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ELC TRAINING

ELC TRAINING. August/September 2012. 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.

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ELC TRAINING

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  1. ELC TRAINING August/September 2012 ELC Training -

  2. 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 ELC Training - 2

  3. 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) • Top 9% of students in each California high school class will be designated UC-eligible. ELC Training - 3

  4. 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 ELC Training - 4

  5. FCMAT/CSIS ELC Process Flow ELC Training - 5

  6. 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 • 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

  7. Data 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 ELC Training - 7

  8. Data Population Key Points (Continued…) • Utilize Transcript Notes or School Name fields to submit school information which may benefit students • Spot check that Credits Attempteddivided 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 ELC Training - 8

  9. 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. ELC Training - 9

  10. 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 ELC Training - 10

  11. DataGate Data Processing Key Points • Multiple transactions are allowed in DataGate • Only one transaction per school should be certified. • All transactions created should be used • If you wish to abandona 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 ELC Training - 11

  12. 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 ELC Training - 12

  13. Notable 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 ELC Training - 13

  14. 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 ELC Training - 14

  15. DataGate Application Launch TestGate for Live DataGate Demo ELC Training - 15

  16. ELC Function Process Steps • Import SIS extract files • Validate imported data files • Correct errors in DataGate • Send data to server for additional data validation • ViewStatus of transaction and reports • Retrievetab delimiteddata file for analysis • Certify data for submission to UCOP ELC Training - 16

  17. SRRTS Main Login Screen ELC Training - 17

  18. Alter entries as needed for each new set of school data or new ELC transaction. Import Transmittal Panel * Indicates Required fields ELC Training - 18

  19. Enter Transaction related helpful info, max 80 characters Enter mm for years 11-12, 10-11, and 09-10 respectively Import Transmittal Panel Continued ELC Training - 19

  20. These fields must match elements in COUR record Term Type must be same for last 3 years Import Transmittal Panel Continued ELC Training - 20

  21. 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: • PARG: Parent Guardian Communication • ASSM: Student Test Results ELC Training - 21

  22. Record Type Record Sub-Type File Type Sample Extract • Sample COURSE file with multiple record type/sub-types. • COUR File: • COUR IN NULL – Institution information where the course was taken • COUR AC TA – Detail course information such as course title, final grade etc • COUR IN GP – GPA and class ranking information ELC Training - 22

  23. Remember to return to Transmittal Panel to enter school specific data Import Files Panel Re-Import Mode skips Transmittal Panel ELC Training - 23

  24. Use to reference SIS Error Identification Import Error Report - Sample Report Header Report Summary ELC Training - 24

  25. Select Transaction Observe status Select Files – all, some or one When done, view reports Validate Validation Panel ELC Training - 25

  26. Validation Error Report - Sample Report Header Error Summary Error Detail Report Summary ELC Training - 26

  27. Select Transaction Select validated files to send Click Send button Send Panel ELC Training - 27

  28. Click on View Transaction Reports… View Status Make desired selection and click on View… ELC Training - 28

  29. Report Header School Info. Regular Program Student Roster Report ELC Training - 29

  30. Select School Click on Generate Student Transcript Click on Open or Save ELC Training - 30

  31. Assessment Info Student Demo Course Legend Course Info Student Transcript ELC Training - 31

  32. 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 ELC Training - 32

  33. 1. Select Desired Transaction(s) 2. Select Download Retrieve Panel • File available for local use and analysis. Data can be imported into Excel for analysis. ELC Training - 33

  34. Known Issues for 2012 • All transactions in DataGate must be used • Abandoned transactions would produce many duplicate SSID warnings ELC Training - 34

  35. ELC Milestone Calendar • ELC Submission Window (DataGate) • Start Date – July 2, 2012 • End Date – September 28, 2012 ELC Training - 35

  36. ELC 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 ELC Training - 36

  37. 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. ELC Training - 37

  38. Steps 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 ELC Training - 38

  39. Where 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 ELC Training - 39

  40. Q & A ELC Training - 40

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