Webfiles Transcript Review

Policy

The school receives many requests throughout the year for official school transcripts.

Often ESs will only look at transcripts when their student is ready to graduate, but it may have been requested by various government agencies many times prior to the students’ last year. We also need you, the ES, to become familiar with every transcript of your assigned students BEFORE the mad rush of graduation. It is a lot easier to fix mistakes as we go along than in the middle of a graduation check.

Procedure

The ES Paperwork Timetables will list a yearly deadline date that every high school student’s Webfiles transcript should be reviewed and corrections made to courses or codings.

Items to look for

1. Make sure there are no phantom credits. Sometimes, when classes are deleted on report cards and blank rows are left, credits appear on the transcript for these blank classes. Let your advisor know to delete these right away, as students would be given credits for no work! (This is why we ask that you clean up report cards so that there are no blank lines listed to create extra work to clean up their official transcripts.)

2. Make sure classes are completed. Sometimes an ES will move a student on to the second section of a class before the first is finished. For example, a student takes [Generic Class] 1A in the 1^st semester and receives 3.5 credits. The ES signs the student up for [Generic Class] 1B for 2nd semester, but the student should finish 1A first (5 credits total in one course name) . This gets particularly confusing with partial credits, so review this carefully.

3. Make sure that classes are sequential. Classes we assign students should be chronological; for instance, 1A before 1B, 2A before 3A, etc. Look through the student's transcript to make sure classes appear in order. For example, if a student missed a semester of 9^th grade English they take that course prior to starting 11^th grade English.

4. Make sure classes/grades/credits are correct. In the haste of finishing report cards on time, or changing credits/grades for graduates, or adding/deleting classes, or just in the general chaos of the school year, many things get entered incorrectly by ESs. Review carefully to make sure your students received the appropriate grades and

credits for the appropriate classes. Only the ES of Record is allowed to assign grades and credits, therefore, please be totally accurate for your student’s sake!

5. Make sure official transcripts are entered in Webfiles. If you do not see an official transcript entered in webfiles for your HS student (View/Transcripts) then ask the student/parent if they have requested one to be sent to the school office. The office requests official transcripts for all students who have enrolled, but some schools do not respond in a timely manner. And there are situations where the parent/student owes money to the prior school before the transcript will be released. We cannot get involved in these situations, and will not accept credits from an unofficial transcript. It is good to get these in to the office as soon as possible BEFORE the mad rush of graduation. Some students have not been able to graduate on time because their transcripts have not gotten in to the office. Take this opportunity to talk to your student about getting their transcripts in.

6. Make sure there are no inappropriate class names. Let your advisor know if you find any classes called "Integrated Math," "Integrated Science", "CAHSEE Math", or "CAHSEE English." If they were completed at our school, the ES of record needs to change these class names as they are not offered with our school, and do not count towards credits for graduation. CAHSEE prep should be included in a basic math or English course, not as a separate class name.

Additional Information

For specific coding information, review the Report Card/Transcripts Handbook document at http://www.ieminc.org/handbook/repcardtrans/repcardtranscogss.htm .