XAP Transcripts Electronic Transfer for GA Futures

Mark Hampton
Mark Hampton
Second Anniversary Name Dropper Facilitator 1 June 2023 Monthly Challenge
in Core

Anyone with expertise on this here? The XAP download I get from Blackbaud needs tons of corrections that take hours on end, but I can'd find where to make changes on the backend so that it is pulling accurate info. Here are the primary areas where I have consistent errors I have to amend (manually!):

02 Record, Field 17: Student Grade - I get a 0 for all students

02 Record, Field 25: Graduation date - Just comes out blank

02 Record, Fields 20-22: Class Rank - We do not rank. It puts a “-1” for field 20 and 22, which is correct. However, it puts the class size in field 21 - anyway to make field 21 default to “-1” as well

04 Record, Fields 2-3: Credit hours attempted/earned - Right now, as I'm trying to upload final transcripts for the year, the current year is only giving ½ a credit for 1 credit courses. Is this because we have not marked students as graduated? Do we need to do a promotion step of some sort for the system to recognize the year is complete? This is happening with all students for the current year, previous years are accurate.

We've been with blackbaud for <1 year, so we're still learning a ton and I don't believe they set our system up correctly.

Comments

  • Latonia Anthony
    Latonia Anthony
    Third Anniversary Name Dropper Facilitator 1

    @Mark Hampton
    Hello Mark,

    I am also relatively new to Blackbaud (year 2). Are you using the old transcript builder or new one? We use the old for GAFutures, and it seems to work relatively fine without any significant errors. You might want to do the search and replace in your file to conquer more errors. Not sure that this helps, I wish you luck.

    LaTonia

  • Mark Hampton
    Mark Hampton
    Second Anniversary Name Dropper Facilitator 1 June 2023 Monthly Challenge

    @Latonia Anthony
    Hi, Latonia - Yes, we're using the old transcript builder. We also do find/replace on a lot of things as well and that solves part of it. There's still several areas of data missing that never populate and have to be entered for each student.

  • Candi Roberts
    Candi Roberts
    Kudos 4 Fourth Anniversary First Reply Name Dropper

    @Mark Hampton
    You do need to graduate the students before creating their final upload. The only thing I have to adjust is the Y for courses taken in 8th grade and replacing Blackbaud ID numbers for those students who were in GA Futures with a number from our form SIS. You can contact me at registrar@tcslions.org if there is anything I can do to help.

  • Candi Roberts
    Candi Roberts
    Kudos 4 Fourth Anniversary First Reply Name Dropper

    @Mark Hampton
    Also, Blackbaud should have set up the report for you in the old transcript builder. Do you have that? If not, contact them!

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