Step-by-Step Guide for Transcript Processing

Purpose

This guide provides detailed instructions for processing, archiving, and distributing high school transcripts to ensure accuracy and compliance with state scholarship eligibility requirements.

Steps

Step 1: Run and Archive Transcripts

1. Timing: Schedule the generation of transcript reports for each class every year between high school graduation and June 15.

   • Importance: Compliance with the CHE deadline for state scholarship eligibility determination.

2. Action: Generate the complete set of transcript reports.

3. Archiving: Archive all generated transcripts.

   • Note: Adherence to the June 15 deadline is mandatory.

Step 2: Avoid Re-Running Transcripts

1. Policy: Do not rerun transcripts using PowerSchool after they have been archived.

   • Reason: Post-final run grade data changes can result in GPA and class rank inaccuracies, potentially disqualifying students from scholarship eligibility.

2. Distribution: Only the archived transcripts should be sent to colleges, universities, and the SC Commission on Higher Education.

Step 3: Record the Date Calculated

Requirement: Ensure the "Date Calculated" field reflects the actual system date on which final transcripts were processed in PowerSchool.

Step 4: Verify Transcript Information

1. Verification Elements:

   • The top of the transcript should state: “State of South Carolina Standard High School Transcript – Final.”

   • Graduation Date: This should correspond to the 180th day of the school year for spring graduating seniors, not the date of the graduation ceremony. Diplomas should reflect the 180th day.

   • Class Of: Confirm the correct graduation year.

   • Credits Earned: Ensure all credits are verified according to Regulation 43-234.

   • Principal’s Signature: Ensure the principal signs and dates the transcripts. The principal’s printed name should appear below the signature. An electronic signature is required for both DOTS and Parchment.

   • Accurate GPA

   • Class Rank

   • Date Calculated

   • School Name: Confirm the school name from which the student graduated.

Step 5: Use Archived Transcripts for Verification

1. Submission: Transcripts sent for verification should be the archived transcript from the student’s permanent record or saved electronically prior to the June 15 deadline.

   • Prohibition: Avoid printing new transcripts via PowerSchool to prevent providing incorrect class rank and/or GPA information.

Conclusion

Adhering to these steps ensures the accuracy and integrity of student transcripts, thereby supporting students' eligibility for state scholarships and meeting official requirements.