How to Issue Transcripts in the SMS

Overview

A Transcript in the Vocational Education and Training (VET) sector is an official record of a student’s completed units and results within a qualification or program. It provides formal documentation of a learner’s achievements, which can be used for employment, credit transfer, or further study.

The Australian Qualifications Framework (AQF) ensures that accredited VET programs and their outcomes are consistent and meet national quality standards.

This tutorial will guide users on how to issue a transcript to students using the Student Management System (SMS).

IMPORTANT:

1. A transcript will only be available when at least one (1) unit is completed and the enrolment status is not yet completed.
2. A default report for both Accredited and Unaccredited Transcripts must also be set in Templates.
3. If users attempt to create transcripts in the Students page without setting the prefix or numbering, an error message will appear, prompting them to set it first.
   

Step Tutorial

1. Go to the Students tab, locate the student for whom you want to issue a transcript, and then go to their Enrolments.

2. Select the specific enrolment for which you wish to issue a transcript. Under the Action button, select Certificates.

3. A modal window will appear, allowing you to choose from different types of documents. Since you are issuing a Transcript, select Transcript. You will then have three options:

1. Download – Save a copy of the transcript to your computer or device.
2. Email – Opens a new modal allowing the admin to configure the email before sending. The transcript is not sent automatically, giving you a chance to review and customise the message.
3. Preview – View the transcript on screen before downloading or sending to ensure all details are correct.
   

NOTE: An Accredited Transcript will be available if the related program has VET Flag = Yes; otherwise, an Unaccredited Transcript will be available.

4. The transcript should then be sent to the student. To verify, go to the student’s profile and proceed to the Certificates tab. You should see the issued transcript listed there.

These are the steps for issuing transcripts in the SMS.

Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.

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