1. December 6, 2012 Vicki Gonzales Karen Green
Los Angeles Unified School District Transcripts – The Electronic Cumulative Record
December 6, 2012
Vicki Gonzales
Karen Green

2. Agenda Review Outcomes Review Materials
SSIS demonstration of TR01 vs TR51
SSIS check of TR04 for accuracy
Adding Courses Taken Outside LAUSD

3. Outcomes Participants will
identify LAUSD policy and procedures to document courses on the electronic cumulative record
distinguish technical procedures to input courses on the electronic cumulative record
associate SSIS TR programs that assist in monitoring student progress towards graduation

4. Transcripts Notebook SSIS TR Programs
SSIS Adding Courses Taken Outside Regular LAUSD Program
To TR01
LAUSD Cumulative Record Handbook for Secondary Schools
LAUSD SSIS COURSES by Title
BUL-1100 Criteria for Granting Instructional Credit in Secondary Schools
BUL Credit for Concurrent Enrollment in High School and Community College
BUL-1885 New ROCP Course Numbers
BUL-1758 Adult School Equivalent Academic Course Options for Concurrently Enrolled Students
BUL-2533 Procedures for Granting Credit and Achievement in Foreign Language
BUL-1545 Foreign Student Transcripts
BUL-787 Guidelines for School Enrollment of Students in
Out-of-Home Care
BUL-M-128 Guidelines for Independent Study (now BUL-1100)
SSIS Addition to Program TR04 – AB1802 Conferences
SSIS Program TR60 – Check progress toward graduation
SSIS Program TR61 – Graduation Audit Report changes?

5. Transcript Programs Normal downloads for student course work:
TR22 – mass posting of final marks to cumulative file (e)
TR72 – mass posting of final summer session marks to cumulative file. Done at the actual summer school site (e)
TR71 – summer session marks from another school to cumulative file. Wait for the ok from SSIS to continue (e)
TR31 – obtain transfer data from other district schools
Cumulative Record Handbook
The AP,SCS is responsible for interpreting and evaluating the subjects, credits, and marks and for instructing the credit clerk or other individuals responsible for entering this data in the electronic transcript (TR01).

6. SSIS Electronic Transcript Programs
TR51 – view display of courses completed by a student
TR01 – view and modify course records, access is limited.
Function keys

7. SSIS Electronic Transcript Programs
Add courses to student record
District School
Out of District Accredited School
Community College
ROP – Occupational Center
Adult School
Check TR04 for graduation credit

8. Transcript Protocol and Procedures
Protocol and procedures need to be
established and communicated
Prior approval
Standard forms
Course equivalent, course evaluation
Point persons for entering courses
on TR01
Cumulative record verification

9. Example #1 Student Record Number 1025
Transcript –Course number – ,
Course title – Alg 1A, Alg 1B
Credits attempted – 5.0
Final mark – A
Grade level – 10
End date – 2/10/11, 6/15/11
Location – 8610 Panorama HS

10. Adding Courses Taken Outside LAUSD
BUL-1100 Guidelines for Granting Instructional Credit
Credit may be granted for courses taken outside the home school only when arrangements have been made with the home school prior to enrollment.

11. Adding Courses Taken Outside LAUSD
1. Out of District Schools – Accredited Schools
BUL-1100 – Criteria for Granting Instructional Credit
If the course aligns with the LAUSD course and content standards, the subject marks and credits may be accepted at the face value of the accredited school
to check school status
Use COURSES to look up district course numbers
Note: TR01 course search displays all courses – current and obsolete
IMPORTANT!!! Use the correct 6 digit course number. Programs TR04, TR06, TR07, and TR08 base information and printouts on accuracy of the 6 digit course number.

12. Adding Courses Taken Outside LAUSD
1. Out of District Schools – Accredited Schools
BUL-1100 – Criteria for Granting Instructional Credit
0.5 Carnegie Units = 5 semester credits
transcripts with semester grades or annual grades
English or Social Science requirements must be entered as semester courses.
all other departments may use course with 10 credits or enter 2 semester courses
edit title of courses, should come from transcript

13. Example #2 Student Record Number 0969
English I – 1.0 Carnegie Unit, mark=A, grade level=9th, 07-08, Troy HS, Troy, Ohio
LAUSD equivalent
English 9A, English 9B,
Credits = 5.0 per course
Final Mark = “A” per course
Grade Level = 9th
End date = 2/12/10, 6/17/10
Location code = Troy HS, Troy, Ohio

14. Adding Courses Taken Outside LAUSD
2. College Courses
BUL Rev Credit for Concurrent Enrollment for High School and Community College
Each high school shall establish a procedure for students to follow regarding obtaining permission to take a course at a community college and college/university
Procedure must be communicated to all students and staff
Concurrent enrollment form must be signed by counselor

