Course History Institutions (CHI)
Student Demographics (STU) and Legal Student Information (LSI)
Special Programs (PGM) and 504 (FOF)
Language Assessment (LAC) and Demographics (STU.LF)
Student Template Extract Fields That Are Not Populated
The CCGI Extract collects information from various tables to populate the extract files. Data in these tables need to be kept up-to-date to ensure correct data is uploaded into CCGI.
NOTE: As of the 8/26/2025 update, the Parental Consent has changed to a Parental Opt-Out. Please review your existing procedures and data to tag students who are opting out of sending their transcript and test records to CCGI, rather than tagging those who are opting in. This review/update of your procedures and data needs to be done prior to uploading the extracts to CCGI.
You may also need to review your Data Confirmation process if parents are asked about CCGI participation during the Data Confirmation.
School Options (LOC)
All schools that will be sending 6th - 12th grade student demographic information to CCGI will need to have a College Entrance Examination Board (CEEB or ATP) code in the College Board School Code (LOC.CBC) field on the School Options page.
In addition, any schools that appear in the School Options (LOC) list that also have transcript records associated with them will need to have the College Board School Code (LOC.CBC) populated. If this field is not populated, then the CCGI CourseGrade template (transcript records) will use '111111' as the CEEB/ATP code for those transcript records.
If the school is a high school, then enter the correct College Entrance Examination Board number. If the school is a middle or elementary school, then '111111' can be entered in this field.
Summer schools or other schools within Aeries that are sharing the same CDS code as another high school in the district (and do not have their own CEEB/ATP code) may be able to use the CEEB/ATP code of the high school. Please check with your registrars/administrators to see if this is appropriate to do in your situation.
A site that can be used to look up High School CEEB/ATP codes is:
https://collegereadiness.collegeboard.org/k-12-school-code-search
Course History Institutions (CHI) ↑
The Course History Institutions (CHI) page is used to populate the CDS code of the schools in the CCGI CourseGradeTemplate (transcript) file. All middle and high school transcript records will need to have a corresponding school record in the Course History Institutions (CHI) table with a correct CDS code. The CDS code (CHI.ID) will be saved to the CDSCode field in the CCGI CourseGradeTemplate file.
The College Board School Code (LOC.CBC) will be saved in the ATPCode field in the CCGI CourseGradeTemplate file for transcript records of schools that are within the district. Any transcript records of schools or colleges outside of the district will have '111111' saved in the ATPCode field of the CCGI CourseGradeTemplate.
Student Demographics (STU) and Legal Student Information (LSI) ↑
All active 6th - 12th grade students in the selected schools will be included in the CCGI StudentTemplate (demographic data), but only students that do not have the Parental Opt-out value will have their transcript and test information included in the CCGI CourseGradeTemplate and CCGI TestTemplate.
Therefore, only students that wish to Opt-out of sending certain data to CCGI should have a Parental Opt-out value.
Fields in either the Demographics page (STU) or Supplemental page (SUP) can be used to identify students with Parental Opt-out. In the below example the Demographics User5 (STU.U5) field is being used to identify students with Parental Opt-out. Please see the Authorizations section below for an additional method to determine Parental Opt-out.
In addition to the Parental Opt-out field, basic student information such as name, birth date, gender, grade, ethnicity and race need to be correct. If the student's name on the Demographics page is different than their legal name, then the Legal Student Information (LSI) table also needs to be populated.
The Cal Grant GPA field is stored in the STU.CGG field and is populated during the Cal Grant GPA Export process. Typically only 12th grade students have their Cal Grant GPA updated during this process.
NOTE: 6th grade students in schools that use Standards Based Grade reporting will only only produce records in the StudentTemplate extract file since they do not have any Transcript (HIS) or College Entrance Tests (CTS) records.
