Is the GPA correct on the student record in Grades, Enter Grades by Student?

Transcripts display the values in Grades for each student, so if the value is incorrect on the student's record, it will not be correct on the transcript. The image below is the GPA tab of a student in Grades. The GPA type is in green, the GPA calculation is in red, and the marking columns are in blue.

Grades by student

For example, on the image of the GPA tab above, the Cumulative GPA values are blank for the Sem 2 marking column. If your transcript parameter displays the Cumulative GPA for Unweighted or Weighted calculations, the values will be blank. The Weighted calculation has YTD and GPA values for the Sem 2 marking column. If you select to show the Unweighted calculation name on your transcript, the values would be blank.

So, are the GPAs correct on the student's record in Grades?

  • Yes: The issue resides in the setup of the transcript. Troubleshoot the transcript parameter.

    Note: Write down the academic year, marking column, GPA Type (i.e., GPA, YTD, Cumulative), and the calculation name for the grade that should be on the transcript. For example, Brian Davis's Weighted GPA for 2005-2006 for the Final marking column is 4.00.
     
  • No: The issue is the GPA value on the student record. Troubleshoot the GPA calculation so the GPA value is correct on the student record.

 

Troubleshooting the transcript

There are 3 areas where you can display GPAs on a transcript: the Header, the Details, and the Summary/Notes sections. Determine where the incorrect GPA is displaying on your transcript by clicking the corresponding area of the transcript below.

Transcript

 

Transcript header

You can display the GPA in the transcript header by selecting the Format tab, and then highlighting Student Information under the Header section. Because only the Cumulative GPA type can be displayed on the header, the selected calculation and marking column determine which GPA value displays on the transcript. Keep in mind, the header displays the cumulative GPA from the current academic year or the most recent year that has a cumulative value. To set the GPA value in the header:

  1. In Mail, Forms, Transcripts, open the appropriate transcript parameter
  2. Select the Format tab
  3. Under Header, highlight Student Information
  4. To adjust the GPA name, select a different name in the Type column
  5. To adjust the marking Column, select a different value from the Marking Column column
  6. After making changes, preview the transcript to verify the correct GPA value displays.

For example, let's say your transcript hearder shows a 3.0 for Brian Davis, and you want his 4.0 GPA to display. On his record in Grades, the 3.0 Cumulative GPA is associated with the Weighted GPA calculation and the FINAL Marking column. When you look at the header selections, you see Unweighted as the calculation, so you can change it to Weighted.

Go back to troubleshooting

Details

When you display GPAs in the Details section, they show separately for each academic year below that year's courses and grades. You can print GPAs in two sections on the Details tab; the GPA section and the Academic Summary section.

GPA Section

In the GPA section, you can select any GPA calculation name and type, but the GPA's marking column is based on the marking columns selected in the Courses section. For example, if you select marking columns Sem 1 and Sem 2 in the Courses section, the GPAs for those marking columns will display. To adjust the Details section:

  1. In Mail, Forms, Transcripts, open the appropriate transcript parameter
  2. Select the Details tab
    • To adjust the GPA marking column:
      1. Open the Courses section
      2. Select the Columns tab
      3. Open an existing column or add a new column
      4. Select the appropriate marking column in the Marking column drop-down.
      5. Save and close the Courses section
    • To adjust the GPA type or calculation name
      1. Open the GPAs section
      2. Select the General tab
      3. In the GPAs to include section, make sure your calculation name is selected in the Calculation column and your calcualtion type is selected in the Type column.
      4. Click OK to save your changes.
  3. After making any changes, preview the transcript to make sure the correct GPA values display.

Go back to troubleshooting

Academic Summary Section

The Academic Summary section on the Details tab summarizes various academic information after each year. You can only change the GPA type, calculation, and marking column. To make adjust the Academic Summary section:

  1. In Mail, Forms, Transcripts, open the appropriate transcript parameter
  2. Select the Details tab
  3. Open the Academic Summary section
  4. On the General tab, mark the Only show section for current academic year if you only want the GPA from the current year to display. If this checkbox is not marked, the GPAs from all the academic years on the transcript will display.
  5. Select the Columns tab and open the column that includes the GPA
  6. Adjust the Marking Column, GPA type, and GPA Calculation drop-down lists to match the values from Grades that you want on the transcript
  7. To determine the session to display a value for, select the appropriate session in the Session to report drop-down.
  8. Click OK, and then OK again to save the changes
  9. Preview the transcript

Go back to troubleshooting

 

Summary/Notes section

 

The Academic Summary section summarizes various academic information. You can add this section on the Summary/Notes tab of the transcript parameter. You may see other sections, such as Activities and Freeform Notes displayed on transcripts that are selected from this section. Just like the transcript header, the GPA value that displays shows here is only from the latest academic year selected in the Details section. This means if you filter on academic years on the transcript's General tab, then the GPA from the most recent selected academic year will display. You can change the GPA type, calculation, and marking column only. To make changes:

  1. Open the transcript in question from Mail, Forms, Transcripts
  2. Go to the Summary/Notes tab
  3. Open the Academic Summary section
  4. On the General tab, mark the Only show section for current academic year if you only want the GPA from the current year to display. If this checkbox is not marked, the GPAs from all the academic years on the transcript will display.
  5. Select the Columns tab and open the column that includes the GPA
  6. Adjust the Marking Column, GPA type, and GPA Calculation drop-down lists to match the values from Grades that you want on the transcript
  7. To determine the session to display a value for, select the appropriate session in the Session to report drop-down.
  8. Click OK, and then OK again to save the changes
  9. Preview the transcript

Go back to troubleshooting

Note: If the steps above do not resolve your issue, you may need to recreate the transcript parameter to reset defaults.