Table of Contents
Transcript Orders Overview
This page provides an overview of the lifecycle of Document Orders Overview for Transcripts.
Ordering a Transcript
A transcript may be requested for a student once that student has at least 1 official mark value on their record and they do not have a Student Hold on their record.
Transcript must be ordered manually. When ordered directly by the student, a fee is collected as part of creating the order.
Transcript Order Functionality
The following functionality can be used to create a transcript order:
| Application | Functionality | User | Details | Payment |
|---|---|---|---|---|
| myPass | New Transcript Order Item Screen | Public1) | Transcript orders can be manually created via myPass data entry. These orders will start in an “under construction” status and once payment has been successfully received, the order will be updated to an “ordered” state. | Collected Online |
| PASIprep | Add Transcript Order | Ministry | Ministry users can enter transcript requests on behalf of requestors. This would typically be used where they have received a paper/manual request form with payment. | Collected Manually |
| PASI Core | Request Transcript | ApplyAlberta PSI Users |
A request for an electronic transcript may be made by a Post Secondary Institution who is integrated to PASI via ApplyAlberta usingElectronic Transcript Integration (PESC Services).
Orders that are automatically created by PASI are created in a single transaction with a status of “Ordered”. | Not Required/Collected |
| PASI Core | Request Transcript | Advanced Education Users | These orders are created automatically as a result of PASI polling for new transcript requests and generates a new document order and document order item for each request. These requests can be made by various Advanced Education users (e.g., Scholarships). Advanced Education can request the transcript and will receive the PASI Transcript XML, then use a Transcript Stylesheet to view the transcript content in a format that aligns with the printed transcript content. Orders that are automatically created by PASI are created in a single transaction with a status of “Ordered”. | Not Required/Collected |
Refer to PASI Transcript Overview for more information on the transcript.
Transcript Payments
Transcript orders require a payment to be received OR for a Ministry user to waive the document order item fee before the order can be completed.
When connected Students and 3rd Party users create document orders in myPass, if there is a cost associated with the order, myPass will request an online payment.
- The user is redirected to a third party payment process (EPS2 (Electronic Payment System)) in order to make their online payment. When the user is redirected to the payment page, the status of the order is “Payment Pending”. Payment Pending orders cannot be modified or deleted; the PASI EPS2 Payment Reconciliation process is in place to clean up “lingering” Payment Pending orders as needed.
- After successfully making their payment, the user is returned to PASI and the status is updated to “Ordered”. If the user was unable to successfully pay for their order, the status is updated to “Payment Not Received” from which the user can try to pay again, or cancel their order.
- Orders with an “Ordered” Order Status are completed and are ready for processing.
When Ministry users create document orders and a cost is associated with the order, they will be asked to:
- manually enter payment information, or
- waived the payment.
In this scenario, the Document Order will go directly from “Under Construction” to “Ordered”2).
Reordering a Transcript
Transcript orders can be reordered if the recipient of the transcript order item does not receive their transcript. Reorders can be completed for transcript order items where delivery challenges are encountered.
The following screen can be used to create a reorder of a Credential orders/order item:
| Application | Screen | User | Details |
|---|---|---|---|
| PASIprep | Add Transcript Order | Ministry | Allows Ministry users to reorder the order item where the recipient has not received their transcript due to a delivery issue. |
Processing Transcript Orders
The Transcript Processing Agent is responsible for processing transcript orders. This agent creates:
PASI Transcript XML
PASI always creates the PASI Transcript XML. This document serves as the starting point for all other versions of the Transcript content.
Printable Transcripts
The printable official transcript PDF will be created based on the information from the PASI Transcript XML.
As part of processing the transcript request, PASI produces a printed transcript and delivers it for printing on special paper with multiple security measures that is mailed (and in rarer cases, couriered) to the recipient identified on the request.
The PDF document is placed in a print job as per Deliver Print Job to be printed and delivered to the recipient.
Official Transcript PDFs
The digital official transcript PDF will be generated, as needed, based on the information from the PASI Transcript XML. The PASI Digital Official Transcript PDF document is only created where the document was ordered with a Recipient Digital Official Document Consumer specified.
PESC Transcript XML
The PESC Transcript XML will be generated, as needed, when the recipient is an electronic organization recipient (e.g., PSI using ApplyAlberta) and is created based on the information from the PASI Transcript XML.
The PESC Transcript XML file follows the PESC standard formatting. The content of the PESC Transcript XML differs slightly from the PASI Transcript XML due to constraints placed by the PESC standard and PSI needs.
Delivering Transcript Orders
Transcripts can be:
- Printed,
- Delivered as a PDF, or
- Delivered electronically as XML data