About Transcript Status
Applicable Product:
- PeopleFluent Learning
Applicable Release:
- V22
- V23
Summary:
A learner's transcript status indicates the current status of their enrollment in a course session (for example, Not Started, In Progress, and Completed).
The LMS comes with a set of default transcript statuses that cannot be edited. You cannot create new transcript statuses but you can create sub-statuses, to provide extra detail for the main statuses. For example:
- Completed could be sub-classified as With Merit or With Distinction
- Waiver/Exempt could be sub-classified as Equivalent Qualification or Experience Waiver
- Excused could be sub-classified as Illness/Injury or Bereavement or Jury Service
Instructors can set their learners' overall statuses to one of the default transcript statuses or sub-statues when they review session participants.
Direct appraisers and managers can apply transcript statuses to participants they enroll in courses using the Enrollment Wizard.
Course administrators can apply transcript statuses independently to individual participants in the session'sParticipants list in the Catalog Editor.
Appraisers, managers, instructors and administrators with access to the Report Wizard can include transcript statuses and sub-statuses in the Transcript Details section of their reports. The transcript status information can include:
- Overall Status
- Transcript Code
- Transcript Name
Transcript statuses have permissions that determine which users can use them in the LMS or edit their substatuses.
To create and edit transcript sub-statuses, your user role must have unrestricted access to the Transcript
Status Manager feature in System Roles (Manage Features > Catalog Manager Features).
To create and edit transcript sub-statuses, go to Manage Center > Learning > Transcript Status Manager.
Transcript Statuses
The table below lists the default transcript statuses in the LMS. These cannot be edited, and new statuses
cannot be added. Catalog administrators can add sub-statuses to the default transcript statuses to provide further differentiation between learners with a common status.
Completed (Self-Asserted)
Completed (Self-Asserted) is a distinguished form of completion, one that is self-asserted by the learner. Its status change can only be invoked by the learner (for example, when marking non-trackable content as complete, or by clicking the Completed button in the Knowledge Center before the trackable content is recognized as complete by the courseware). Completed (Self-Asserted) contributes to certificate and
competency acquisition.
Deactivated
The Deactivated status is used for closing out an active enrollment. Deactivated is a terminal status but it will not contribute to certificate or competency acquisition.
On automatic program completion roll-up, if any elective sub-modules are incomplete or have been completed through equivalent learning, the learner's transcript is set to Deactivated.
When retiring a course session, changing the transcript status of enrolled users sets their transcripts to
Deactivated.
Add a Transcript Sub-status
You can add sub-statuses to the default transcript statuses to provide further differentiation between learners with a common status.
Remember that sub-statuses inherit access permissions from their parent transaction status.
To create a sub-status
- Go to Manage Center > Learning > Transcript Status Manager. The Transcript Status Manager opens
with a list of the default statuses you have permission to view, and any sub-statuses. - Click the + Add Sub-status link for the status you want to add sub-statuses to. The Create/Edit Entries page opens.
- Enter a unique code for the sub-status.
- Enter a name for the sub-status. This is the name provided in drop-down lists to select a transcript
status, and is the name shown in learners' transcript details and reports. - Repeat steps 3 and 4 for additional sub-statuses as required.
- Click Save. The sub-statuses are listed in the Sub-status column in the Transcript Status Manager.
Edit a Transcript Sub-status
Catalog administrators can edit transcript sub-statuses to update the code and display name, or to delete them.
To edit a transcript sub-status
- Go to Manage Center > Learning > Transcript Status Manager. The Transcript Status Manager opens
with a list of the default statuses you have permission to view, and any sub-statuses. - Select Edit Sub-statuses from a transcript status' action menu. The Create/Edit Entries page opens.
- Update the code and name of each sub-status as required.
- To delete a sub-status, click the Remove icon to the right of the Name column.
- Click Save. The sub-statuses are updated in the Sub-status column in the Transcript Status Manager.