15. Adding Courses Taken Outside LAUSD
2. College Courses
BUL Rev Credit for Concurrent Enrollment for High School and Community College
Procedures for posting in TR01
Course offered on school site (ex: period 7)–
create bubble number in CL31 using the appropriate 1070nn number and the official college course title
Create a class in CL01, for Days Met use X, assign class to certificated staff member
Use CL04 to enroll students in class
Final marks may be entered via ISIS but the college name must be entered in TR01
Note:
Does not print out on cum label, considered enrichment, goes to
elective area of TR04

16. Adding Courses Taken Outside LAUSD
2. College Courses
BUL Rev Credit for Concurrent Enrollment for High School and Community College
Procedures for posting in TR01
Student attends college class off campus
Create a bubble number in CL31, use course
Create a class in CL01, use Days Met code of Z, assign to certificated counselor or APSCS
Add class to student schedule CL04
If course taken for graduation requirements, use course numbers from BUL
Post course in TR01 and cum record manually
Note:
Does not print on cum label, goes to elective credit on TR04

17. Adding Courses Taken Outside LAUSD
2. College Courses
BUL Rev Credit for Concurrent Enrollment for High School and Community College
Procedures for posting in TR01
If course taken for graduation requirements, use course numbers from BUL , course is listed once and receives credit according to articulation agreement
If course taken for enrichment, use 107nnn generic course numbers, courses will be included in the UC/CSU applications (TR04) but not in the LAUSD GPA (TR06), use college course title, ending date, and name of college
If course taken for graduation requirement and also earns an augmented point use for Math, for Physical Science
The only courses that receive an augmented GPA point are Math 227, Statistics; Math 265, Calculus with Analytical Geometry; Math 261/262, Calculus I/II; and Physics 6, General Physics I

18. Example #3 Student Record Number 1025
LA Valley College – Health 11, Principles of Healthy Living, mark = A, 12th grade, 3 units
LAUSD Equivalent
Course code –
Course title – PR HEALTHY LIVING
Credits – 10.0
Final Mark – A
Grade Level – 12
End date – 12/1/12
Location – LA VALLEY COLLEGE

19. Adding Courses Taken Outside LAUSD
3. ROP Courses
REF New ROCP Course Numbers and Course Alignment with the California Academic Content Standards and the LAUSD’s High School Career Pathways
for schedule of classes
ROP office:
6 digit course numbers begin with 6
60 Arts and Media
61 Finance and General Busines
62 Public and Social Services
64 Agriculture
65 Education
67 Health and medicine
68 Home Economics
69 Engineering Technology and Industrial Technology

20. Adding Courses Taken Outside LAUSD
3. ROP Courses
REF-1885 New ROCP Course Numbers and Course Alignment with the California Academic Content Standards and the LAUSD’s High School Career Pathways
Procedures for entering ROP classes on the TR01
Create a bubble number in CL31
Create a class in CL01, use “ALL” in Days Met column for on site classes or “X” for off site classes
If class is offered during regular school day, add ROP teacher to FC01 and use real employee number, list teacher as “R” in field 133 for ROP, and use teacher number in CL01
Run TR22 to post final marks on electronic transcript
If class offered Saturday, afterschool, or summer, record the class titles and final marks on the “cum label” and in TR01 manually when hours are completed - example 30 hours=2.5 credits

21. Example #4 Student Record Number 0969
ROP Harbor Occupational Center – Comp Op./Lit, , 5 credits, mark= A, 7/30/12
LAUSD equivalent
Course number –
Course title – Comp Op/Lit
Credits – 5.0
Final Mark – A
Grade Level - 11
End date – 7/30/12
Location code – 9180 ROP Harbor Center

22. Adding Courses Taken Outside LAUSD
4. Adult School Courses
BUL-1758 Adult School Equivalent Academic Course Options for Concurrently Enrolled Students
Senior high school students must obtain approval from counselor before enrolling in any adult school course
Do not enroll concurrent student in same adult school course and high school course simultaneously
Do not enroll senior students in adult courses immediately prior to graduation
Seniors need to sign a statement of acknowledgement that all assignments need to be completed before credit can be issued
Seniors must have a counseling session before enrolling

23. Adding Courses Taken Outside LAUSD
4. Adult School Courses
BUL-1758 Adult School Equivalent Academic Course Options for Concurrently Enrolled Students
Credits
Determined by the counselor
Must be approved prior to enrollment
Transferrable and equivalent courses
Seat time
Recording in TR01
Enter 6 digit course number, title of course, and adult school location code

24. Example #5 Student Record Number 0969
Belmont Adult School – US Hist/1, , mark=A, 12th grade, 8/16/10, 5 credits
LAUSD equivalent
Course number –
Course title – US HIST/1
Credits – 5.0
Final mark – A
Grade level – 12
End date – 12/1/12
Location code – 9039 Belmont Adult

25. Adding Courses Taken Outside LAUSD
5. Foreign Transcripts
BUL-1545 Foreign Student Transcripts
Generally, in grades nine through twelve, courses that are similar in content and address the same State content standards as those listed in the most recent revision of the Guidelines for Instruction will receive credit only.
Specific course titles and marks are not to be entered on the cumulative record or the electronic transcript, unless the procedure in item "E" is used.

