Academic Document FAQ

What security roles do I need to access the configuration and publishing options on the Academic Documents homepage?

The Academic Documents homepage is essential to monitoring and facilitating workflows related to academic documents in Veracross. Users require certain security roles to be able to interact with this data.

The Academic Documents homepage.

  • Academic_Document_Admin — allows you to create and manage academic documents.
  • Academic_Document_Reader — allows you to view academic document records.

Note: The Academic Document Reader and Administrator roles do NOT grant access to the actual documents themselves, just the publishing configuration.

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When should the "Document Layout" field should be "None" during academic document configuration?

The Document Layout field on the Configuration tab is used when creating school configurable academic documents from the Academic Documents homepage.

The academic document record for an already built custom document. Note the System Type of "VC Custom" and the Document Layout of "None".

If this document is a custom document that was built before school configurable document functionality, then the System Type should be VC Custom and the Document Layout field should be None.  Most Veracross schools have custom built academic documents, as these are the only documents that existed until the school configurable documents functionality was released.

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How do I see report cards from previous years?

Example scenario:"A junior is wondering if she can get copies of her report cards from her entire sophomore year for her own personal record. How can I do this?" 

To find historical report card information, perform the following steps:

The "Find Documents" menu when searching for upper school report cards. In the above example, you should select "Grade 10" in the Grade Level role to find what you are looking for for that particular student.

  1. Begin on the Documents homepage and click on the relevent link for the school level/academic document.
  2. Click on the 'Find Documents' button on the top left (not the arrow directly next to it) to open the Find Documents menu.
  3. Search for report cards by school year and any other crieteria you want to apply to the search.
    •  The historical information of the student's grade in previous years is reflected when you search earlier school years.

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How do I publish report cards?

To publish your report card to the parent or student portal, utilize the academic document publishing workflow, new for the 2020-21 school year. Report cards are no longer published using the "Publish Report Cards" field on the Grading Periods query. You can check out the quickstart guide to publishing academic documents, but here are the bare-bones steps if you need to publish in the next ten minutes:

  1. Head to the Academic Documents homepage and click the "Current Year Academic Documents" query.  
  2. Click into the report you want to publish.
  3. On the Configuration tab, click "Add Record" and create an "Include" filter, setting a min and max grade. For example, if the document is a high school report card, select Grade 9 and Grade 12.
    • Set the default publishing status for the student and/or parent portal. 
    • Optionally, set the category, report title, and sort key. See the quickstart guide for more info. 
    • Click Update.
  4. Action menu > Refresh Filters.
  5. Click the "Record Review" tab. Documents to be published will be listed under "Pending." Look good? Action menu > Commit Filters. 
    • They now show up on "All Existing Records."
    • Something not look right? No trouble: Edit your filters, refresh, review.
  6. To publish: Action menu > Publish All (or Publish Parents, or Publish Students).
    • Review all documents on the "Parent Portal" and "Student Portal" tabs.  
    • Selectively update publishing statuses or use the Action menu for batch. 
    • Published = clickable link in the portal; Unpublished = grayed-out unclickable link in the portal; Not Published = no link at all, completely invisible to portal user.
  7. Double-check: Impersonate a parent or student and ensure that they see the expected report card.

How do I batch print documents from the Academic Documents homepage?

You can print school-configurable academic documents on the Academic Documents homepage. Click here to learn about printing custom Veracross documents. Doing so requires one of the following security roles: 

  • Sys_Admin1 or 2
  • Faculty_3
  • Grades_Reader
  • Any of the Div Head roles

School-configured academic documents can be printed in batch from the "Find Person Academic Document" query on the Academic Documents homepage.

  1. Navigate to the Find Person Academic Document query on the Academic Documents homepage.
  2. Apply the appropriate criter to filter the query down to the documents you wish to print and run it.
    • You must ensure that the Person Academic Document ID field is visible and not suppressed from results!
  3. From the query result screen, click on the Action menu and run the Batch Print Documents procedure.
  4. Select "Person Academic Document ID" in the Record ID field drop-down menu and "Academic Document" in the Document field.
  5. Click Go.

How do I hide a certain class from showing on a Student's report card?

To hide certain classes from a student's report card, perform the following steps:

Toggling the "Exclude from Report Card" to YES will hide this particular class from showing up on this individual student's report card.

