TRAX Change Form – SCHOOL USE ONLY

Step 1 of 5

20%

The TRAX Change Form is used by schools to correct Ministry records for students who have left the B.C. secondary school system (grades 10-12) and/or submit summer school marks for eligible students in July and August.

Note: Personal information on this form is collected under section 26(c) and 27(1)(b) of the Freedom of Information and Protection of Privacy Act for the purpose of correcting an individual’s grade 10-12 education record with the Ministry of Education and Child Care. If you have questions about collection of your personal information, please contact the Manager, Student Certification at Student.Certification@gov.bc.ca

TRAX Change Form Eligibility - Check (select all that apply):(Required)

Student is no longer enrolled in a B.C. secondary school (e.g., has graduated or withdrawn)

Student completing courses in summer school and is not returning in the fall

Student interim mark is overriding final mark on transcript (see Reporting guide for append schools)

If none of the above apply, please upload changes using the School Secure Web. For data upload issues, please start by contacting your Level 1 support. If upload issues still cannot be resolved, contact trax.support@gov.bc.ca

Provincial Graduation Assessments

Provincial Graduation Assessment exemption or Aegrotat Standing requests must be submitted through:

• Aegrotat Standing Request
• LTE / LTF Exemption Request Form

Please contact assessments@gov.bc.ca with any other questions regarding assessments.

Student Name or Birth Date

Changes to a student name or birth date must be completed through PEN Services.

This field is hidden when viewing the form

School Contact Information

First Name(Required)

Last Name(Required)

School Role(Required)

School Phone Number(Required)

School Email(Required)

Enter Email Confirm Email

School of Record Information

School of Record Name:(Required)

School of Record Mincode:(Required)

The School of Record (SOR) is responsible for submitting school percentages for all courses to the Ministry, including percentages for those courses taken at another school. If you are not the SOR, report the course marks to the SOR for submission.

Is this request being submitted by the School of Record?(Required)

Yes

July and August Submissions for Summer and Cross-enrolled Students

During July and August, the Ministry will accept TRAX Change Forms from summer schools and other non-SORs where the student is cross-enrolled and the SOR is closed for the summer. This option is to facilitate PSI admissions for students not returning in the fall (e.g., mainly graduating students).

Summer School or Cross-Enrolled School?(Required)

Summer School

Cross-Enrolled School

Note: Please review summer school instructions to determine the best means of submitting data for your school.

Summer School Name:(Required)

Summer School Code:(Required)

Cross-Enrolled School Name:(Required)

Cross-Enrolled School Code:(Required)

Please explain why data must be submitted by the cross-enrolled school:(Required)

Is the student returning for the fall semester?(Required)

Yes

If student is returning for the fall semester, submission is not required. Please include in regular data submissions when TRAX opens this fall.

You may stop submission now.

Student Information(Required)

I have reviewed the student’s Transcript Verification Report (TVR) or Student Transcript Preview on the School Secure Web

This field is hidden when viewing the form

Student Information

Student Legal Full Name(Required)

Personal Education Number (PEN):(Required)

9-digit number, without spaces

Date of Birth(Required)

Year

Month

Day

Student Record Change Information

Select all that apply:(Required)

Add Course Session

IDS Course, include Related Course Code

Delete Course Session

Change Existing Course Session

Change Student Program of Study

Change Student Grade Level

This field is hidden when viewing the form

Add Course Session #1

Add Course Session

Please confirm TRAX course codes by using the Course Registry

Course Title(Required)

TRAX Course Code(Required)

Customized course names for BAA or FNA courses

Course Session (YYYY/MM)(Required)

School Percent(Required)

Credits(Required)

Equivalency or Challenge (If Applicable):

Add Course Session 2

This field is hidden when viewing the form

Add Course Session #2

Course Title 2(Required)

TRAX Course Code 2(Required)

Customized course names for BAA or FNA courses 2

Course Session 2 (YYYY/MM)(Required)

School Percent 2(Required)

Credits 2(Required)

Equivalency or Challenge 2 (If Applicable):

Add Course Session 3

This field is hidden when viewing the form

Add Course Session #3

Course Title 3(Required)

TRAX Course Code 3(Required)

Customized course names for BAA or FNA courses 3

Course Session 3 (YYYY/MM)(Required)

School Percent 3(Required)

Credits 3(Required)

Equivalency or Challenge 3 (If Applicable):

Add Course Session 4

This field is hidden when viewing the form

Add Course Session #4

Course Title 4(Required)

TRAX Course Code 4(Required)

Customized course names for BAA or FNA courses 4

Course Session 4 (YYYY/MM)(Required)

