are adding several transcript records from summer school, you may want to include a prefix (such as SUMR or SUM-SCH) on each course description. To automatically add a prefix to every new course description (thus saving time), place the prefix in the Course Description Prefix field (Fig. 2). Each new transcript record you add will have that prefix in the course description (Fig. 3).

Fig. 2

Another reason you may want to use the course description prefix is for transfer credits when a new student registers in your school. You may want to include a prefix (such as XFER) on the course description of each transcript record to indicate these are transfer credits. You could manually type your chosen prefix each time you add a transfer credit, or you can automatically add the prefix to every new transcript record (thus saving time) by using the Course Description Prefix field (Fig. 3).

Fig. 3

3.4 Enter data
Enter data in each column (field) of the record. To move to the next column, press the Tab-key or the Enter-key.

Year: Enter a four-digit year for the school year in which the credit was earned (e.g., 2001).
Gr: Enter a one- or two-digit grade level for the student (e.g., 12).
Crs Code: This field contains a drop-down list with the names of all courses set up for your school or district. You can quickly locate a course name in the drop-down list by typing the first letter of the course name then using the arrow keys to scroll down to the correct course. If you can't find a course with the same name, select a course that has a similar name but is in the same academic department (e.g., mathematics). When you press Tab or Enter to leave this field, the course name will change to the SIS course code number, the Course Description will automatically be filled in with the course's title, and the Subject Description will automatically be filled in (see "Subject Description" below).
Course Description: The Course Description will be automatically filled in with the course title of the course code chosen in the previous column; however, this field can be edited. In the case of transfer records, you may need to enter a course description for a course not offered at your school. The description may be as long as 32 characters (counting spaces and punctuation), but various reports in SIS 2000+ display fewer than the 32 characters. As such, be sure the first 15-20 characters are descriptive enough to uniquely identify the course.
Subject Description: The Subject Description is the two-letter abbreviation for the academic or graduation category of the course (e.g., SP for Science Physical). The Subject Description comes from the course Subject as pre-established in the district Course Editor application (in the System Module). When you enter a Crs Code (see above) while adding a new transcript record, SIS 2000+ references that course in District Courses. The District Course's subject abbreviation is automatically entered in this Subject Description field and cannot be changed (Fig. 4). If the wrong Subject Description appears in this field, change the Crs Code to a course with the appropriate Subject Description.

Fig. 4
M1-M6: Enter scholarship marks for terms one up through six in the next six columns. In order to place marks in a particular term, the term must be turned on (see step 3.2 above).
C1-C6: Enter citizenship marks for terms one up through six in the next six columns. In order to place marks in a particular term, the term must be turned on (see step 3.2 above).
Absent: Enter a number to indicate absences the student earned in this class. The default number is 0.
Cr/Mark: Enter the amount of credit given for each passing scholarship mark in this course (e.g., 0.25 or 0.50). The default number is 0.00. You may leave the amount of credit per mark at zero for courses that do not award credit (e.g., Released Time), but the SIS 2000+ program will ask if you are sure you want to record no credit.
Cr. Awrd.: The SIS 2000+ program will automatically calculate the Credit Awarded. This field cannot be changed. The Credit Awarded is calculated by multiplying the number of passing marks in M1 through M6 by the Cr/Mark value you entered.
School: This field contains a drop-down list with the names of all schools previously set up in the SE School Editor application (in the System Module). You can quickly locate a school in the drop-down list by typing the first letter of the school's name then using the arrow keys to scroll down to the correct school. You can leave this field blank -- the school name is not printed on any transcript reports. If you want to enter the school's name but the particular school is not in the list, contact your school district's SIS 2000+ coordinator and ask to have the school added in the SE School Editor.

3.5 Add additional records
If you have more than one transcript record to add for the student, continue to the next row by pressing the Tab-key or the Enter-key. Enter all new transcript data for the student (see Step 3.4). The Year, Gr, Absent, Cr/Mrk, and Cr Awrd columns will already be filled in with the same data as you entered in the transcript record above -- although you can change them.

3.5 Save entry

Click on the Save command button to save transcript entry (or Undo to cancel).

3.6 Course History Options

If you have several transcript records to add for the same student, the Course History checkboxes for Skip Year/Grade and Marks Only will save data entry time. After finishing the first transcript record but before pressing Tab or Enter to move to the next rows, check one or both checkboxes:

Skip Year/Grade: If this checkbox is marked, the cursor will jump to the Crs Code field (column #3) after entering the first transcript record. The Year and Grade fields will automatically be filled in with the same values as in the previous record. These values may be edited if necessary, but skipping these two fields saves data entry time when adding multiple records. In order to edit the Year and/or Grade values, you must first uncheck the Skip Year/Grade box.
Marks Only: If this checkbox is marked, the cursor will jump to the next row after entering academic and citizenship marks. The Absent, Cr/Mrk, Cr Awrd, and School fields will automatically be filled in with the same values as in the previous record. These values may be edited if necessary, but skipping these four fields saves data entry time when adding multiple records. In order to edit the Absent, Cr/Mrk, Cr Awrd, and/or School values, you must first uncheck the Marks Only box.