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With HeadMaster, you can export student transcripts in a format compatible for uploading into XAP™ Corporation's Transcript Exchange program.

Before you can export to XAP, make sure you complete the following required fields in each student’s permanent record.

Many of these fields automatically display when you run Update Permanent Records.

On the Personal tab:

  • Last Name
  • First Name
  • Middle Name
  • Date of Birth
  • SSN
  • Address Line 1
  • City
  • State
  • ZIP Code
  • Phone Number

On the Transcript tab:

  • Graduation Date
  • Current Grade Level
  • Diploma Type
  • Program of Study

On the Transcript tab, under Transcript Detail, edit each term to include:

  • Grade Level
  • Term Year - Start Date
  • Term Year - End Date
  • Program of Study

In the Permanent Record Term window, under Term Subjects, edit each subject to include:

  • Class
  • Course Number
  • Credits Earned
  • Credits Taken
  • Average

 To export transcripts for XAP
  1. Open the XAP Export.
    a.) Windows 7 and Windows Vista: On your Windows desktop, click the Start button  in the lower-left corner of the screen. The Start menu displays. Click All Programs > HeadMaster > XAP Export. Log in with your user name and password, and click OK. The Export Transcripts window displays.
    b.) Windows 8.1: On the Windows desktop, click the Start button  in the lower-left corner of the screen. The Start screen displays. Click the arrow button . The Apps view displays. In the HeadMaster section, click XAP Export. Log in with your user name and password, and click OK. The Export Transcripts window displays.
    c.) Windows 10: On the Windows desktop, click the Start button  in the lower-left corner of the screen. The Start menu displays. Scroll to the HeadMaster section, and click XAP Export. Log in with your user name and password, and click OK. The Export Transcripts window displays.

    Link
  2. Select either Preliminary or Final Export.
  3. Useful Information

    If you select Preliminary, the following information is optional: graduation date and diploma type. Blank grades, blank term dates, and blank credits are also allowed with the Preliminary option.

  4. If you select Use Weights, the exported transcript will append an R (for honors) and a D (for AP) to the end of relevant course names.
  5. Verify that your school’s information is entered correctly.
  6. Under Select which students to export, click Select.
  7. Select the student records you want to export, and click Add.
  8. Click Close.
  9. Under Save file to following location, click Lookup.
  10. Navigate to the location you want to save the export file, and click Save.
  11. Click Run.

When running a Final Export, if any of the required fields haven't been completed, a Listing of Errors displays. You can save this list for reference. You cannot complete the export until you correct the errors.

 



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