  1. Navigate to the Student's Class Enrollment record for the class you wish to hide/exclude from showing on the report card. 
    • There are a few ways to access Class Enrollment records. The easiest way is to start from the Student record, click on the "Schedule" tab, and then scroll over to the right and click the "pop-out" buttonnext to the class you want to see the class enrollment record for.
  2. On the General tab, toggle the Exclude from Report Card flag to "Yes".
  3. Click Update

On the school configurable report card, can we show the teacher's or student's preferred name?

Yes! All of the person name fields on the document template include the same list of field values and syntax requirements. It's important to note that multiple values need to be separated by a comma and a space. For example:

  1. Herbert George Wells with the preferred name "H.G" would display as H.G. Wells using "preferred_name, last_name"
  2. To get Wells, H.G., you would need the syntax "last_name_with_comma, preferred_name"

What is the best way to notify Veracross that we need to make changes to our custom Report Cards, Progress Reports, or Transcripts?

When you know you need to make any sort of changes to a report card, progress report, or transcript, please submit a detailed ticket with the requested changes through Veracross Support as soon as possible. If you are looking to make substantial changes, we recommend including a visual mock-up of what you'd like the document to look like. Please anticipate the following timelines for implementation of these changes:

  • If your changes are substantial (e.g., a complete document restructuiring), please allow for at least 4-6+ weeks notice before that document is scheduled to be published to parents to ensure our teams have adequate time to make the changes.
  • If you need more simple changes (e.g., a new school logo or making small text changes), those require less lead time, but communicating with Veracross about these changes at least 1-2 weeks before the document needs to be published is highly advised.

 Please note that this FAQ refers to custom documents in Veracross, not school configurable documents.

How do we hide a student's report card from the student and parent portal?

To "hide" a report card in the parent or student portal, you can update the publishing status of that particular student's academic document for the given grading period. To do this:

  1. Navigate to the Academic Documents homepage.
  2. Click into the academic document record. You can access it a few different ways:
    • If it's an active document, it shows up in the list at the top of the homepage. 
    • You can click the "Current Year Academic Documents" link.
  3. On the academic document record, navigate to the Parent Portal tab and/or the Student Portal tab and click the "Published" sub-tab.
  4. Update the "Publishing Status" field to either "Unpublished" (which will display a graded-out text instead of a link) or "Not Published" (which completely hides the particular link.
  5. Click "Update."

Recommended: Impersonate the parent or student, log in as them, and confirm that the document is not displayed as intended. 

On the new academic document layout, how do I get the student advisor's name to appear without adding the advisory class to the numeric grades table?

In order for the advisor's name to appear on the document, the "Include on Report Card" flag must be checked on the course record. If the advisory class is not graded, you can filter the numeric grades table to only show academic classes by performing the following steps:

  1. Go to the Academic Documents homepage > Configuration Section > Add/Configure Layouts header > and click the appropriate document link
  2. From the embedded table on the document with layouts record, click on the layout you want to adjust in the "Name" column.
  3. On the embedded table of field values, find the "Numeric Grades Table", the second item should be "Table Enrollments"
  4. If the value in the Table Enrollments row is set to all, you can change the filtering options by either course type or class status. The syntax academic_classes would then exclude the advisory class from this display.

Read here for additional information about document layouts.

I have configured the academic document layout record to display the Qualitative Scales key. Why won't they display on the document?

The Qualitative Scales key will not display on the academic document unless the student has at least one qualitative grade that uses that scale in any of the reporting year's classes. Here are the parameter settings needed to display the rubric scale key. 

  1. Enter 1 in the 'Show Qualitative Scales?' parameter. 
  2. Enter the ID number of the Rubric Scale which is available on the Rubric Scales query on the System homepage. 
  3. Enter the rubric key label in the Qualitative Scales Label parameter.

Our GPA reports are showing an equation, but the calculated value is "0." What are we missing?

If you’re looking at a student’s GPA report and you see that there is an equation for the calculation — such as 100 grade points earned and 25 credits attempted (100/25) = 4.0 — but the GPA itself is showing as “0,” this could be due to your GPA Configuration’s display format. To access the GPA configuration, complete the following steps:

  1. From the System homepage, click on the GPA Configuration query.
  2. Click in the numeric link in the ID field for the GPA configuration you're looking for. 

The value in the display format field typically looks like this: 0.00

While this field can technically contain other characters, if there is a quotation mark or apostrophe before the value, “0.00” or ‘0.00’ for example, this will cause GPAs to display as a 0. Removing any apostrophes or quotation marks should resolve this issue.

If you are still seeing a 0 as the calculated value after rectifying this issue, please submit a ticket with Veracross Support.

