TRAX to GRAD Modernization Project

There will be no technical or process changes to how schools and districts extract and submit data to TRAX via the School Secure Web. 

Student graduation status and transcript information will continue to update based on what has been reported to TRAX by schools. 

Printed transcripts and certificates will continue to be sent on the same monthly and year-end schedules to schools and districts. 

1. Graduation status now updates nightly in GRAD, based on the latest data reported to TRAX by schools. Updates will show in student transcript previews on the Student Transcripts Service and School Secure Web. 

2. Paper and PDF transcripts now have: 

• Improved organization of student and school information.
• Indicator numbers (17 and 19) for courses used to meet general and grade 12 elective requirements. Currently, students in the main B.C. graduation program are unable to see all courses used to calculate their graduation status. Only their core requirements are displayed.
• Indicator numbers for Adult Graduation Diploma Program transcripts that show what courses are being used to meet program requirements. Successfully completed grade 10 courses will also be shown. 
• School of Graduation, when applicable, will be included in the graduation message on the transcript. This is in addition to the most current School of Record at the top. 

3. Unofficial Transcripts of Grades (UTGs) on the School Secure Web are now called Student Transcript Previews. 

4. Schools can now use the School Secure Web to access Transcript Verification Reports (TVRs) by Personal Education Numbers (PENs), for any currently enrolled student that has been reported by the school to TRAX (e.g., grades 10 and 11 students on the School Completion Certificate Program). 

5. Projected Non-Graduates school-level summary reports now update nightly and are available on the  School Secure Web under Graduation Projections. Projected Non-Graduates is a list of all current students reported on a graduation program, in grade 12 or AD, who are not projected to graduate based on missing course or assessment registrations.

6. Graduated Students and Not-Yet-Graduated school-level summary reports are brand new. These are updated nightly and available on the School Secure Web under Graduation Reports.

• Graduated Students is a daily, cumulative list of students in the current reporting cycle who have graduated based on the latest information submitted by a school.
• Not-Yet-Graduated Students is a daily, cumulative list of students in the current reporting cycle who have not yet graduated based on the latest information submitted by the school. The list only includes students who are reported on a graduation program and in grade 12 or AD for the Adult Graduation Diploma Program.

The TRAX Data Transfer Non-Grad Report and the TVR Non-Graduation Report have been consolidated into a single Projected Non-Graduates school-level summary report. This new report is updated nightly and available on the School Secure Web under Graduation Projections Summary Reports. 

The Projected Non-Graduates summary report is based on all course registrations submitted by a school, including in-progress courses that have not yet been completed. The report is projecting that, even if the student successfully completes all of the courses or assessments that have been reported, they still won't meet graduation requirements. 

The Not-Yet-Graduated summary report reflects a student's current graduation status, based only on successfully completed courses and assessments as reported by the school. 

If you are expecting a student to graduate in the current reporting cycle, and they're not appearing on a Projected-Non-Graduates or Not-yet-Graduated summary report, check: 

• Student status: Is the student currently enrolled in the school and have they been reported to TRAX in the current cycle?
• Student program: Students must be on the B.C. Certificate of Graduation Program or Adult Graduation Diploma Program. If the student is on the School Completion Certification Program, they will not be included on a graduation summary report. 
• Student grade: Learners on the Adult Graduation Diploma Program must be reported in grade AD to appear on either report. Students on the B.C. Certificate of Graduation program will graduate when they meet all requirements, regardless of grade. However, the Not-Yet-Graduated Students summary report will only select grade 12 students on the B.C Certificate Graduation Program. 

NOTE: Schools can now look-up a student's Transcript Verification Report by PEN on the School Secure Web to verify any of the above information. 

Not always, Additional course completions (final marks) may still be reported to TRAX by the school. Even if a student has already completed the minimum requirements for the B.C. Certification of Graduation, they may still be actively enrolled in additional courses. If the student is on a current program, requirement indicators may still shift and a new Honours Standing status can be earned, even after a student graduates. 

1. Graduation status of students will be updated nightly in GRAD, which will in turn be reflected in the Student Transcript Service each morning. XML-enabled post secondary institutions (PSIs) will see this change.

OF NOTE: 

• Even if a student meets graduation requirements early (e.g. May or June), their school may not have reported all their course activity. Students still need to preview their transcript in the Student Transcripts Service to confirm the information is complete. 
• XML-enabled PSIs should not increase their rate of XML transcript update requests, despite the nightly graduation status calculation. That will lengthen processing times and cause transmission delays. 
• Existing reporting deadlines will not change, e.g. the release of June Assessment results and the deadline for schools to submit final marks to the Ministry. Direct communication with students on whether their transcript is final remains critical. 

2. Paper and PDF transcripts will have:

• Template enhancements, such as improved organization of student and school information. 
• Indicator numbers (17 and 19) for courses used to meet general and grade 12 elective requirements. Currently, students in the main B.C. graduation program are unable to see all courses used to calculate their graduation status. Only their core requirements are displayed. 
• Indicator numbers for Adult Graduation Diploma Program transcripts will now show what courses are being used to meet program requirements. Successfully completed grade 10 courses will now also be shown. 
• School of Graduation, when applicable, will be included in the graduation message on the transcript. This is in addition to the most current School of Record at the top. 

Not always. Additional course completions (e.g. final marks) may be forthcoming from the school. Even if the student has already completed their minimum requirements for the B.C. Certification of Graduation, they may still be actively enrolled in additional courses. These results could impact their overall Honours Standing or any GPA calculations performed by the receiving institution (e.g. for making entrance and scholarship decisions). 

For the majority of students on a September to June schedule, transcripts are not considered final until the Ministry has released June Assessment session results by July 31. Schools are asked to submit all final course marks to the Ministry database by July 8. Updates and corrections by schools may also continue to occur after this date. Students may have also chosen to rewrite a Provincial Assessment in the June session. 

Post secondary institutions will be involved in requirements gathering for the full GRAD project starting in fall 2023. 

While unrelated to the TRAX to GRAD project and phase one go live May 7, there will also be phased XML updates to accommodate the new Indigenous-focused graduation requirement that comes into effect July 1. The joint Ministry/EPBC technical working group is reaching out to targeted PSIs about test opportunities, recognizing the importance of adequate lead time.

TRAX is a Ministry system that collects and records achievement data for grades 10, 11 and 12 for the purpose of graduating students and producing related credentials, such as transcripts and certificates. 

TRAX also provides graduation assessment reports to schools, and is used in the administration of the Provincial Scholarships Program and Youth Work in Trades Award. 

No. TRAX is not the School Secure Web. TRAX is a backend system that collects student graduation data. The School Secure Web is where that data is reported out to partners.