Entering Transcript Text
Purpose: Use this document as a reference for how to enter transcript text in ctcLink.
Audience: Student Records staff.
You must have at least one of these local college managed security roles:
- ZZ SR Transcript Text
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
According to the Academic Credit for Prior Learning coding guidelines document, colleges must include transcript text that clearly identifies the category or source of prior learning. For additional details on test credit information and policy guidelines, please refer to the SBCTC policy manual.
Navigation: Records & Enrollment > Transcripts > Transcript Text
- The Transcript Text search page displays.
- Enter search criteria to identify the student.
- Select Search.
- If the student has multiple program/plan stacks, they display in the Search Results at the bottom of the page.
- Select a hyperlinked row in the Search Results.
- All terms are stored on the Transcript Text page regardless of which row is selected.
- The Transcript Text page displays.
- Enter or select the following required values:
- Relative Position:
- After.
- Before.
- Print Location:
- Academic Program.
- Academic Standing.
- Includes an additional field: Term.
- Cumulative Stats.
- Includes an additional field: Term.
- Degrees - External.
- Includes additional fields: External Org ID and Degree Nbr.
- Degrees - Local.
- Includes an additional field: Degree Nbr.
- Enrollment.
- Includes an additional field: Term.
- Milestones.
- Includes an additional field: Milestone Nbr.
- Student Personal Data.
- Term Honors.
- Includes an additional field: Term.
- Term Statistics.
- Includes an additional field: Term.
- Transcript Print Date.
- Transcript Recipient.
- Transcript Request Reason.
- Transcript Requester.
- Transfer Credit - Courses.
- Includes an additional field: Model Nbr. Transcript text for transfer credit only prints when it is linked to a transfer credit model
- Transfer Credit - Others.
- Includes an additional field: Model Nbr. Transcript text for transfer credit only prints when it is linked to a transfer credit model
- Transfer Credit - Tests.
- Includes an additional field: Model Nbr. Transcript text for transfer credit only prints when it is linked to a transfer credit model
- Withdrawal Info.
- Includes an additional field: Term.
- Institution.
- Relative Position:
- Use the plus icon [+] next to the Print Location field to add new rows for different terms.
- Enter Transcript Level = Print on Official.
- ⚠️Important:
- If the Print Location is a section, any transcript text entered will print after each entry in that section.
- Example: If three ACPL entries exist, the same transcript text will print three times—once after each entry.
- If the Print Location is a section, any transcript text entered will print after each entry in that section.
- In the Transcript Report section, enter the applicable Transcript Text.
- Use the plus icon [+] next to the Transcript Level field to enter multiple transcript text entries for the same term, if needed.
- Generate the student’s transcript to verify that the text appears in the correct location.
- Refer to the Viewing and Printing Student Transcript QRG.
- Process complete.
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