Creating an Approved Transcript Program – Web Client Help Center

The Manage Approved Transcript page allows you to define approved programs and the Continuing Education (CE) credits allowed for those programs, which will then be listed on a member’s transcript. You can enter records manually, upload records based on the purchase of products, and/or upload records based on an ASCII file from a scanner.

Using the Add Approved Transcript page, you can define transcript programs that will later be linked to Certification requirements.

In ThreeSixty, approved programs include:

Program – generally not related to a product purchased by the member. Credits are entered manually or uploaded through an ASCII file.
Course – a method through which you can define multiple meeting or session events as being the same topic or requirement. Registering for this type of program fulfills a course requirement.
Product – indicates a direct relationship with the purchase of a specific product or course (such as a self-assessment exam sold as a product).
Exam – indicates that credit is received as a result of taking an exam. Credit can be assigned for purchasing the exam or for later upload of exam results.

A transcript program can be linked to a course, exam, or product in the application, as long as the items belong to the same organization and organization unit as the transcript program. If a transcript program is linked to a product, the Product Code of the linked product is recorded on this screen. When a customer purchases the product linked to the transcript program, if the product is flagged to record CE credit on purchase, the customer will automatically have a transcript record created. Otherwise, the transcript record will be created when the customer meets another condition that is required, such as achieving a certain grade.

To define transcript programs:

From the left navigation Education menu or from Education Central, select Manage Approved Transcripts.
The Manage Approved Transcripts page displays, as shown below.
Select +New Approved Transcript.
The Add Approved Transcript page displays, as shown below.
If necessary, change the Program ID.
The Program ID supports the inclusion of a dash and underscore. Spaces are not supported.
Enter the Program Title.
Enter the Begin Date of the transcript program.
If necessary, enter an End Date for the transcript program.
From the Program Information section, perform the following:
1. Search for and select a Sponsor related to the transcript program. You can also enter a Sponsor Name if the sponsor is not in the system.
2. Search for and select a Joint Sponsor related to the transcript program. You can also enter a Joint Sponsor Name if the joint sponsor is not in the system.
3. Search for and select a Location related to the transcript program. You can also enter a Location Name if the location is not in the system.
4. Select the Activity Type from the drop-down.
5. Select the Content Type from the drop-down.
6. Select the Passing Grade from the drop-down.
From the Related Associated Product section, perform the following:
1. Select the Related Associated Product Type from the drop-down.
  Additional fields display depending on the Related Associated Product Type selected.
  1. For course, search for and select the Course.
  2. For exam, search for and select the Exam, then select the Test from the drop-down.
  3. For product, search for and select the Product.
2. Set the Record CE on Purchase and Include Sub-Products toggles as necessary.
Select Save to save your transcript program and open the Transcript Program Summary.
1. From the Transcript Program Summary, you can continue to add CE Credits, Participants, and Required Exams to the approved transcript program.

Screen Element	Description
Program	Text box. A unique code for the transcript program. This ID is system-generated, but it can be changed. The system-generated number is in a TRNxxxxx format, where the x’s are replaced with the next sequential number. For example, TRN00001 is the first generated number.
Program Title	Text box. The title or long name for the transcript program.
Begin Date	Drop-down. The start date for the transcript program. Transcript records cannot be uploaded or created for this program unless the transcript activity date is within the date range for the transcript program availability.
End Date	Drop-down. The end date for the transcript program. If this date is changed, only new transcript records are affected. Transcript records cannot be uploaded or created for this program unless the transcript activity date is within the date range for the transcript program availability.
Program Information
Sponsor	Search field. When the Advanced button is selected, the Customer Chooser screen displays. Search for a sponsor for the transcript program. You can also enter the sponsor’s name in the Sponsor if the sponsor is not in the database. This is for informational purposes only and does not display on the transcript.
Sponsor Name	Text box. You can enter the sponsor’s name if the sponsor is not in the database. This is for informational purposes only and does not display on the transcript.
Joint Sponsor	Search field. When the Advanced button is selected, the Customer Chooser screen displays. Search for a joint sponsor for the transcript program.
Joint Sponsor Name	Text box. You can enter the joint sponsor’s name if the joint sponsor is not in the database. This is for informational purposes only and does not display on the transcript.
Location	Search field. When the Advanced button is selected, the Customer Chooser screen displays. Search for a location for the transcript program.
Location Name	You can enter the location name if the location is not in the database. This is for informational purposes only and does not display on the transcript.
Activity Type	Drop-down. The secondary classification code describing the transcript program. For example, Lecture or Meeting. Values are populated based on the non-fixed TRN "ACTIVITY_TYPE" system type.
Content Type	Drop-down. An optional user-defined system code characterizing the content of the transcript program. For example, Credit, Exam, or Program. Values are populated based on the non-fixed TRN "CONTENT_TYPE" system type.
Passing Grade	Drop-down. The passing grade for the transcript program. This value is used by the updated program to determine who should receive credit. If participation in the program is graded, the value entered here governs the grade that must be achieved for participation. Values are populated based on the non-fixed TRN "GRADE" system type. Numeric values assigned to grade codes in the Option 1 field are evaluated by the system to determine grades that are higher than the minimum required passing grade. For example, A (90+) would be given an Option 1 of "90". Whereas, D (60-69) would be given an Option 1 of "60".
Related Associated Product
Related Associated Product Type	Drop-down. Select the associated product, course, or exam for the transcript program. The program will automatically validate that the customer requesting credit has purchased the product. Options include: Course – search for an associated Course Exam – search for an associated Exam. Also select a Test (subtest or answer sheet) None – no product is associated with the transcript program Product – search for an associated Product. The product cannot be expired. Values are populated based on the non-fixed codes defined for the TRN "RELATED_PRODUCT_TYPE" system type.
Record CE on Purchase	Toggle. When set to YES, indicates the order line is activated and customers receive CE credit when they purchase the product. If this toggle is set to YES and a product is linked to a transcript program, the Transcript Link field is set to “Purchase” and cannot be changed. When set to NO, customers do not automatically receive CE credit when they purchase the product. Instead, customers must achieve the minimal grade defined with the program or attend a conference to receive credit.
Include Sub-Products	Toggle. When set to YES, customers who will receive CE credit for the product defined for the transcript program will also receive credit for any subproducts of that product. For example, if a meeting is defined as the product for the transcript program and this toggle is set to YES, then the customer will receive a transcript record for attending any sessions of that meeting as well.