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.
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.
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.
The Authentication Key is a 15-character 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.
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.
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 can be used to identify the students with Parental Consent.
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.
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.
The TES Options area is used to select whether or not College Entrance Test scores will be included in the TES Extract 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.
The 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. At the beginning of the school year before any grades (GRD) are copied to transcripts (HIS), all of the students' classes should display as Work in Progress for both semesters (or all quarters in a school that posted quarterly transcript records). As the year progresses and the 1st semester grades are posted to the transcripts, then only the 2nd semester classes should be added as Work in Progress TES records.
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.
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.
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 bring up the class rank options. 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 changes.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.