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Transcript Information

University of Washington Course Records

The Student Data Base System contains two types of inquiries into the University of Washington regular course records:

1. Standard Transcript Inquiry
2. A quarter-by-quarter summary and listing (Academic Summary)

In addition, you may view:

1. courses taken in the University's Extension program, independent studies, and credits by examination
2. Courses accepted for transfer credit from other institutions
3. Degrees and Certificates
4. Pending changes in a student's class or major on the Future Control Field Inquiry

Transcript Inquiry System

• Using the Action Codes
• Standard Menu
• Custom Menu

The menu screen will appear.

To access a student not retained from a previous screen:
"student number"

If the student is not otherwise available to you:
"PAC number" ­ (with leading zeroes to make six digits) in Access Key field

[Send]

Action Codes

There are four main action in the Transcript Inquiry System:

All of the above actions are available from any of the screens of the Transcript Inquiry System; you may get Help from an Inquiry screen, or build a custom selection from the Standard Selection Menu, for example,

HELP

To choose general help:
[Home]
[Shift] + [Tab]
"1"
[Send]

A help screen consists of two parts; the "help" itself, and a control area which retains the selection, the student, and the action. Separating these two parts is a line of reversed (dark on bright) display which will give you directions and show you the status of your help request. On the screen above, you are informed that there is more information available on this topic.

STANDARD MENU

The Standard Menu is divided into selections for the current year and for the entire transcript. "All" will display all courses within the year or for the entire transcript. "Students Major Dept" will produce a listing of courses taken within the student's department of declared major. Be aware that this selection will look only at the department of the major; a major in CLASSICS will only show classes with the department CLAS. Greek and Latin classes will not be displayed. Likewise, the definition of your "department" may include more or less than your group of majors. You may contact Hugh Parker at hughp@u to have this adjusted. The major college and your college include all courses taken in either the college of the student's currently declared first major or in the college of your department.

To use the Standard Selections:
"standard selection number" ­ in the selection field
"4" ­ in the action box
[Send]

Screen Layout

All transcript reporting screens, whether you use Standard Menu Selections or create your own selection through the Custom Selection process, are divided into five major sections. Using the screen above as an example, these sections are:

1. Transcript Title
   Description of the inquiry. This will be "Entire Transcript," "Current Year," or "Custom Selection." In this case, the title is
   
   "ENTIRE TRANSCRIPT ­ COURSES IN STUDENT'S COLLEGE".
   
2. Student Identification and Cumulative Summary
   The student's student number, social security number, name, and birthdate are displayed.
   
   Under this is a line identifying the student's current information:
   

1. Transcript Data
   Two main columns, made up of five secondary columns make up the transcript data:

1. Selection Summary
   This transcript summary reflects the selection which you have made, rather than the cumulative summary in the upper portion of the screen. Within this selection are shown:

1. Control Area
   The control area shows you information from the computer in the block of reverse video, in this case, "PRESS SEND FOR MORE INFORMATION." The selection that you have made has been expanded from "9" to its "Custom Menu" form, ALL.CCO=C., and the student number is sown next to the Action Box.

CUSTOM MENU

There are times when the standard selections do not give you the selection or inclusiveness that you require for a transcript. The Custom Selection Menu provides help for constructing these more specific queries.

To access the custom menu
"4" ­ in the action box
[Send]

Each of the Custom Selection Codes has its own meaning and "syntax" or usage. This usage, or "syntax" as it is called on the help screens, varies with the selection code, and is summarized in the Appendix to this document. As with the Standard Inquiry, there is on-line help available. Each Selection Code has its own help screen which provides detailed documentation and examples

To get help on a Custom Selection Code:
[Tab] to the Help with Selection field
"custom selection code"
[Tab to the Action Box
[1]
[Send]

In a Custom Selection Help

The codes used in the Custom Selection Inquiries, except where otherwise noted, are the standard codes issued by the Registrar's Office and found in the University Catalog and the quarterly Time Schedule.

Note: you may build your custom selection at the help screen by typing the information in the Selection Field.

Creating a Custom Selection

Simple Selection Expressions:
Custom selections are built of one or more custom selection expressions. Each custom selection expression is composed of a single keyword, a comparison sign, if required, and parameters, as required. A selection expression for courses in the Colleges of Engineering and Arts and Sciences would be:

The components of this selection request are:

Spaces do not matter in a Custom Selection, except in department abbreviations. If the time schedule states that Electrical Engineering is abbreviated as E_E (the character _ indicates a blank or a space), then you must key in E_E. EE or E__E will not be recognized by the system.

Multiple Selection Expressions:
Custom Selection Expressions are combined into Custom Selections by appending Selection Expressions to the selection list, separating each selection expression by a period. A selection to display all courses in the colleges of Engineering and Arts and Sciences that are incomplete would be:

As noted above, more than one parameter may be combined in a single selection expression. For example, you might need to look at Education courses from course number 400 to course number 799, and Educational Psychology courses in the graduate stream (courses above 500). Both of these can be combined into a single selection expression:

This selection will show all the courses that are either Education 400-799 or Educational Psychology 500-799.

