04/21/23 ELC Training -

ELC TRAININGELC TRAINING

August/September 2012August/September 2012

04/21/23 ELC Training - 2

AgendaAgenda

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

04/21/23 ELC Training - 3

OverviewOverview

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) Top 9% of students in each California high school

class will be designated UC-eligible.

04/21/23 ELC Training - 4

ELC PrerequisitesELC 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

04/21/23 ELC Training - 5

FCMAT/CSIS ELC Process FlowFCMAT/CSIS ELC Process Flow

04/21/23 ELC Training - 6

Submission Key PointsSubmission 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

For the ELC submission, there is a limit on the number of Carnegie units that can be submitted for a course (See ELC DSR)

04/21/23 ELC Training - 7

Data Population Key PointsData Population Key Points

LEA extract should include top 15.0% of 11th grade class ONLY

Server-side DataGate validations 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

04/21/23 ELC Training - 8

Data PopulationData Population Key Points Key Points (Continued…)(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

04/21/23 ELC Training - 9

Data Elements ChangesData 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.

04/21/23 ELC Training - 10

FCMAT/CSIS ELC 2011 Data Submission FCMAT/CSIS ELC 2011 Data Submission RequirementsRequirements

Explains specific data population rules and data relationships that should be adhered to in order to avoid CSIS errors and ensure accurate reporting.

Review DSRReview DSR

04/21/23 ELC Training - 11

DataGate Data Processing Key DataGate Data Processing Key PointsPoints

Multiple transactions are allowed in DataGate Only one transaction per school should be certified.

All transactions created should be used 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

04/21/23 ELC Training - 12

DataGate Data Processing Key DataGate Data Processing Key PointsPoints

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

04/21/23 ELC Training - 13

Notable ErrorsNotable Errors

Warning 9033 Aggregate Error ELC-07 Course Term does not match with the Credits Attempted

and One Year Course Units 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 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 Related to Institution Sequence number

04/21/23 ELC Training - 14

Referential Integrity ErrorsReferential 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

04/21/23 ELC Training - 15

DataGate ApplicationDataGate Application

Launch TestGate for Live DataGate Demo

04/21/23 ELC Training - 16

ELC Function Process StepsELC 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

04/21/23 ELC Training - 17

SRRTS Main Login ScreenSRRTS Main Login Screen

04/21/23 ELC Training - 18

Import Transmittal PanelImport Transmittal Panel

* Indicates Required fields* Indicates Required fieldsAlter entries as needed for each new set of school data or new ELC transaction.

Alter entries as needed for each new set of school data or new ELC transaction.

04/21/23 ELC Training - 19

Import Transmittal Panel Import Transmittal Panel ContinuedContinued

Enter mm for years 11-12, 10-11, and 09-10 respectively

Enter mm for years 11-12, 10-11, and 09-10 respectively

Enter Transaction related helpful info, max 80 characters

Enter Transaction related helpful info, max 80 characters

04/21/23 ELC Training - 20

Import Transmittal Panel Import Transmittal Panel ContinuedContinued

These fields must match elements in COUR record

These fields must match elements in COUR record

Term Type must be same for last 3 yearsTerm Type must be

same for last 3 years

04/21/23 ELC Training - 21

ELC Import FilesELC 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: PARG: Parent Guardian Communication ASSM: Student Test Results

04/21/23 ELC Training - 22

Sample ExtractSample Extract

Sample COURSE file with multiple record type/sub-types.

Record Sub-Type

Record Type

File Type

COUR File:1. COUR IN NULL – Institution information where the course was taken2. COUR AC TA – Detail course information such as course title, final grade etc3. COUR IN GP – GPA and class ranking information

04/21/23 ELC Training - 23

Import Files PanelImport Files PanelRe-Import Mode skips Transmittal Panel

Remember to return to Transmittal Panel to enter school specific data

Remember to return to Transmittal Panel to enter school specific data

04/21/23 ELC Training - 24

Import Error ReportImport Error Report - Sample - Sample

Report Header

Report Summary

Use to reference SIS

Error Identification

04/21/23 ELC Training - 25

Validation PanelValidation Panel

When done, view reports

Observe status

Select Transaction

Select Files – all, some or one

Validate

Validation Error ReportValidation Error Report - Sample - Sample

Report Header

Error Summary

Error Detail

Report Summary

04/21/23 ELC Training - 26

04/21/23 ELC Training - 27

Send PanelSend Panel

Select Transaction

Select validated files to send

Click Send button

04/21/23 ELC Training - 28

View StatusView Status

1. Click on View Transaction Reports…

1. Click on View Transaction Reports…

Make desired selection and click on View…

Make desired selection and click on View…

04/21/23 ELC Training - 29

Student Roster ReportStudent Roster Report

Report HeaderReport Header

School Info.School Info.

Regular ProgramRegular Program

04/21/23 ELC Training - 30

Student TranscriptStudent Transcript

1. Select School1. Select School

2. Click on Generate2. Click on Generate

3. Click on Open or Save3. Click on Open or Save

04/21/23 ELC Training - 31

Student TranscriptStudent Transcript

Student DemoStudent Demo

Course InfoCourse Info

Assessment InfoAssessment Info

Course LegendCourse Legend

04/21/23 ELC Training - 32

LEA DP Certify LEA DP Certify

Certify history shown hereCertify history shown here

2. Select Certify if data is ready for UCOP submit

2. Select Certify if data is ready for UCOP submit

1. Select Print to view entire data report1. Select Print to view entire data report

04/21/23 ELC Training - 33

Retrieve PanelRetrieve Panel

File available for local use and analysis. Data can be imported into Excel for analysis.

1. Select Desired Transaction(s)1. Select Desired Transaction(s)

2. Select Download2. Select Download

04/21/23 ELC Training - 34

Known Issues for 2012Known Issues for 2012

All transactions in Datagate must be used Abandoned transactions would produce many

duplicate SSID warnings

04/21/23 ELC Training - 35

ELC Milestone CalendarELC Milestone Calendar

ELC Submission Window (DataGate)

Start Date – July 2, 2012 End Date – September 28, 2012

04/21/23 ELC Training - 36

ELC DocumentationELC Documentation

ELC User Guide 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

Error Chart Input Validation Errors and Resolutions Post Aggregate Errors and Resolutions

04/21/23 ELC Training - 37

Things to RememberThings 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.

04/21/23 ELC Training - 38

Steps to Take NextSteps to Take Next

Assess accuracy and completeness of SIS Enter or correct data values to ensure that top

students are pulled in the extract Ensure that paper transcripts are NOT submitted

LEAs submitting ELC electronically should take UCOP survey at: https://www.ucelc.org/upload

04/21/23 ELC Training - 39

Where to Get More InformationWhere to Get More Information

Contact FCMAT/CSIS Support at: Phone: (916) 325-9210 Email: support@csis.k12.ca.us http://www.csis.k12.ca.us/support/ContactSupport/

FCMAT/CSIS Website – Support http://www.csis.k12.ca.us/rt/default.asp

UCOP http://www.ucop.edu/sas/elc Phone: (800) 839-8507 Email: elc@ucop.edu

04/21/23 ELC Training - 40

Q & AQ & A