School Percent 4(Required)

Credits 4(Required)

Equivalency or Challenge 4 (If Applicable):

Add Course Session 5

This field is hidden when viewing the form

Add Course Session #5

Course Title 5(Required)

TRAX Course Code 5(Required)

Customized course names for BAA or FNA courses 5

Course Session 5 (YYYY/MM)(Required)

School Percent 5(Required)

Credits 5(Required)

Equivalency or Challenge 5 (If Applicable):

To add more than 5 course sessions, please email TRAX.Data@gov.bc.ca

This field is hidden when viewing the form

IDS Course, include Related Course Code

Please confirm TRAX course codes by using the Course Registry

IDS TRAX Course Code(Required)

Related TRAX Course Code(Required)

For more information on Reporting IDS, see Chapter 3 of the Handbook of Procedures

This field is hidden when viewing the form

Delete Course Session #1

Delete Course Session

Important: If a course session is reflected in the official record held by the school, it cannot be deleted from the Ministry records. The option to delete courses is available to support reporting and technical errors only – not because a student does not want a particular course to appear on their transcript.

Please confirm TRAX course codes by using the Course Registry

Course Title(Required)

TRAX Course Code(Required)

Course Session (YYYY/MM)(Required)

School Percent(Required)

Delete Course Session 2

Delete another course session (#2)

This field is hidden when viewing the form

Delete Course Session #2

Course Title 2(Required)

TRAX Course Code 2(Required)

Course Session 2 (YYYY/MM)(Required)

School Percent 2(Required)

Delete Course Session 3

Delete another course session (#3)

This field is hidden when viewing the form

Delete Course Session #3

Course Title 3(Required)

TRAX Course Code 3(Required)

Course Session 3 (YYYY/MM)(Required)

School Percent 3(Required)

Delete Course Session 4

Delete another course session (#4)

This field is hidden when viewing the form

Delete Course Session #4

Course Title 4(Required)

TRAX Course Code 4(Required)

Course Session 4 (YYYY/MM)(Required)

School Percent 4(Required)

Delete Course Session 5

Delete another course session (#5)

This field is hidden when viewing the form

Delete Course Session #5

Course Title 5(Required)

TRAX Course Code 5(Required)

Course Session 5 (YYYY/MM)(Required)

School Percent 5(Required)

To delete more than 5 course sessions, please email TRAX.Data@gov.bc.ca

This field is hidden when viewing the form

Change Existing Course Session #1

Change Existing Course Session

Please confirm TRAX course codes by using the Course Registry

Course Title(Required)

TRAX Course Code(Required)

Course Session (YYYY/MM)(Required)

Please describe the changes required(Required)

Change another course session (#2)

This field is hidden when viewing the form

Change Course Session #2

Course Title 2(Required)

TRAX Course Code 2(Required)

Course Session 2 (YYYY/MM)(Required)

Please describe the changes required 2(Required)

Change another course session (#3)

This field is hidden when viewing the form

Change Course Session #3

Course Title 3(Required)

TRAX Course Code 3(Required)

Course Session 3 (YYYY/MM)(Required)

Please describe the changes required 3(Required)

Change another course session (#4)

This field is hidden when viewing the form

Change Course Session #4

Course Title 4(Required)

TRAX Course Code 4(Required)

Course Session 4 (YYYY/MM)(Required)

Please describe the changes required 4(Required)

Change another course session (#5)

This field is hidden when viewing the form

Change Course Session #5

Course Title 5(Required)

TRAX Course Code 5(Required)

Course Session 5 (YYYY/MM)(Required)

Please describe the changes required 5(Required)

To change more than 5 course sessions, please email TRAX.Data@gov.bc.ca

This field is hidden when viewing the form

Change Student Program of Study

Change Student Program of Study to:(Required)

1950 Adult Program Start Date (YYYY/MM)(Required)

SCCP Completion Date (YYYY/MM)(Required)

This field is hidden when viewing the form

Change Student Grade Level

Change Student Grade Level to:(Required)

Rationale for Change

Please provide the reason or additional details to support this change (Ministry staff may also request follow-up with the school principal or vice-principal)(Required)

Provincially Examinable Courses

Provincial examinations were phased out in the 2019/2020 school year. If submitting a school mark for a provincially examinable course, the course session date must correspond to a valid exam session (January, April, June, August, or November).

If you believe the provincially examinable course session is eligible for “Q” code, please contact TRAX.Data@gov.bc.ca

If the 'Submit' button is unavailable, please double-check that you have entered information into each of the required cells.

Note: Submission is not required for students who are returning for the fall semester. Submit button is not visible if this is the case. You may stop submission now.