Transcript ELC 2012 Training Presentation

ELC TRAINING
August/September 2012
7/16/2015
ELC Training -
Agenda

Overview
 2012 ELC Prerequisites
 CSIS ELC Process Flow
 Summary of Changes
 Data Population Key Points
 Review ELC DSR
 SRRTS Functionality
 Student Roster and Transcript Reports
 ELC Milestones Calendar
 Things to Remember and Steps to Take Next
7/16/2015
ELC Training - 2
Overview

Eligibility In the Local Context (ELC) automates
the task of transmitting the top 15.0% of 11th
grade student records to the University of
California – Office of the President (UCOP)

7/16/2015
Top 9% of students in each California high school
class will be designated UC-eligible.
ELC Training - 3
ELC Prerequisites


Qualifying Participants

LEAs with 11th grade who participated in ELC by sending paper
transcripts to UCOP

LEAs who can produce FCMAT/CSIS supported extracts
Other

Established LEA procedure for obtaining parental permission

Data submission coordination within district to avoid paper
submission if using ELC

No Term Type change in the last 3 years (quarter to semester
or vice versa)

CSIS will only accept submissions from schools with only
single academic programs
7/16/2015
ELC Training - 4
FCMAT/CSIS ELC Process Flow
7/16/2015
ELC Training - 5
Submission Key Points

Data Dictionary 13.x and School Year 12/13 will be
used
 UCOP expects both non-A-G as well as A-G course
to be sent. UCOP will contact LEA’s if non-A-G
courses are missing.
 Contact names (First and Last) must be entered
correctly WITHOUT title or suffix
 GPA Course Type and GPA Weight Type selection in
DataGate Import GUI must match values sent in
COUR records
 Schools that use block scheduling for any of their
courses need to be aware of an important restriction
in the way their data can be submitted

7/16/2015
For the ELC submission, there is a limit on the number of Carnegie units
that can be submitted for a course (See ELC DSR)
ELC Training - 6
Data Population Key Points


LEA extract should include top 15.0% of 11th grade
class ONLY
Server-side DataGate validations



7/16/2015
Critical for LEAs to scrutinize DataGate Student Roster and
Transcript reports for accuracy
All warnings should be thoroughly reviewed
Transaction will fail if error is reported on server-side
ELC Training - 7
Data Population
Key Points (Continued…)

Utilize Transcript Notes or School Name fields to
submit school information which may benefit students

Spot check that Credits Attempted divided by One
Year Course Units is valid as follows:

1.0 for Full Year term type

0.5 for Semester term type

0.33 for Trimester term type

0.25 for Quarter term type
7/16/2015
ELC Training - 8
Data Elements Changes

Changes to Existing Data Elements:

Expected High School Graduation Date (05.23) –
Date must fall between 7/2012 and 6/2013

Eligibility in the Local Context (ELC) Candidate
(08.19) - Element must be sent with a value of "1"
and blanks will not be allowed.
7/16/2015
ELC Training - 9
FCMAT/CSIS ELC 2012 Data Submission
Requirements

Explains specific data population rules
and data relationships that should be
adhered to in order to avoid CSIS
errors and ensure accurate reporting.
Review DSR
7/16/2015
ELC Training - 10
DataGate Data Processing Key
Points

Multiple transactions are allowed in DataGate


All transactions created should be used




Only one transaction per school should be certified.
If you wish to abandon a transaction then you must notify
FCMAT/CSIS
Abandoned transactions not cleared or re-used could cause
duplicate record warnings
User must enter transmittal screen settings for each
transaction
Review all student transcripts before certifying
7/16/2015
ELC Training - 11
DataGate Data Processing Key
Points


DP Certification triggers data to be sent to UCOP
Once data is certified and transmitted to UCOP,
corrections cannot be made to the school/students
via FCMAT/CSIS



The UCOP acceptance process has begun
If you need to make changes to transmitted data or if
discrepancies discovered, contact UCOP
Superintendent Certification/De-Certification NOT
required for transmittal to UCOP
7/16/2015
ELC Training - 12
Notable Errors

Warning 9033 Aggregate Error ELC-07


Error Code 9045


GPA Weight Type or GPA Course Type for student does
not match Transmittal Elements
Warning 9047, Agg Errors ELC-04, 05, 06


Course Term does not match with the Credits Attempted
and One Year Course Units
There is a mismatch between the Course Term in the
COUR AC TA record and Course Term Type codes
associated with the Session Type
Error Code 9063, 9064 and 9065

7/16/2015
Related to Institution Sequence Number
ELC Training - 13
Referential Integrity Errors

Referential Integrity (RI) errors are detected
during server processing and occur when a
parent record is missing (e.g. COUR AC TA
but no COUR IN NULL)
 Transaction will FAIL if RI Errors are detected
 RI Errors appear in the All Files Error Report
7/16/2015
ELC Training - 14
DataGate Application
Launch TestGate for Live DataGate Demo
7/16/2015
ELC Training - 15
ELC Function Process Steps







