UC ELC Extract Procedures March 22, 2008

Transcription

1 UC ELC Extract Procedures March 22, 2008 The UC ELC Transcript Extract program allows a School to extract data from Aeries that includes student history and test data. This information is then sent as electronic transcripts for the University of California Eligibility in the Local Context program. This program determines the top students in the junior class based upon the cumulative GPA and class rank. Then it creates an electronic transcript file for the corresponding students. Remember - these students must have parental authorization to be added to this file. An Authentication Key MUST be assigned to your school by UC prior to creating this file NOTE: A College Board code or ATP code must be assigned to your school It is suggested that you review this years UC Record Layout and verify required data prior to creating the file Parental Authorization MUST be received and flagged in a field in STU or SUP prior to generating the UC ELC extract State Standard 3-character ethnicity codes MUST be used Verify ALL schools used in Course History are setup in the Course History Institutions form (CHI table) Verify final spring grades have been rolled into history If College Entrance Test scores are sent correct test codes MUST be setup and loaded into College Entrance Tests form Recalculate the Cumulative GPA s and class rankings Setup correct UC term codes on the UC ELC form Use a KEEP statement in Aeries query for students not to be included in this process, such as special ed After the file is created copy the file to BACKUP An ID and password are required to access UC s software from the UC Assistant Director Undergraduate Admissions Upload the text file to the UC ELC web site Please be aware that Eagle Software s objective is to provide their users with documented procedures, such as the one that follows, in an attempt to expedite the steps necessary to accomplish certain tasks within Aeries. However, Eagle Software recognizes that each school and district using Aeries has established their own unique guidelines and policies. By using these procedures you assume full responsibility for the appropriate application, the results of their use, any impact upon your database and conforming to all guidelines and policies that have been established by your school or district.

2 Page 2 Aeries Student Information System CREATE UC DATA FILES The following is the Create UC Data Files form. This form has been created to enter the data required by UC that is not stored within the Aeries database. The data on this form will be extracted by the program along with additional data from different tables and will be used to create an export data file. It is crucial Recompute GPA / Ranks is processed from this form prior to creating the temporary table. There are three UC extracts available: ELC Eligibility in the Local Context is extracted every June or July for 11 th graders. TES Transcript Evaluation Service extracts transcripts for all students and the UCOP evaluates them and gives a preparedness (or readiness) report back to the school. FN Final Data Extract extracts transcripts for all 12 th grade graduates for the UCOP to disseminate the transcripts to the various UC campuses for students who will be attending those campuses. When the extract is selected the form will change to display different fields required for each file. From View All Forms double click the mouse on the Create UC ELC Extract option. The Create UC ELC Extract form will display.

3 Page 3 Aeries Student Information System ENTERING ADDITIONAL REQUIRED DATA Additional information must be entered regardless of which extract is being created. Click the mouse on the radio button for the extract selected ELC, TES or FN. The first field at the top of the form is Path to Data File. This field must contain the path where the extract file will be stored. To change the path, type the path name in the field or click the mouse on the box to the right. A Browse selection box will display to select a path. The Schools ATP Code is 6-digits and the Authentication Key is 15- digits. This file CANNOT be processed without the ATP Code and Authentication Key entered. If this is a Magnet School click the mouse on the check box to the left. In the field displayed enter the Magnet School Name. Click the mouse on the Recompute GPA/Ranks button and a selection box will display. Select the GPA to be recalculated and click the mouse on the OK button. When complete the GPA recalculated will display.

4 Page 4 Aeries Student Information System Enter the Schools fax number including the area code and press Tab. The cursor will display in the Administrative First Name field for the name of the administrative individual that can be contacted during the summer that can assist UC with any questions. Enter the first name and press Tab then enter the last name and press Tab. Enter the Administrative phone number including the area code in the Phone field and press Tab. Enter the Administrative address in the field and press Tab. The cursor will display in the Technical First Name field for the technical individual that can be contacted during the summer that can assist UC with any data extraction or validation errors in the extract file. Enter the first name and press Tab then enter the last name and press Tab. Enter the Technical phone number including the area code in the Phone field and press Tab. Enter the Technical address in the field and press Tab.

5 Page 5 Aeries Student Information System SPECIFIC FIELDS FOR THE ELC EXTRACT The following are specific fields that will display and are required for the ELC extract. Enter the total number of 11th graders to be extracted in the # of 11 th Graders to Extract field. NOTE: The # of 11 th Graders to Extract will include students regardless of the parent consent status. A check mark will not display to include them in the file when Verifying Students to Extract. To NOT include college test scores in this file click the mouse on the box to the left of Include Test Scores?. Enter the Starting and Ending Months for the Current School Year. Click the mouse on the Calendar Type drop down. Select the calendar type for the current school year. Press Tab. Complete the same procedure for the Last School Year, 2 School Years Ago and 3 School Years Ago fields. Press Tab and the cursor will display in the Expected Graduation Date field. Enter the date these students are expected to graduate and press Tab. Enter the number of Credits that Equates to One Full Year of Academic Instructions.