Authorizations (AUT) ↑
The Authorizations Code (AUT.CD) can also be used to determine Parental Opt-out. All students will have their transcript and test information included in the CCGI CourseGradeTemplate and CCGI TestTemplate except for those with an active Parental Opt-out record. For proper evaluation of the Authorization (AUT) records the Code (CD) field needs to be used. The system will check the Status (ST) field to determine if the opt-out 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 the Authorizations page please refer to the Authorizations, Prohibitions and Waivers article.
Special Education (CSE) ↑
The Special Education (CSE) table is used to determine if the students are currently receiving Special Education services. The CSE record must have a disability code and it must be an active record (i.e., the Start Date is on or before the date when the extract is run and the Exit date is empty or after the date when the extract is run).
Special Programs (PGM) and 504 (FOF) ↑
The Special Programs (PGM) table is checked to determine if the students are in a variety of programs. In each case the program record must have a specific program code and it must be an active record (i.e., the Eligibility Start Date is on or before the date when the extract is run and the Eligibility End Date is empty or after the date when the extract is run).
- Foster Youth - Program Code 190
- Homeless - Program Code 191
- Migrant - Program Code 135
- 504 Program - First the 504 (FOF) table's most recent record will be analyzed. The record must have a Start Date that is on or before the date the extract is run and the End Date is empty or after the date when the extract is run. If no active FOF record is found, then the Special Programs (PGM) table is evaluated for Program Code 101 and the appropriate Eligibility Start and Eligibility End dates.
Language Assessment (LAC) and Demographics (STU.LF) ↑
The Language Assessment ELAS Code (LAC.EAC) field is checked to determine if the student is Limited English. If the EAC field has a value of English Learner (EL) or Adult English Learner (ADEL), then the student will be flagged as an English Learner in the Student Template extract.
If the ELAS Code (LAC.EAC) is blank, then the Student Demographics LangFlu (STU.LF) field will be checked along with the CALPADS Translations to see if the student is an English Learner.
Activities (ACT) ↑
The Activities records are evaluated to determine if the student has a Financial Aid Application Parent Opt-out record. In order to be tagged as an opt-out the Activities record must have the following:
- Type (ACT.TY) = 5
- Code (ACT.CD) = G04
- Reason (ACT.RS) = FA2
- Start Date (ACT.SD) - is on or before the date the CCGI extract was created
- End Date (ACT.ED) - is empty or is on or after the date the CCGI extract was created
Contacts (CON) ↑
The Contact records for P1 and P2 are evaluated for their the Parent Ed Level (CON.ELV). Please see the District Settings (District Rules) document, Codes Identifying Parent/Guardian in Contacts (CON.CD) section to determine which codes are set up as P1 and P2 in your database. If the P1 and P2 contact records do not have a Parent Education Level, then "15" will be assigned to the ParentGuardianEdLevel field in the Student Template extract.
Courses (CRS) ↑
The CCGI extract includes two files that require basic course information. The following fields in the Courses page (CRS) need to be kept up-to-date:
Course ID - CRS.CN
Course Title - CRS.CO
Long Description - CRS.DE
Subject Area 1 - CRS.S1
Default Credit - CRS.CR
Non-Academic/Honors - CRS.NA - used to identify Honors courses
Course Level - CRS.CL - used to identify AP and IB courses
A-G - CRS.E1- used to identify if the course fulfills CSU A-G requirements
Status Tag - CRS.TG
State Course Code - CRS.C3
College Entrance Tests (CTS) ↑
Certain College Entrance Tests (CTS) will be included in the CCGI TestTemplate file. These include the ACT Composite score, AP score, IB Scaled Total score, SAT Reasoning Read/Write, SAT Reasoning Math, and the SAT II Subject Score. The College Entrance Tests page can be used to add/edit/review the test records.
Student Template Extract Fields That Are Not Populated ↑
The following fields are optional and are not populated in the Student Template extract:
- NSLP (retired data element in extract - not populated)
- LOTECert
- LOTECertSource
- LanguageCode
- ParentConsent (retired data element in extract - not populated)
- EnrollmentStartDate
- EnrollmentEndDate