How does a Pass/Fail grade calculate into the cumulative GPA on the transcript?

If the "Include in GPA" column is checked, then that grade status is currently calculating toward student GPAs.

By coordinating with Veracross, you can determine how pass/fail grades calculate in GPAs on transcripts. The Grade Status query on the System homepage displays if a grade status is included in the GPA, if the status should earn credit and the GPA point credit that is received. If you want to set-up or change how Pass/Fail grades are calculated toward GPA for your school, please reach out through Veracross Support.

What controls the order of classes on a school-configurable academic document?

On a school-configurable academic document, the classes in a given section are sorted using the following in order:

  1. Subject sort key
  2. Course sort key
  3. Class name

How can I get started building an academic document?

If you have custom academic documents (such as your report card), you can start experimenting with school-configurable academic documents at any time. 

The Big Picture

The four steps are:

  1. Create a new document layout.
  2. Create a new academic document that uses that layout.
  3. Create personal academic document (PAD) records using the new document.
  4. Review and configure the layout. 

Step by Step

First, create a new document layout.

  1. On the Academic Document homepage, click "Academic Document" under "Add/Configure Layouts."
  2. On the "Academic Document" page, click "Add Record" to add a new layout.
  3. Name it whatever you want and give it an access name. Note that you cannot change the access name later.
    • The document layout is where you will set all of the 100+ options for the document, but there's no need to do that just yet. 

Now, go create the academic document that uses the layout you just created.

  1. On the Academic Document homepage, click "Add New Academic Document."
    • Description: Whatever you want the name to be. #tip use the word "testing" or similar; you can change it later
    • System Type: School Configurable
    • Status: "Draft" is fine (statuses are only for your internal workflows, so a "draft" document will still be visible and editable)
    • Document: "Academic Document"
    • Document Layout: choose the one you just created.
    • School Year and Grading Period: choose the appropriate values
  2. Click "Add Academic Document"

Now, you can create the personal academic document (PAD) records so you can get a first look at an actual document with information populated. 

  1. On the Academic Document homepage, click "Current Year Academic Documents."
  2. The new academic document you just created will be in the list. Click the description.
  3. Head to the Configuration tab under the Setup heading:
    • Click "Add Record..." and add a grade level filter (min. and max grades).
    • Ensure that the default publishing status for both portal is set to "Not Published."
    • Click "Update."
  4. Click the Action menu (lightning bolt) and run the "Refresh Filters" action. This creates the personal academic document (PAD) records. And don't worry, nothing is published or accessible in a portal.

Time to start reviewing and configuring!

  1. On the academic document record, click the Record Review tab and click the Document URL for any given student. This is what your new academic document looks like. Keep it open in a tab.
  2. On the academic document record, click back to the Setup>Configuration tab, then click to the document layout. Here is where you can edit the layout.
    • Keep both tabs open: the document layout editing screen in Axiom and an actual document.
    • Make an update in Axiom, then refresh the document.
    • Check out the documentation link on the layout screen as you have questions about the fields. 

How do I batch print VC-configured custom documents?

To print a VC custom document one at a time or in batch:

  1. Navigate to the Documents homepage.
  2. Click the document you want to print, e.g., a schedule, progress report, transcript, or progress report. Clicking one of the links opens up the document browser in a new tab. 
  3. In the  document browser, click "Find Documents" to apply a different filter as needed.
  4. Click "Download All" to download the documents, which you can then open and print. 

To print school-configurable academic documents, start on the Academic Documents homepage. Read more.

An example of the Documents homepage in Axiom where you can download PDFs of custom Veracross-built documents. 

Can we make transcripts available on portals?

Generally, we do not advise making official transcripts widely available on portals for a couple reasons:

  • it’s a digital copy of the document and therefore can be easily manipulated
  • it’s a "live" document, so if you generate transcript items before you publish report cards, it’s possible to mistakenly pre-release grades since as soon as the transcript items exist they’ll show on the transcript document

However, if your school would like to make transcripts available on the student portal and/or the parent portal, it is possible. If you decide to do this, please submit a ticket on the client support portal so that your Account Manager can begin working with you on this project. Please also note that this is typically an extra-cost project (your account manager will provide a quote).

A workaround for this is batch-downloading transcripts and then uploading them as published student files once you've determined that they are ready to share.

Where does footer text display on the school-configurable academic document?

On the school-configurable transcript document, footer text displays on the bottom of the last page of the document and is center aligned. 

To learn more about school-configurable academic documents, please review our documentation.