6 Page 6 Aeries Student Information System Prior to sending any transcripts to UC a parent consent form must be signed. The school site must select a field in the STU or SUP table to store a flag indicating that there is parent consent to release information to UC. In the Table field enter either the STU or SUP table where the flag is stored and press Tab. Enter the Field name where the student has been flagged for parent consent and press Tab. In the Value field enter the value selected indicating parent consent has been received. On the right side of the form under Your Terms all terms will display that have been set up in the Transcript Definitions form. All terms MUST be compared to the UC terms and matched. NOTE: The ONLY terms that MUST be matched are the terms currently used in the HIS table. For example, if the only terms used are Terms 1 3 then Terms 4 0 are not used leave them blank. Click the mouse on the drop down to select the term that matches Your Term. For example, Term 3 is Summer under Your Terms but would be marked as SS1 1 st summer term in a semester calendar. All terms MUST be compared to the UC terms and matched correctly.

7 Page 7 Aeries Student Information System SPECIFIC FIELDS FOR THE TES The following are specific fields that will display and are required for the TES extract. The Include Work In progress and Include Test Scores will default to be included in the extract. To NOT include college test scores or current work in progress click the mouse on the box to the left. Enter the Starting and Ending Months for the Current School Year. Click the mouse on the Calendar Type drop down. Select the calendar type for the current school year. Press Tab. Complete the same procedure for the Last School Year, 2 School Years Ago and 3 School Years Ago fields. Press Tab and the cursor will display in the Expected Graduation Date field. Enter the date these students are expected to graduate and press Tab. Enter the number of Credits that Equates to One Full Year of Academic Instructions. On the right side of the form under Your Terms all terms will display that have been set up in the School Options form. All terms MUST be compared to the UC terms and matched. All terms will automatically default to be included. Click the mouse on the check box on the left to deselect the terms that will not be included. Click the mouse on the drop down to select the UC term that matches Your Term. For example, Term 1 would be marked as Q1 1 st term in a quarter calendar. Match ALL terms to be included.

8 Page 8 Aeries Student Information System SPECIFIC FIELDS FOR FN The following are specific fields that will display and are required for the FN extract. The Include Test Scores will default to be included in the extract. To NOT include college test scores click the mouse on the box to the left. Enter the Starting and Ending Months for the Current School Year. Click the mouse on the Calendar Type drop down. Select the calendar type for the current school year. Press Tab. Complete the same procedure for the Last School Year, 2 School Years Ago and 3 School Years Ago fields. Press Tab and the cursor will display in the Expected Graduation Date field. Enter the date these students are expected to graduate and press Tab. Enter the number of Credits that Equates to One Full Year of Academic Instructions. On the right side of the form under Your Terms all terms will display that have been set up in the Transcript Definitions form. All terms MUST be compared to the UC terms and matched. NOTE: The ONLY terms that MUST be matched are the terms currently used in the HIS table. For example, if the only terms used are Terms 1 3 then Terms 4 0 are not used leave them blank. Click the mouse on the drop down to select the term that matches Your Term. For example, Term 3 is Summer under Your Terms but would be marked as SS1 1 st summer term in a semester calendar.

9 Page 9 Aeries Student Information System CREATE THE DATA FILE After all data has been entered click the mouse on the Export Data tab. At the top of the form there is a text box to add any Comments to UC. After all information has been entered click the mouse on the Create Temporary Table button. A progress bar will display while data is being loaded. A message will display when the table has been created.

10 Page 10 Aeries Student Information System VERIFYING STUDENTS After the temporary table has been created it is important that the students to be extracted are displayed and verified. Click the mouse on the Verify Students button or the Verify Students to Extract tab. The following form will display. If creating the ELC file take note to the # of 11 th Graders to Extract field on the previous Export Data form. This number will match the total number of records displayed at the bottom of this form. REMEMBER: The # of 11 th Graders to Extract WILL include students regardless of the parent consent status. However they will not be included in the file unless selected on this form.

11 Page 11 Aeries Student Information System On the left hand side of the form a Select Rec check box will display. The student that does not display a check mark did not have parent consent when this table was created. Prior to creating the Export file students can be de-selected or selected by clicking the mouse on the check box. Students without a check mark will NOT be included in the file. After all students have been selected click the mouse on the Export Data tab at the top left corner of this form. NOTE: ALL School Codes used in course history MUST be setup in the Course History Institutions form or this file will not be created correctly.

12 Page 12 Aeries Student Information System The accuracy of the data loaded into this file, which includes the Basic Info, the transcript data, and college test scores is extremely crucial. If UC cannot validate this data it may cause the file to be rejected by UC. After all information has been entered and the students have been verified click the mouse on the Create Export File from the Export Data tab. When the Create Export File has been created the following message will display indicating the name of the file and directory where the file is located. Click the mouse on the OK button.

13 Page 13 Aeries Student Information System After the Export file has been created the file can then be uploaded through the UC ELC Student Extract Software. An ID and password are required from the UC Assistant Director of Undergraduate Admissions to access their software. Click the mouse on the link Upload File To UC located below the Create Export File button. The link accessed is: This link will access the following web page for the University of California High School Transcript Submission. NOTE: For any questions in regards to uploading the UC ELC Extract file please contact the University of California at ext