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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.
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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
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FCMAT/CSIS ELC Process FlowFCMAT/CSIS ELC Process Flow
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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)
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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
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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
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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.
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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
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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
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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
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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
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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
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DataGate ApplicationDataGate Application
Launch TestGate for Live DataGate Demo
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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
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SRRTS Main Login ScreenSRRTS Main Login Screen
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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.
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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
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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
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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
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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
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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
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Import Error ReportImport Error Report - Sample - Sample
Report Header
Report Summary
Use to reference SIS
Error Identification
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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
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04/21/23 ELC Training - 27
Send PanelSend Panel
Select Transaction
Select validated files to send
Click Send button
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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…
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Student Roster ReportStudent Roster Report
Report HeaderReport Header
School Info.School Info.
Regular ProgramRegular Program
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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
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Student TranscriptStudent Transcript
Student DemoStudent Demo
Course InfoCourse Info
Assessment InfoAssessment Info
Course LegendCourse Legend
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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
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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
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Known Issues for 2012Known Issues for 2012
All transactions in Datagate must be used Abandoned transactions would produce many
duplicate SSID warnings
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ELC Milestone CalendarELC Milestone Calendar
ELC Submission Window (DataGate)
Start Date – July 2, 2012 End Date – September 28, 2012
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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
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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.
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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
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Where to Get More InformationWhere to Get More Information
Contact FCMAT/CSIS Support at: Phone: (916) 325-9210 Email: [email protected] 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: [email protected]
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Q & AQ & A