The Options tab includes all options necessary to run either the UC ELC, Student Contact Data, Transcript Evaluation Service (TES), or Final Data (FN) extract. Since this page processes all four extracts, all options need to be set up regardless of which extract is created. 


UC ELC Extract > Options tab



The first time the Options tab is opened the fields will populate with the UC ELC options that were set in the Client version for that school. If the school does not have any UC ELC options set up in the Client, then all fields will be empty and will need to be populated. The UC ELC options are stored in the School Options (OPT) table. 


School Info


The ATP Code or College Board code is a 6-digit code required for the UC ELC page to process records and create extracts. If the ATP Code field is empty a red message with a link to the School Options page will be available to guide the user to enter the code into the College Board School field on the School Options page. Only users with update permissions to the School Settings security area can update the ATP or College Board Code. If the user creating the extract does not have permission to update School Options they should forward the ATP or College Board Code to an Aeries Administrator that can update this value for them prior to working on the UC ELC Extract page.




The Authentication Key is a code required for the UC ELC Extract. It is the same as the Initial Access Code which each school receives in their April UC ELC mailing. Please contact the ELC Help Desk for any questions regarding the Initial Access Code. Although the Authentication Key is not required for the other extracts, the field must contain a value in order for Aeries to process any of the extracts.




Enter the contact information for an Administrative Contact and a Technical Contact responsible for the creation of the extracts. These fields are used by the UC system to contact staff in the event of validation issues with the extract files.



Calendar

Select the Calendar type for the current school year and prior 2 school years. Enter the Expected Graduation Date for the 11th grade students in the UC ELC extract. 


General

The Junior Class Size is a calculated field that counts all active 11th grade students in the school and the Top 15 Percent of Juniors to Extract is a calculated field that determines how many students 15% of the Junior class is. Both fields are read-only. If a KEEP or SKIP is used these counts may be affected by it. The Top 15 Percent of Juniors to Extract should be used as a guide to help decide the value to put into the Number of 11th graders to Extract field. In the Number of 11th graders to Extract field enter how many 11th grade students will be evaluated for inclusion in the UC ELC Extract. The Number of 11th graders should be close to the calculated value of 15% of the total number of 11th grade students. In the below example 15% of 449 students is 67.5 (rounded to 68). 70 was entered into the Number of 11th grades to Extract field to account for some students that may not have the parental consent necessary to participate in the UC ELC program.



Only students that are flagged as having Parental Consent (and are within the top 15% of 11th grade students) will be automatically included in the UC ELC and Student Contact Data extracts. A field in either the Student Demographics (STU) or Supplemental (SUP) tables, or the Authorizations Code field (AUT.CD) can be used to identify the students with Parental Consent. 

For proper evaluation of the Authorization (AUT) records the Code (CD) field needs to be evaluated for Parental Consent. The system will check the Status (ST) field to determine if the consent is "Granted" or "Denied" and it will also check the Status Date (SDT) and End Date (EED) to determine if the record is active when the extract is run. If the Status Date (SDT) is empty the system will use the Date (DT) and End Date (EED) fields. For more information on maintaining Authorization records please refer to the Authorizations, Prohibitions and Waivers article. 



NOTE: The number of 11th grade students listed in the UC ELC Results tab may be higher than the value entered in the Number of 11th grades to Extract field if several students have the same class rank as the student with the highest class rank that qualifies to be in the extract. Take care when using Decile Ranking - all students will have a class rank between 1 and 10.


Terms

Select the UC Terms that match the terms used in Aeries. The system reviews the Term (HIS.TE)  field of all of the Course History (HIS) records and lists the ones that are being used. All terms that display in this area need to be mapped to the appropriate UC Term.


 

TES Options


NOTE:  The Transcript Evaluation Service (TES) extract is usually provided twice per year.
The Fall TES extract needs to include the transcript records for the 9th - 12th grade students in the prior school year and should be run in the prior year Aeries database with the Include Work in Progress option unchecked.
The Spring TES extract includes the transcript records for the current 9th - 12th grade students along with their current work in progress. The Spring extract should be run in the current year Aeries database with the Work in Progress option checked and the Spring terms/Year term selected.


UC ELC Extract > TES Options



The TES Options area is used to select whether or not College Entrance Test scores will be included in the TES Extract, to include students with specific status tags, and to map the Work in Progress terms to the UC terms for the TES extract. 


The College Entrance Tests (CTS) that are included in the TES Extract are the SAT I, SAT II, ACT, AP and IB test scores.


Select appropriate Student Status Tags (STU.TG) to include in the TES Extract. For example, in the current year database select the status tag that would be used for early graduates. When running the TES extract in a prior year database, if all graduates are given a Status Tag value, then select that value.


