Enter and view transcript information

Depending on your user role used to grant or restrict access to a group of users (such as teachers or nurses) to different areas and functions in Aspen privileges, you might be able to view and edit student grades after they have been posted to transcripts.

Note: Often the term transcript is associated with the Official Transcript that gets sent to colleges. In Aspen, that is a report. The Transcript side-tab is where all report card information is collected. From that list, you can print the Official School Transcript.

You can also promote a student mid-year, and create a record for a transfer course.

To view and edit posted student grades:

1. Log on to the District, School, Build, or Staff view.

   Note: You cannot make edits to grades on the Transcript tab in the Build view.

2. Click the Student tab.
3. Select the checkbox next to the student’s name.
4. Click the Transcript side-tab. The Transcript page displays a record for each course grade, each school year.

   Note: Notice the Dictionary icon in the upper-right corner of the page. Click this icon to select a different transcript definition. By default, all transcript definitions appear.

5. Select a record.
6. On the Transcript side-tab, click Details. The first section of the page displays the details of the course:

   Note: Your Aspen system administrator determines which Update checkboxes appear at the top of the page, and if you can select and deselect them. These checkboxes determine if and how the system automatically updates calculated grades, GPAs, rank, and credits for students if you change a grade.

5. 

   Promoting a student mid-year

   If you are promoting a student mid-year, the system determines which transcript records should appear with which grade levels on the transcript, based on the student's promotion date. For example, if you promote a student from grade 11 to grade 12 after Semester 1, the student's posted grades for Semester 1 should appear for grade 11 on his or her transcript. Semester 2 grades would appear for grade 12.

   If there is an exception, and you need to manually align the transcript records to appear for the correct grade level, select the transcript record, and select the Override checkbox next to "Grade level". The "Grade level" field displays a drop-down:

   

   Select the grade level you want the grades that currently exist for this course to appear for on the transcript. Then, any subsequent grades posted after the student's promotion date will appear with the student's new grade level.

   Creating a record for a transfer course

   If you are creating a record for a transfer course, go to the second section of the page.

   Select the User description checkbox to specify the detailed course description for the record. Click at the Equivalent Course field to select a course from the current course catalog that is most similar to the transferred course.

   The system treats this record as the equivalent course when it calculates a student's graduation status.

   Note: If you manually adjust the value in the Credit field, the system displays the Adjusted icon . If your school auto-calculates credits through the Transcript page and you manually adjust a credit value, the system removes the Update Credits checkbox at the top of the page and does not recalculate the credits upon saving the page. To allow auto-calculation of an adjusted value, delete any value in the Credit field, and save the record.

   The Grades and Comments section of the page displays a list of the grades and transcript information the student earned in the course:

   

7. On the right side of the page, filter a set of criteria to selectively screen out incoming information, such as "all active students" or "former students" the information that appears by Term and Type (term or progress).
8. Edit the grades and comments, as needed. Click to select a grade from the grade scale, or a comment. If a comment column is a text comment, click on the first few words in the comment to edit it.

   Note: If a student’s transcript contains rubric a structured set of grading criteria. For example, an English rubric might contain a criterion for reading comprehension, grammar, and writinggrades, you can expand and collapse the rubric criteria to edit or enter the grades.

9. Enter or edit any information on the page. In the Staff view, you can only view a student's transcript.

   Note: If you manually adjust a calculated average, the system displays the Adjusted icon next to the grade.

10. Click Save.

Note: If you auto-calculate GPAs or rank and no users have run the Grade Point Averages report, any edits to a student's grade on the Transcript page will be saved. However, the student's GPA grade point average and rank are not updated until the report is run.

Note: If you edit a student’s grade and select both the "Update GPA" and "Update Rank" checkboxes, the system recalculates the student’s GPA and updates the rank of all students in his or her year of graduation when you click Save. This can cause moderate wait times, depending on how many students are in that year of graduation. To avoid this issue, if allowed by your Aspen system administrator, select just the "Update GPA" checkbox when altering a student’s transcript grade. You can then update student ranks at a later time. This can be useful when modifying transcript grades for multiple students in the same year of graduation.