26. Adding Courses Taken Outside LAUSD
5. Foreign Transcripts
BUL-1545 Foreign Student Transcripts
E. Marks may be accepted and recorded with the specific course title through one of the following procedures:
Verification of the marks earned at the previous foreign school by an examination prepared and administered by the local school.
For example, when the student successfully passes the final at the local school for Biology AB, the course title and marks from the foreign school may be recorded on the cumulative record and the electronic transcript.
Successful completion of an advanced course in the same subject field.
For example, when a student successfully completes Algebra 2AB at the home or local school, then his or her Algebra 1AB marks from the foreign school may be recorded.

27. Adding Courses Taken Outside LAUSD
5. Foreign Transcripts
BUL-1545 Foreign Student Transcripts
ART MATHEMATICS
BUSINESS MUSIC
COMPUTER SCI PHYSICAL ED
ENGLISH BIO SCIENCE
ENVIRON/AGRIC PHYS SCIENCE
FOREIGN LANG SOCIAL SCIENCE
HOME ECONOMICS VIS/PERF ARTS
INDUSTRIAL ED
In TR01, enter “P” for pass, the number of credits, and the name and city of the school.

28. Adding Courses Taken Outside LAUSD
5. Foreign Transcripts
BUL-1545 Foreign Student Transcripts
English courses taken in an English speaking country, in an American school, or in a school taught in English will provide English credit.
English courses taken in a non-English speaking country or in a school taught in a language other than English will be listed as foreign language credit.

29. Adding Courses Taken Outside LAUSD
5. Foreign Transcripts
BUL-1545 Foreign Student Transcripts
In countries that only offer math taught in an integrated curriculum:
Math 1 may be used as equivalent to Algebra 1
Math 2 may be used as equivalent to Geometry
Math 3 may be used as equivalent to Algebra 2
Math 4 may be used as equivalent to Math Analysis.

30. Adding Courses Taken Outside LAUSD
5. Foreign Transcripts
BUL-1545 Foreign Student Transcripts
Geography and History of a particular country will provide social studies elective credit. World History studied in a foreign country and verified (as stated in "E" above) will be listed on the student’s permanent record as World History, Culture, & Geography: Modern World and will meet the World History graduation requirement.

31. Verification of Course work and Credits given for Foreign Transcripts
Refer to BUL–1545 ; Attachments A-C.
When attachments are complete
Enter the information in TR01
Hand post the same information on the Cumulative Record
File the Original attachment in the Cumulative Record folder.

32. Adding Courses Taken Outside LAUSD
6. Foreign Language Proficiency With or Without Formal Instruction
BUL-2533 Procedures for Granting Credit and Achievement Marks for Foreign Language
If oral and written exam given by school
in TR01 record 10 credits using district course number for language course and level, add final mark given by the teacher, record grade level and date, for location, type
“CREDIT THRU KENNEDY HS EXAM”
If test taken at UCLA or other college
in TR01 type district course number , change title to foreign language and level, record 10 credits and final mark given by UCLA, record grade level and date, for location, type
“CREDIT THRU SCHOOL UCLA EXAM”

33. Adding Courses Taken Outside LAUSD
6. Foreign Language Proficiency With or Without Formal Instruction
BUL-2533 Procedures for Granting Credit and Achievement Marks for Foreign Language
If a student demonstrated proficiency by earning a 3,4, or 5 on an AP foreign language exam
in TR01 type the district course number and change the title to the foreign language with the 4AB level, record 10 credits and mark of “A”, record the grade level and date test was taken, for location, type
“CREDIT THROUGH AP EXAM”

34. Adding Courses Taken Outside LAUSD
6. Foreign Language Proficiency With or Without Formal Instruction
BUL-2533 Procedures for Granting Credit and Achievement Marks for Foreign Language
If a student demonstrates proficiency through an SAT Foreign Language Subject Exam or Foreign Language Listening Exam, credits will not be granted
In TR01 type district course number , change title to foreign language without a level, such as FRENCH, record “0” credits and a “P” for a mark, record grade level, date, and for location type
“CERTIFIED BY SAT EXAM”

35. Adding Courses Taken Outside LAUSD
7. Approved Special Programs
BUL-1100 Guidelines for Granting Instructional Credit
Upward Bound
Med-COR at USC
Youth and Government Program at the West Valley YMCA
8. Beyond the Bell Courses
Various Memorandums
SSIS is NOT to be used for Saturday classes, course and final mark must be entered manually in TR01 and cum record
9. Summer School
School approval required
60 hours = 5 credits
Enter course manually in TR01 and cum record