The Include Work In Progress Terms that are selected (checked) will need to be reviewed and possibly adjusted for every TES extract depending on the time of year when the extract is run. 


The Fall TES extract needs to include transcript records for the 9th - 12th grade students in the prior school year. Log into the prior school year and uncheck the Include Work in Progress option since all prior year work has already been added to the transcripts. 


The Spring TES extract needs to include transcript records for the current 9th - 12th grade students along with any current classes. Log into the current school year, check the Include Work in Progress option and select the Spring terms/Year term. 


In the below example the option to Include Work in Progress records for the TES extract is selected. Only the Include Term 3,4, S and Y term options are selected so only the Spring term Work in Progress records will be added to the TES extract. This is an appropriate selection for a semester school that also has some quarter classes and is currently in the beginning of the Spring term.



TES Extract for Prior Year Graduates

At the beginning of the school year districts will be asked to provide a TES Extract for their prior year graduates. This will need to be done in the prior year database.

  • Log into the Prior Year database
  • Run a KEEP query to KEEP all of the 12th grade students that graduated. The following queries could be used to determine which student to keep (remember to run this in the prior year database):
    • If the graduated students are tagged with a value in the Status Tag (STU.TG) field, then select the Include Inactive Students checkbox when running the below queries to include these students.

    • Use this query to determine the Completion Dates (STU.DG) and Completion Codes (STU.HSG) that you would like to include in the KEEP (substitute xxx for the school you are running the extract for)

      LIST STU TG SC ID LN FN GR STU.DG STU.HSG STU.TG IF STU.SC = xxx AND STU.GR = 12
       
    • Use this query to verify that the KEEP query will limit to the correct students  (substitute xxx, yyy, aaa and bbb for your school's values)

      LIST STU TG SC ID LN FN GR STU.DG STU.HSG STU.TG IF STU.SC = xxx AND STU.GR = 12 AND STU.DG > yyy AND ( STU.HSG = aaa OR STU.HSG = bbb )

      Ex. LIST STU TG SC ID LN FN GR STU.DG STU.HSG STU.TG IF STU.SC = 994 AND STU.GR = 12 AND STU.DG > 06/30/2019 AND ( STU.HSG = 100 OR STU.HSG = 120 )
       
    • Run this KEEP query to limit the students to the graduated seniors that you would like to include in the TES extract (substitute xxx, yyy, aaa and bbb for your school's values)

      KEEP STU IF STU.SC = xxx AND STU.GR = 12 AND STU.DG > yyy AND ( STU.HSG = aaa OR STU.HSG = bbb )

  • Go to the UC ELC Extract and create the TES extract for the kept students. As noted in the previous article by default the TES extract only includes active students, so to include graduated students with a non-blank value in the Student Status Tag (STU.TG) select the appropriate Student Statuses in the TES Options section.
    NOTE: Remember to un-check the TES-Include Work in Progress option since the prior year school year has completed and all grades should be in the transcripts. 




GPA and Grades

Enter the number of credits that will indicate completion of a year of instruction for a single class. Typically this value is 10 credits. The number of credits must be a numeric value with a maximum of 5 characters (ex. 10.00). The data in this field is validated before the changes to the field are saved and also before UC ELC records can be processed or new files can be created.


Click on the Recompute GPA/Ranks red button to recalculate the GPA and Class Rank for the extracts. The last time the Recompute GPA/Ranks was run will display in the blue information box.




Clicking on the Recompute GPA/Ranks button will open up the Recompute Cumulative GPAs and Class Rank page in a new tab. Select which GPA will be used to determine the Class Rank. All of the GPAs will be recomputed, but the Class Rank will depend upon the GPA selection that is made. Click on the Recompute button. A Processing box will display while the calculations are running. When complete the blue information box with an updated date and time will display.




NOTE: The Recompute GPA/Ranks process will recalculate the cumulative GPA for all of the students in the school, but will only recalculate the Class Rank if the Transcript Definition option Calculate Class Ranks (HIS & GRD) is selected. To verify if this option is turned on go to the Transcript Definition page under Grade Reporting | Configurations | Transcript Definitions in the navigation. Click on the GPA Options tab. Verify that the Calculate Class Ranks (HIS & GRD) is selected. If it isn't, then select the option and save the change.Go back to the UC ELC Extract and run the Recompute GPA/Ranks. Also run the Process UC ELC Data in the Results tab and create the extract. Once the extract has been created remember to go back to the Transcript Definition and deselect the Calculate Class Ranks (HIS & GRD) option if the school does not want it turned on during the normal school year.