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Security

Update Pass/Fail Credit Status Automatically Process



Overview  ↑


The Pass/Fail Credit Status (HIS.PF) field is available on the Transcripts page in Aeries for Texas schools and districts. This field is used for state reporting of the Interchange Student Transcript Data Element: PASS/FAIL-CREDIT-INDICATOR-CODE (E0949).


The Pass/Fail Credit Status can be populated by hand when adding or updating a transcript record on the Transcripts page. There is also an option to automatically populate the Pass/Fail Credit Status during the following procedures:

  • during the Copy Grades to Transcript function
  • when Copy to Transcript button is selected on the Grades page *
  • when the Issue Credit button is selected on the Classes page *
  • when the Issue Credit button is selected on the Course Attendance page *


* The Copy to Transcript and Issue Credit buttons are available when the  Allow Issue Credit on Classes / Course Attendance pages option is selected in School Options. Please see the Copying Grades and Credits to Transcripts for Individual Students article for more information on setting up and using this option. 




Security  ↑

Admin user types will automatically have permission to add, edit or delete a transcript record. They also will automatically have the Copy to Transcript and Issue Credit buttons when the option to turn them on is selected. 


Permissions are set up in the Security node of the navigation. Please see the Security article for more detailed information on how to set up permissions for users and groups.


Users that will need to add or update transcript records will need full permission to the Transcripts (HIS) area and at least  read permission to the Course History Characteristics (CHC) and Courses (CRS) tables:



On the Grades page, the Copy to Transcript button will be available if users or teachers have Insert permission to the Transcripts (HIS) area. On the Classes and Course Attendance pages, the Issue Credit button will be available if a user or teacher has Insert permission to the Grades (GRD) area. Additionally, the button will be available for teachers only during open grading windows and only for their own students. 




Update Pass/Fail Credit Status Automatically Process   ↑

In Texas databases the Copy Grades to Transcript, Copy to Transcript button on the Grades page, and the Issue Credit buttons on the Classes and Course Attendance pages each have an option to Update Pass/Fail Credit Status Automatically. 





 






By default this option is selected. When the transcript records are added or updated using this option the Pass/Fail Credit Status (HIS.PF) field will be populated as follows:


HIS.PF = '01' - "Course Was Passed And Credit Was Received" when:

  • the course is a High School Course (i.e., Course Sequence (CRS.CSQ) is not an 'A' - Non-High School Year Long Course) 
  • the mark (HIS.MK) is a value that is flagged as "Completed" in the Valid Marks (GRC.CC)


HIS.PF = '07' - "Course Was Passed, But Credit Was Not Received" when:


HIS.PF = '08' - "Course Was Failed, But Credit Was Received" when:

  • the course is a High School Course (i.e., Course Sequence (CRS.CSQ) is not an 'A' - Non-High School Year Long Course)
  • the mark (HIS.MK) is a value that is not flagged as "Completed" in the Valid Marks (GRC.CC)  
  • if Transcript Averaging** is being used and the transcript average mark (HIS.AMK) is a value that is flagged as "Completed" in the Valid Marks (GRC.CC)


HIS.PF = '02' - "Course Was Failed And No Credit Was Received - First Occurrence This School Year" when:

  • the course is a High School Course (i.e., Course Sequence (CRS.CSQ) is not an 'A' - Non-High School Year Long Course)
  • the mark (HIS.MK) is a value that is not flagged as "Completed" in the Valid Marks (GRC.CC)  
  • if Transcript Averaging** is being used and the transcript average mark (HIS.AMK) is a value that is not flagged as "Completed" in the Valid Marks (GRC.CC)


HIS.PF = '13' - "Non-High School Course Passed" when:

  • the course is not a High School Course (i.e., Course Sequence (CRS.CSQ) is an 'A' - Non-High School Year Long Course)
  • the mark (HIS.MK) is a value that is flagged as "Completed" in the Valid Marks (GRC.CC)


HIS.PF = '14' - "Non - High School Course Failed" when: 

  • the course is not a High School Course (i.e., Course Sequence (CRS.CSQ) is an 'A' - Non-High School Year Long Course)
  • the mark (HIS.MK) is a value that is not flagged as "Completed" in the Valid Marks (GRC.CC)



** Please see the Transcript Averaging article for more information on the Transcript Averaging process.


NOTE: Transcript records that are added or updated directly on the Transcripts page one record at a time or by using the Mass Add Records process will not automatically update the Pass/Fail Credit Status field. In these cases the Pass/Fail Credit Status field will need to be manually updated. For manual changes to transcript records that are being averaged please be sure to check the other transcript records that are linked to verify that they have the appropriate Pass/Fail Credit Status value.
For manual changes to transcript records where credit is denied due to excessive absences make sure the Att-Based Grade field is also set to 'Y'.  This will insure that the transcript indicator * will print on the transcript correctly.