36. Adding Courses Taken Outside LAUSD
10. LA County Office of Education Courses
BUL-787 Guidelines for School Enrollment of Students in Out-of-Home-Care
Camp Returnees
Enrollment procedures and partial credit
Courses entered manually in TR01 and cum record
11. Independent Study
BUL M-128 (now 1100?) Guidelines for Independent Study Programs
Direct supervision of classroom teacher - part time
City of Angels, full time program
Alternative Education and Work Centers (AEWC), for those who have not attended 45 days or more
No independent study credit shall be granted for private lessons or instruction for which the student, parent, or guardian pays a fee.

37. Adding Courses Taken Outside LAUSD
12. On-line Courses – REF-5670
Approved courses, A-G
Set up like a regular class in CL31, CL01, CL04 using the District Course numbers for Online courses (begin with OLxx)
Use TR22 to transfer marks to TR01
13. Non Accredited Schools
BUL-1100 Guidelines for Granting Instructional Credit
All coursework must receive prior approval from the counselor.
Counselors should be very cautious about the schools they allow students to attend outside of the school day.
Generally students will receive credit only
Specific course titles and marks are not entered in TR01
Department generic courses numbers ending in “100” are used ex: ART
In TR01 enter “P” for pass, credits, date, grade level, name and city of school

38. Adding Courses Taken Outside LAUSD
13. Non Accredited Schools
BUL-1100 Guidelines for Granting Instructional Credit
Marks may be accepted and recorded on the TR01 with specific course titles earned at the previous non-accredited school through one of the following procedures:
Pass the final exam at the local school
Successful completion of an advanced course in the same subject field
AP Exam taken at previous school if passed with 3, 4, or 5

39. Credit from Non- Accredited Schools
Schools should be accredited by Western Association of Schools and Colleges (WASC) or one of its regional affiliates:
Middle States Association of Colleges and Schools
New England Association of Schools and Colleges
North Central Association Commission on Accreditation and School Improvement
Northwest Association of Accredited Schools
Southern Association of Colleges and Schools

40. Adding Courses Taken Outside LAUSD
14. Correspondence School Credit
California Code of Regulations
UC Extension courses
Counselor approval needed prior to enrollment
Used when student cannot attend class or school or class is not offered
15. Private Tutor
BUL-1100 Guidelines for Granting Instructional Credit
Credits are not earned for tutoring situations
May be acceptable if prior arrangement made, instructor holds valid teaching credential, meets guidelines for instruction and content state standards, course is 60 hours, student passes school exam
enter courses in TR01 manually, use P for Pass, not CR for credit
Mark not included in the GPA computation
Not granted if course taken in regular school day or for the purpose of accelerating to meet graduation requirements

41. Adding Courses Taken Outside LAUSD
16. Home Schooling
Parents shall be informed that courses completed during home schooling will be evaluated on the following factors:
Course aligns to LAUSD course description
Course meets content standards
Direct instructional time is 60 hours for 5 credits
Course syllabus identifies appropriate instructional strategies
Credits only are recorded. May be accepted through procedures for non accredited schools
In TR01
Credits only are recorded (not marks, use P for Pass)
Use non accredited schools procedure if courses are accepted
17. Community Service Hours
No credit is to be issued for community service hours!

42. SSIS TR Programs TR04 – Graduation Check, <F8> option
Checks if student is On Target or Not with UC/CSU A-G courses
Number of courses completed recalculated each semester – TR22 run
TR60 – Check progress toward graduation
Excel spreadsheet
TR61- Graduation Audit Report
Run in OLDYEAR

43. TR60 Credits – complete, in progress, failed
creates an Excel report
Checks progress toward graduation
indicates issues that may be affecting student progress
Fields gathered by the report include:
Credits – complete, in progress, failed
Absences, suspensions, Spec. Ed., EL
CAHSEE, CST
Counselor
SLC
School of attendance

44. TR61(changes) creates an Excel report
assist schools in auditing graduation data
will display ???? if there is an inconsistency between the Year End Flag assigned to the student and the data elements. The Year End Flags are assigned in program ID94. Information must be updated in ID94 for graduating and non-graduating 12th graders.
Whenever a student has a Year End Flag of “A” (Diploma) the program expects to see no “Credits Needed”, passing scores in both sections of the CAHSEE, “Y” for Computer Literacy and “Y” for Service Learning.

45. Questions? Vicki Gonzales Los Angeles Unified School District
K-12 Administrative Coordinator
Office of Data and Accountability
Student Information Systems
Karen Green
Los Angeles Unified School District
Specialist
Office of Data and Accountability
Student Information Systems