A selection that combines multiple selection expressions will display only those courses which meet all of the criteria specified. Within a selection code, a course must meet any of the criteria specified. Thus

will show courses that are in the departments of PHYSics, MATH, or PSYCHology, taken while an EDUCation major, which are Writing or Incomplete courses, taken in the CURrent academic year.

Another way of thinking about a multiple selection expression is to imagine it as a series of funnels or filters; only those courses which "fit through" the selection criteria make it to the following funnels or filters. Only those courses which pass through all of the funnels or filters will be printed:

Is the department MATH, PHYSics, or PSYCHology?

If "yes" continue,
if "no," quit.

Is the student an EDUCation major?

If "yes" continue,
if "no," quit.

Are the courses Writing courses or Incomplete?

If "yes" continue,
if "no," quit.

Were the courses taken in the current year?

If "yes" continue,
if "no," quit.

Display the transcript.

Although this student might have courses that are Physics, Math, or Psychology or courses taken as an Education major, and some courses which were writing or incomplete, or courses which were taken in the current year, there may be no courses that meet all of the above criteria.

To request a custom transcript:
[Tab] to action box
[4]
[Send]

This Custom Selection transcript is a request for Christopher Dannon's History courses from course 500 to course number 699. The transcript is displayed in reversed quarter order, from the most recent quarter to the earliest quarter. Note the indication of graduation:

To redisplay a transcript from the beginning of the inquiry:
[5] ­ in Action Box
[Send]

Printing a Transcript

To request a transcript be printed on the printer attached to your terminal:
PRT ­ in Selection: field
[Send]

Academic Summary

The Student Academic summary and its associated Transcript Inquiry provide quarter-oriented views into the student's academic transcript. These two screens are best used when you want a quick look at one quarter's work or a general summary of the entire program.

To access the Student Academic Summary:
"SRF310"
[Send]

You can either transfer a student's information or select the student by entering one of the student keys.

The Student Academic Summary contains:

1. High school (and high school number) from which the student graduated. This may not always be included for graduate students who did not take their first degree at the University
2. Prior Summary. Summaries are provided for prior study at the University for those students who were not active in Winter of 1983 but have since returned to the University. The Prior Summary also includes any transfer or extension classes accepted for credit.
3. Cumulative GPA and Cumulative Credits reference the credits and grade points earned toward the current degree.
4. Starting Quarter. If this field is not blank, there is additional information. The values in this field may be changed to start the display at any particular quarter, but note that the field requires the full name, and not the abbreviation, of the quarter.
   
   You may place an "X" in any one of the spaces in the Action column (ACTN) to select the transcript for any individual quarter on record. The CU GPA column contains the cumulative GPA for the student's program, and the GPA column contains the quarterly GPA. Scholarship (SCHOL) indicates whether the student is on scholarship advisory or commendation. An asterisk (*) next to the Scholarship column heading (SCHOL*) indicates that there is a scholarship recalculation pending.

Quarter Inquiry

To specify an individual quarter for inspection from SRF310:
"X" ­ in the action (ACTN) column
[Send]

To specify an individual quarter for inspection from elsewhere in the Student System:
"SRF317"
[Send]

An introductory screen will be displayed.

To access the Transcript Quarter information:
"student number" ­ if not transferred from previous screen
"quarter abbreviation and year"
[Send]

Transcript Inquiry displays one quarter's academic activity.

The first pair of lines under the student information references the quarter under examination

1. On the third line, the Quarter and Year fields may be changed to explore other quarters' transcripts.
   The scholarship status for this quarter is displayed at the end of this line. (NONE)
2. "(QTR IN CUM)" informs you that the quarter selected is part of the student's current academic program. Were this a quarter in a previous degree program, "(QTR NOT IN CUM)" would have been displayed.
3. The major (MAJ:) is the one declared in the quarter in question.

The second pair of lines reflects the student's current status; the fields displayed reflect the current (or last):

1. Cumulative Credits (CUM CREDITS)
2. Grade Point Average (GPA)
3. Major (MAJ)

Other Topics in this Guide:

• Student Data Base Main Menu
• Demographic Information ­ Student/Applicant Locator, Former Names Inquiry, Student Data Inquiry
• Security - Release of Student Directory Information and Disclosure of Student Records - Family Educational Rights and Privacy Act (FERPA)
• Registration Information ­ Student Schedule Inquiry, Departmental Registration, Registration Transactions, Course Restrictions
• Transcript Information ­ Transcript Inquiry, Custom Selections, High School Inquiry, Extension/Exam Inquiry, Transfer Courses, UW Degrees , U W Certificates, Future Control
• Class Offerings and Lists ­ Time Schedule Inquiry, Section Status Inquiry, General Education Requirements, Class Lists
• Applicant Inquiries ­ Student/Applicant Locator, Application Inquiry, Requirements/Deficiencies, Test Scores , Prior Schools
• Reference ­ Registration Screen Messages, Class Year Codes, Special Program Codes, Custom Selection Codes

Doing UW Administrative Work

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UW Technology
help@u.washington.edu
Modified: January 28, 2002