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Transcript Training for Registrars
Melissa White, SDE
Tommi Leach, ODCTE
Reviewing Transcripting
Academics for students must fit like a puzzle – different pieces from different places fitting together to make the whole picture.
Do your transcripts look like this?
OCAS Code Course Name Teacher
9000 CareerTech AM Local Tech Center
9001 CareerTech PM Local Tech Center
OCAS Code Course Name Teacher
9000 Vo-Tech AM Local Tech Center
9001 Vo-Tech PM Local Tech Center
OCAS Code Course Name Teacher
4760 LTC AP Statistics Local Tech Center
8700 Pre-Eng Local Tech Center
Issues with NCAA
NEVER add the name of your local technology center to the course name on students’ transcripts
Core academic courses count the same regardless of the location of the student (high school or technology center)
Can delay student participation in sport and
scholarships
Instructor State PrID Codes
999999 – Concurrent Instructor
999999 – CareerTech Instructor
This would help resolve issues with
NCAA, etc.
This is how I’ve always done it…
Why that won’t work anymore…Most data is now electronic (The WAVE)
All courses are identified by their OCAS code – no matter where the student takes the course (CareerTech)
A-F Report Card – Bonus point for Advanced Coursework
Students transcripts should accurately reflect their high school coursework
RAOs are now pulling transcripts when visiting
schools
CTE Programs in High SchoolsAg programs
– Every Ag program in the state is CTE– Every student should be enrolled in an 8000+ OCAS code
none in 2000+
FACS Ed programs– 4/5 of the FACS programs in the state are CTE– Those students should be enrolled in 8000+ courses
Business programs– Over ½ of the business programs in the state are CTE– Those students should be enrolled in 8000+ courses
Transcripting CTE Courses
Federal and State money should follow a trail to the
student
Audits are requiring this money trail
SDE website - then Accreditation – then scroll down to 2015-16 subject codes
http://www.ok.gov/sde/accreditation-standards-division
CTE Programs at the High School
There are suggested class size enrollments in CTE programs
Add those limits to your student information system to remind you
Math and science courses taught at the technology center follow the same guidelines and Oklahoma Academic
Standards as those taught at the comprehensive school
These teachers must be highly qualified and Oklahoma subject-certified for the academic courses they teach
Project Lead the Way (PLTW)
PLTW is a national curriculum taught in CareerTech academies
There are also PLTW Gateway programs taught in some middle and high schools
PLTW teachers must be certified by attending training
CTE often funds a program start-up and then the school has to sustain it
CTE Academic Courses Approved for Academic Credit
PLTW Pre-Engineering and PLTW Biomedical courses can count for academic credit on the ACE College Prep/Work Ready curriculum and can count for OKPromise. • March 2015 approved by State BOE• June 2015 approved by OSRHE
Important Information for CTE Academic Credits/Transcripting
How it should look on a transcript…
BioMed Academy – Year 1
Local Name Transcripted Course Name
OCAS Code
Credits Credit Code Instructional Level Code
Bio Med PLTW Principles of BioMedical Sciences
8706 1 Science General
Trig/Pre-Calc Trigonometry/Pre-Calculus
4750/4611 1 Math General
AP Chemistry AP Chemistry 5055 1 Science AP
BioMed PLTW Human Body Systems
8707 1 Science General
Working together…
High Schools and Technology Centers MUST work together to solve transcript issues
High schools only need to add programs offered at their local technology center to their student information system
Everyone wants to do what’s best for all students
Transcripting
More than one person should check transcripts –
Use a check-and-balance system
Don’t change anything now…
Start this spring for the 2016-17 school year
Contact me if you have questions about your CareerTech courses:
Tommi Leach, Academic Coordinator
405-743-5524
What does the law say?All board of education members, employees, or other officials of school districts required to make reports to the State Board of Education or other agencies under the provisions of this article, and all persons lawfully charged with the duty of making records of original entry, such as teachers’ registers, transportation records, and financial records, which form the basis, in whole or
in part, of said reports, shall exercise the highest degree of diligence, accuracy, and good faith in making said records
and reports reflect truth. (70 O.S. § 18-116)
EOI scores: All EOI subject areas that the student has taken with the highest attained score.
Financial Literacy: “The student has satisfactorily completed the 14 areas of instruction for Personal Financial Literacy.”
ACE: “The student has met the graduation requirement of demonstrating mastery in the state academic content standards.”
Career Tech: Any business and industry-recognized endorsements.
CPR???
Information pertaining to grades, graduation tests, college admission tests, rank in class and other pertinent information shall be recorded on the transcript. (210:35-3-47) (Standards for Accreditation of Oklahoma Schools, p. 13)
Permanent records of students shall be retained in the school.
The duplicate of said records shall be filed in a building
separate and apart from the building where the original
copy is filed or shall be filed in a fireproof vault designed
for the purpose of protecting permanent records. (70 O.S. § 24-114)
(Standards for Accreditation of Oklahoma Schools, p. 14)
Principals shall furnish transcripts and immunization records of students within three business days when requested to do so by school officials. (70 O.S. § 24-101.4) (Standards for Accreditation of Oklahoma Schools, p. 14)
Students Entering from a Non Accredited School:
Students entering an accredited school from a school not accredited by the State Board of Education shall be tested for placement. All student placements assessments shall be administered by the receiving accredited school and results shall be kept on file for one year. (210:35-25-2) (Standards for Accreditation of Oklahoma Schools, p. 229)
MILITARY STUDENTS: Students transferring from Department
of Defense (DOD) schools or protected under Military
Compact are regulated under different policies.
Please visit http://www.mic3.net/ for more information
Private Schools
Private Schools Accredited by OSDE:
• Cascia Hall, Tulsa• Cookson Hills in Kansas, OK• Job Corp Tulsa (& Guthrie Site)• Jones Academy• Lakeside Reformatory, Granite• Metro Christian Academy, Tulsa• Monte Casino, Tulsa
• Oklahoma School for Blind, Sulphur
• Parkview School for Blind, Muskogee
• Riverside Indian School, Anadarko
• St. Paul Lutheran School, Tulsa• Sequoyah HS Tahlequah• Southern Nazarene University
Lab, Bethany• Town & Country, Tulsa• Trinity School, OKC• Victory Christian School,
Tulsa
The OSDE also recognizes schools that are accredited through OPSAC. (Oklahoma Private School Accreditation Commission’s) For an extension list of accredited private schools, please visit http://opsac.org/ and go to member schools. For a list of private schools for students that transfer from out of state, you must visit that particular state’s private school accreditation commission.
Concurrent Enrollment
When a student earns college credit through concurrent enrollment, school districts shall provide academic credit for any concurrently enrolled higher education courses that are correlated with academic credit awarded by the institution of higher education. Academic credit shall only be transcripted as elective credit if there is no correlation between the concurrent
enrollment higher education course and a course provided
by the school district. (70 O.S. § 628.13) (Standards for
Accreditation of Oklahoma Schools, p. 229)
The student transcript should reflect the high school course, core or elective, the concurrently enrolled course is replacing. The instructional code within the student information system should be coded “college level.” It is recommended that the local district distinguishes the course as a college course.
Example: 5641 Psychology (OSU/Intro. To Psychology)
Contact Us:
Melissa White, SDE
405-521-3549
Tommi Leach, ODCTE
405-743-5524
