Cornell University Electronic Student Records Systems Project Report

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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

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

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