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TRAX to GRAD Modernization Project
Last updated on March 28, 2025
Welcome to the information hub for the TRAX to GRAD Modernization Project. This page is targeted to staff in schools or post secondary institutions who submit or utilize graduation requirements and achievement data for students in grades 10, 11 and 12.
Subscribe at the bottom of this page for news and updates.
Project questions should be directed to engage.GRADsystem@gov.bc.ca
TRAX questions should be directed to TRAX.Support@gov.bc.ca
Last updated June 28, 2024
Survey says ...
Thanks to everyone who participated in our survey on a potential shift from paper to digital distribution of grade 12 transcript copies for inclusion in student PSRs.
We had 120 responses:
- 61 from districts and schools
- 51 from independent schools
- 8 from offshore schools.
This is what we heard:
- Districts and schools predominantly use paper transcripts provided by the ministry to meet PSR requirements.
- Districts and schools are open to digital distribution, but only with careful consideration of additional staff time and cost pressures for schools still opting to print.
- That, if there's a future shift to digital distribution, districts and schools need adequate time to revise internal business processes.
In the coming weeks, the ministry will continue to explore and analyze the idea of digital distribution, but there are no plans to introduce changes for the 2024/2025 school year without additional feedback.
FAQs
1. Why is the ministry considering this change?
- The ministry prints thousands of paper transcripts each year for grade 12 graduates and non-graduates, and mails them to schools and districts for inclusion in permanent student records.
- Shifting to digital distribution will give schools and districts the option to electronically file the transcripts or print them for paper filing. This will reduce overall paper use, cut mailing costs, and give schools and districts more flexibility.
2. Would the proposed change affect student access to official transcripts?
- No. The proposed change relates to school copies only. Students will continue to access official transcripts through the StudentTranscripts Service (STS).
3. Would the proposed change affect student access to graduation certificates?
- No. It’s important to note that transcripts are distinct from graduation certificates. There will be no changes to the distribution of certificates.
4. Is there a timeline for the proposed change?
- The timeline is dependent on partner feedback and ongoing development of GRAD. The ministry is engaging with schools and districts early to ensure ample opportunity for comments.
5. How is digital distribution of transcripts for PSRs related to the TRAX to GRAD project?
- GRAD is now producing digital PDF transcript previews for schools on the School Secure Web. This shift creates an opportunity to modernize and streamline the overall distribution model.
6. The digital PDF transcript isn’t official. Isn’t an official transcript required for permanent student records?
- No. The requirement only specifies “a copy of the Transcript of Grades issued by the Ministry”. A digital copy of the Transcript of Grades is a suitable option for schools wishing to include transcripts in PSRs.
On this page:
- Project overview
- What we're engaging on
- Timeline
- K-12: Phase one FAQs
- Post secondary institutions: Phase one FAQs
- Did you know?
- Resources
- Related projects
Project overview
The Ministry of Education and Child Care is modernizing the management of student graduation records and achievement data to make the information it collects clearer and more accessible to schools and students.
This involves replacing the existing, 30-year-old Transcripts and Examination System (TRAX) with a new system called Graduation Records and Achievement Data (GRAD).
GRAD's development and implementation will be phased.
What we're engaging on
To ensure GRAD meets the needs of partners, and supports strong student outcomes, the ministry will conduct extensive engagement around:
- Initial changes that address known technical limitations
- Development requirements for the full project
- Implementation requirements for the full project
- Project phases
Timeline
Spring 2023 - Initial steps
Initial changes to database foundations went live May 7, 2023. These updates were needed to address known technical limitations and set the stage for the full GRAD project.
What you need to know:
- The initial updates did not alter the process for submitting TRAX data for the short term. TRAX uploads will continue via the School Secure Web. Reports will also continue to be accessed there.
- There were changes to transcript templates, file organization on the School Secure Web and the frequency of graduation status updates. See the FAQs, Resources and Presentations sections for more.
2024 - Requirements gathering & analysis
The Ministry will be engaging with public schools, school districts, independent schools, First Nations schools and offshore schools. Post-secondary institutions will be involved through EducationPlannerBC.
The Ministry will continue careful analysis of the project's impact as TRAX is retired and GRAD is fully developed. As a legacy system, TRAX holds more than 2 million records. The additional time is critical to minimizing operational disruptions.
What you need to know:
- The Ministry will be in touch with engagement opportunities and details on how feedback will be collected, summarized and used.
Looking ahead - Next steps
A timeline for GRAD’s full development and implementation is still being determined. This is a complex project affecting multiple partners. The Ministry will use the engagement process to inform final dates and phasing after it has a complete picture of the requirements.
What you need to know:
- Stay tuned to updates through DM Bulletins, TRAX Updates and by subscribing to this page.
Kindergarten to grade 12: Phase one FAQs
What's the same for schools reporting to TRAX?
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.
What's new for schools reporting to TRAX?
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.
Where is the TRAX Data Transfer Non-Grad Report?
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.
What's the difference between the Projected Non-Graduates and Not-Yet-Graduated Students 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.
Why can't I find a student on either the Non-Graduates or Not-Yet Graduated Students summary reports?
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.
If a student has graduated, does that mean the transcript is final?
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.
Post secondary institutions: Phase one FAQs
What's different for post secondary institutions as part of these initial steps?
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.
If a student has graduated, does that mean the transcript is final?
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).
When can a transcript be considered final?
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.
What will post secondary schools be engaged on following these initial steps?
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.
Did you know?
What is TRAX? What does it do?
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.
Is TRAX the same as the School Secure Web?
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.
Resources
GRAD phase one changes:
This section will expand as more materials are created to guide partners through the phase one changes.
Related materials:
- Current TRAX info
Related projects
The Education Data Exchange (EDX) will modernize how schools and districts share vital decision-making data with the Ministry of Education & Child Care, making the process faster and more efficient. Visit the project info hub to learn more.
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