Appendix I. AACRAO Transcript and Database Metadata
The following list is based on the table provided on p. 4-10 of AACRAO's Academic Record and Transcript Guide, 1996. Not all of the notes provided by AACRAO are included in this table, only those that most relevant to the report and needed for understanding the table. The complete set is available in AACRAO's publication.
|
Item |
Data Element |
Note |
Database |
Transcript |
|
|
Identification of Institution |
|||||
|
1 |
Name |
Identify independent branches, previous names (for 5 years), old/new names |
Essential |
Essential |
|
|
2 |
Location: City, State, ZIP Code, Telephone Number |
May be part of transcript key |
Essential |
Essential |
|
|
3 |
Identifying Code |
One or more: ACT, CEEB, FIBE |
Recommended |
Recommended |
|
|
Identification of Student |
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|
4 |
Name |
Legal name. Database usually contains all forms but legal on transcript. |
Essential |
Essential |
|
|
5 |
ID Number |
SSN is unique, should be collected even if ID num. |
Essential |
Recommended |
|
|
6 |
Address |
Various forms. |
Essential |
Not Recommended |
|
|
7 |
Date of Birth |
ID if not SSN. Month and Day re: age discrimination |
Essential |
Optional |
|
|
8 |
Place of Birth |
Perceived discrimination. Sometimes for fees. Always for international with F-1 visa |
Optional |
Not Recommended |
|
|
9 |
Gender |
Possible discrimination |
Essential |
Optional |
|
|
10 |
Race or Ethnicity |
Possible discrimination |
Essential |
Not Recommended |
|
|
11 |
Marital Status |
Optional |
Not Recommended |
||
|
12 |
Religious Preference |
Possible discrimination |
Optional |
Not Recommended |
|
|
13 |
Disability |
If reported by student |
Essential |
Not Recommended |
|
|
14 |
INS Status |
Non-US |
Essential |
Not Recommended |
|
|
Basis of Admission |
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|
15 |
Secondary School Graduation or Equivalent |
Maybe not for professional and graduate |
-- |
-- |
|
|
a. |
Name, Location of School |
Need both |
Essential |
Optional |
|
|
b. |
School Code |
CEEB/ACT code |
Optional |
Optional |
|
|
c. |
Date of Graduation |
Possible discrimination |
Essential |
Optional |
|
|
d. |
High School Equivalency Exam |
If basis of admission, scores not included |
Essential |
Optional |
|
|
e. |
Approval |
Regional accreditation, state approval or accreditation |
Essential |
Not Recommended |
|
|
f. |
Entrance Test Scores |
Usually ACT or SAT |
Essential |
Not Recommended |
|
|
16 |
Previous Colleges or Universities attended |
Only for transferred credit. |
-- |
-- |
|
|
a. |
Name, Location of Institution |
Essential |
Essential |
||
|
b. |
Period of Attendance |
Essential |
Recommended |
||
|
c. |
Degree Received |
Essential |
Recommended |
||
|
d. |
Year Degree Conferred |
Essential |
Recommended |
||
|
e. |
School Code |
Code and source of code |
Recommended |
||
|
Record of Work Pursued |
|||||
|
17 |
Terms of Attendance |
Precise start/end term dates. Calendar defined in key or description |
Essential |
Essential |
|
|
18 |
Withdrawal Date |
From institution prior to end of term |
Essential |
Recommended |
|
|
19 |
Course Identification |
Dept or discipline, number, title, other, e.g., Honors |
Essential |
Essential |
|
|
20 |
Amount of Credit |
Essential |
Essential |
||
|
21 |
Unit of Credit |
Quarter, semester, other |
Essential |
Essential |
|
|
22 |
Term Grades |
Whether in average or not on transcript. Exceptions in key |
Essential |
Essential |
|
|
23 |
Term Grade Point Average |
Varying methods, esp. repeated courses. Key indicate computation |
Essential |
Recommended |
|
|
24 |
Term Grade Points |
22-24 |
Essential |
Recommended |
|
|
25 |
Cumulative Credits, Grade Points, GPA |
Essential |
Recommended |
||
|
26 |
Narrative Evaluation |
Some use in lieu of grades |
Essential |
Essential (if no grades are recorded) |
|
|
27 |
Demonstrated Competencies |
Nonclassroom credit. On transcript if required. Proficiencies are different |
Recommended |
Optional |
|
|
28 |
Transfer Credits Accepted |
-- |
-- |
-- |
|
|
a. |
Course, Credits, Grades |
Essential for degree audit and counseling |
Essential |
Not Recommended |
|
|
b. |
Credit Summary |
Accepted credits noted |
Essential |
Recommended |
|
|
Academic Status |
|||||
|
29 |
Good Standing |
= Eligible to reenroll |
Essential |
Not Recommended |
|
|
30 |
Academic Probation |
Rules vary |
Essential |
Not Recommended |
|
|
31 |
Academic Suspension |
Any interruption in continued enrollment not disciplinary |
Essential |
Essential |
|
|
32 |
Rank in Class |
Numerical, 1 = highest, potential harm |
Optional |
Not Recommended |
|
|
Statement of Graduation |
|||||
|
33 |
Degree Received |
Title |
Essential |
Essential |
|
|
34 |
Date Conferred |
Month, year essential. Day recommended. |
Essential |
Essential |
|
|
35 |
Date Completed |
If different from conferral |
Essential |
Recommended |
|
|
36 |
Program or Major |
Institution's name for; CIP essential for database, optional for transcript |
Essential |
Essential |
|
|
37 |
Minor |
Essential |
Recommended |
||
|
38 |
Honors and Distinctions |
Academic graduation honors not non-academic |
Essential |
Recommended |
|
|
39 |
Professional Certification Requirements |
If required for degree |
Recommended |
Optional |
|
|
40 |
Rank in Class |
See 32 |
Optional |
Optional |
|
|
Supplemental Information for Graduate and Professional Students |
|||||
|
41 |
Satisfactory Completion of Institutional Qualifying Examinations |
Essential |
Recommended |
||
|
42 |
Advancement and/or admission to Candidacy |
Essential |
Recommended |
||
|
43 |
Title of Thesis and Dissertation |
Optional |
Optional |
||
|
Miscellaneous |
|||||
|
44 |
Transcript Issuance Information |
-- |
-- |
||
|
a. |
Courses in Progress |
At issuance of transcript |
Essential |
Recommended |
|
|
b. |
Date of Issue |
Check current. Sending is audit trail for FERPA |
Essential |
Essential |
|
|
45 |
Agency Internships and Externships |
Potential employers, certification, licensure |
Optional |
Optional |
|
|
46 |
Standard Test Scores |
GRE, NTE, etc. |
Essential |
Not Recommended |
|
|
47 |
Last Entry Notation |
To identify illicit entries |
Not Applicable |
Essential |
|