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Administrator Guide
Last Updated: 2023-09-08
Steps: Manage Student Transcripts

Steps: Manage Student Transcripts

Set up student transcripts.
You can:
  • Request and print official transcripts for active and historical students.
  • Generate unofficial transcripts for active and historical students.
  • Use the
    Get Completed PDF Transcript Orders
     web service to send PDFs of completed transcripts to external vendors for order fulfillment.
  • Print in-progress, graded, and future registrations on transcripts.
  1. Access the
    Maintain Transcript Notes for Student
     task.
    Configure notes to display on a student transcript. The note can apply to any of these items, which determines the location of the note on the transcript:
    Option Description
    Institution
    Example: Notes related to the overall student, such as their name or overall performance.
    Academic Record
    Example: Notes related to a student's undergraduate record when the student also has a graduate record.
    Program of Study
    Example: Notes related to a specific program of study when the student has multiple programs, such as a major and a minor.
    Academic Period
    Example: Notes related to course registrations or grade point average (GPA).
    Security:
    Manage: Academic Records
     domain in the Student Records functional area.
  2. Access the
    Request Official Transcripts for Students
     task.
    Create transcript orders for active and historical students. You can request up to 100 transcripts for 1 or more students.
    For historical students that are now active, you can request transcripts for the historical and active records separately.
    Security:
    Manage: Transcript and Verification
     domain in the Student Records functional area.
  3. Access the
    Print Official Transcripts
     task.
    Workday prints transcripts as individual or merged PDF files. For activated historical students, Workday prints historical and active academic records on the same transcript.
    Security:
    Manage: Official Transcripts
     domain in the Student Records functional area.
  4. Access the
    Generate Unofficial Transcript for Student
     task.
    For activated historical students, Workday prints the historical and active academic records on the same transcript.
    Security:
    Manage: Unofficial Transcript for Student
     domain in the Student Records functional area.
You can use the
View Transcript Notes for Student
 report to review all transcript notes for a student.
You can purge student transcript documents such as:
  • Attachments on transcript orders.
  • PDFs of official and unofficial transcripts.
To purge these documents for active students:
  • Create a privacy purge custom report using the
    Academic Records
     report data source and filter by the academic records that you want to purge. When a student has multiple academic records on a transcript order, set up the custom report to include only 1 academic record. Workday will purge all academic records for the student.
  • Use the Academic Record purgeable data type on the
    Purge Privacy Data
     task.
See Steps: Purge Student Document Attachments.