Load Data

Clicking the Load Data button will open the Load Options available for selecting students to be loaded into the ECA table.  



The Load Data button will default the to the Current Student Only.  Selecting the All Students Based On... radio button will display the following selection box to select specific grade levels or to include inactive students.  All Grade Levels will default as selected. 



Available options include:

  • 1st Entered High School (9th Graders) – This is the date school began this current year for students in 9th grade. It is only saved for 9th grade students who do not already have a date.
  • Include Inactive Students – Select to include Inactive Students when loading data. Pre-enrolled students are always included.
  • “Last” Mark – Select the Grade Mark to load. (The first time data is loaded, this option is labeled Mark to Load.)
  • Select Grade(s) to Process – Select the grade levels to include

Click the Load button to load ECA records for students based upon your selections.


NOTE: The Load Data process does not use KEEP or SKIP queries. To limit the students that are loaded, use the grade level and other options above.


When loading Current Student Only, the data is loaded immediately. When loading All Students Based On..., the process runs in the background and an email is sent when it is complete. If no Eligibility records exist yet, all students are loaded and the options for existing records are not displayed.


The Currently Enrolled fields will be calculated from the student’s active classes in the CAR table. The Grade Mark selected will be used to calculate the Credit Completed, Total GPA and Classes Passed fields.  The Citizenship and Work Habits are manually entered.


Calculation of Credits Completed and Classes Passed

According to CIF Rules, credits for only one Physical Education class should be included in the calculation of the Credit Completed and Classes Passed fields.  The PE course with the highest credit value from the student’s grades will be used for the calculation.


Each Physical Education course needs to be flagged in the PE field on Course Data to be included in this calculation.



When the Load ECA Data process is performed only one Physical Education class from Grades will be used.  For example, the student below has a Grade entry for both PE and Volleyball.  Both courses have been flagged in the PE field but the PE course has 10.00 credits.  The PE course will be used in the calculation.



Updating Eligibility (ECA) Records

After the initial Loading of ECA Data has created ECA records, additional information can be entered for each student.  Clicking on the Change button will open the form in edit mode.  Enter the data you would like to add, or change, for the student.  Click on Update when finished.





When the Probation Used checkbox is selected and a Probation Used Date is entered, a record will automatically be added to the Probations (ECP) table.  Click on the Probations tab to enter the remaining information for the Season and Activity Code that pertains to the probation.



Move Last Mark to Prior Mark

After the Last Mark has been created it will display in the Last Mark section of the form.  To load another grading period and to move the Last Mark to the Prior Mark, click the mouse on the Load Data button.


The following Options form will display with all grades selected.  Select the grade levels to be included.  For example, if Grade 9 students will NOT have an ECA record created click the mouse on the check box for grade 9.  Grade 9 will not be selected.


To create records for students who do not currently have an ECA record click on Only Include Students Who Do Not have ECA Records. To create records for only students that have an ECA record click on Only Include Students Who Already have ECA Records.


Click the dropdown arrow next to “Last” Mark to select the mark to now be used as the Last Mark.  Check the box to Move the Existing Data from “Last” to “Prior” area. This option is only available when All Students Based On... is selected and Eligibility records already exist. If both Only Include Students Who Do Not have ECA Records and Only Include Students Who Already have ECA Records are selected, no students are processed.  When all selections have been made, click on the Load button.



The Last Mark displayed is now reflects the 2nd Sem mark and the Prior Mark displayed reflects the former Last Mark, 1 Sem mark.


The Currently Enrolled fields will be calculated from the student’s active classes from the CAR table.  The Grade Mark selected will be used to calculate the Credit Completed, Total GPA and Classes Passed fields for the Last Mark selection.