Import SIS extract files
Validate imported data files
Correct errors in DataGate
Send data to server for additional data
validation
View Status of transaction and reports
Retrieve tab delimited data file for analysis
Certify data for submission to UCOP
7/16/2015
ELC Training - 16
SRRTS Main Login Screen
7/16/2015
ELC Training - 17
Import Transmittal Panel
Alter entries as
needed for each
new set of school
data or new ELC
transaction.
7/16/2015
* Indicates Required fields
ELC Training - 18
Enter Transaction
related helpful info,
max 80 characters
Import Transmittal Panel
Continued
Enter mm for years 11-12, 10-11,
and 09-10 respectively
7/16/2015
ELC Training - 19
Import Transmittal Panel
Continued
These fields must
match elements in
COUR record
Term Type must be
same for last 3 years
7/16/2015
ELC Training - 20
ELC Import Files


Up to six files may be imported for ELC, distinguished
by file type
Required:





DEMO: Student demographics
ENRA: Student enrollment at schools
COUR: Student Course information
INST: Institution information by district and schools, includes
schools that have eligible ELC candidates enrolled in.
Optional:


7/16/2015
PARG: Parent Guardian Communication
ASSM: Student Test Results
ELC Training - 21
Sample Extract

Sample COURSE file with
multiple record type/subtypes.
Record Type
File Type
Record Sub-Type
COUR File:
1. COUR IN NULL – Institution information where the course was taken
2. COUR AC TA – Detail course information such as course title, final grade etc
3. COUR IN GP – GPA and class ranking information
7/16/2015
ELC Training - 22
Import Files Panel
Re-Import Mode skips
Transmittal Panel
Remember to return to
Transmittal Panel to enter
school specific data
7/16/2015
ELC Training - 23
Import Error Report - Sample
Report Header
Error Identification
Use to
reference SIS
Report Summary
7/16/2015
ELC Training - 24
Validation Panel
Select
Transaction
Observe status
Select Files – all, some or one
Validate
7/16/2015
When done, view reports
ELC Training - 25
Validation Error Report - Sample
Report Header
Error Summary
Error Detail
Report Summary
7/16/2015
ELC Training - 26
Send Panel
Select
Transaction
Select validated files to send
Click Send button
7/16/2015
ELC Training - 27
View Status
Make desired selection and
click on View…
1. Click on View
Transaction Reports…
7/16/2015
ELC Training - 28
Student Roster Report
Report
Header
School
Info.
Regular
Program
7/16/2015
ELC Training - 29
Student Transcript
1. Select School
3. Click on Open or Save
2. Click on Generate
7/16/2015
ELC Training - 30
Student Transcript
Student
Demo
Course Info
Assessment
Info
Course
Legend
7/16/2015
ELC Training - 31
LEA DP Certify
1. Select Print to view
entire data report
2. Select Certify if
data is ready for
UCOP submit
Certify history shown here
7/16/2015
ELC Training - 32
Retrieve Panel

File available for local use and analysis. Data can be imported
into Excel for analysis.
1. Select Desired
Transaction(s)
2. Select Download
7/16/2015
ELC Training - 33
Known Issues for 2012

All transactions in DataGate must be used

7/16/2015
Abandoned transactions would produce many
duplicate SSID warnings
ELC Training - 34
ELC Milestone Calendar

ELC Submission Window (DataGate)


7/16/2015
Start Date – July 2, 2012
End Date – September 28, 2012
ELC Training - 35
ELC Documentation

ELC User Guide




Error Chart


7/16/2015
Explains the background and objective of ELC
Submission
Help new users become familiar with DataGate ELC
functions
Reference source for experienced users with questions
on ELC functions
Input Validation Errors and Resolutions
Post Aggregate Errors and Resolutions
ELC Training - 36
Things to Remember






Student Transcripts are viewable on View Status tab.
Majority of edits happen on client side.
Review BOTH All Files Error and Warning Reports.
Both Primary and Alternate contact info is REQUIRED.
Data Processor Certification is REQUIRED.
Contact UCOP to change data that has already been
Certified.
7/16/2015
ELC Training - 37
Steps to Take Next

Assess accuracy and completeness of SIS



LEAs submitting ELC electronically should
take UCOP survey at:

7/16/2015
Enter or correct data values to ensure that top
students are pulled in the extract
Ensure that paper transcripts are NOT submitted
https://www.ucelc.org/upload
ELC Training - 38
Where to Get More Information

Contact FCMAT/CSIS Support at:




FCMAT/CSIS Website – Support


Phone: (916) 325-9210
Email: [email protected]
http://www.csis.k12.ca.us/support/ContactSupport/
http://www.csis.k12.ca.us/rt/default.asp
UCOP



7/16/2015
http://www.ucop.edu/sas/elc
Phone: (800) 839-8507
Email: [email protected]
ELC Training - 39
Q&A
7/16/2015
ELC Training - 40