Overview 


The UIL Eligibility page assists in establishing eligibility for students based on the University Interscholastic League guidelines. UIL Eligibility is comprised of two pages, the UIL Eligibility Page which displays eligibility information for individual students and the UIL Eligibility Manager which evaluates students’ grades and determines the eligibility status for listed students.


Security

Security options for UIL Eligibility is based on the ECA (Extracurricular Activities), the ECP (Extracurricular Activities Probations), GRD (Grade Reporting Data), GBK (Gradebooks), ACT (Activities and Awards) and the CRS (Courses) tables.  Users that need to see all data on the UIL Eligibility page will need Read to the ECA, ECP, GRD, and ACT tables. Users that need to update data on the UIL Eligibility page will need update to the ECA, ECP, and ACT tables. Users that will be working with the UIL Eligibility Manager page will need Read to GBK (Gradebooks).  Users that will update the Extracurricular Activity Eligibility fields in Courses will need update to the CRS table.


Courses

Courses need to be tagged as Included for Extracurricular Activity Eligibility in order to be evaluated for UIL. The Extracurricular Activity Eligibility field is located on the Other tab on the Courses page.


UIL Eligibility Page


The UIL Eligibility page is comprised of four main sections: Eligibility Overview, Grades, Activities and Eligibility History. Users will need Read to ECA, ECP, GRD, and ACT to be able to read all data on the UIL Eligibility page. Sections on the UIL Eligibility page can be restricted as needed. Users that will be editing data on the page will also need update and insert to the ECA, ECP, and ACT tables.


Eligibility Overview

The Eligibility Overview section displays information regarding the student’s current eligibility status as well as effective dates for eligibility and ineligibility.  The Eligibility Overview section also displays information regarding the student’s cohort, date of last physical, type of medical clearance, date of athletic packet, and insurance.



The student’s eligibility status is updated by the Eligibility Manager page and changes made to the student’s eligibility status in the Eligibility History section of the UIL Eligibility page. A student’s eligibility status will display in green if the student is eligible and red if the student is not eligible.


Student information in the Eligibility Overview section can be updated manually by clicking on the edit button (pencil) to the left of a student’s eligibility status. Once the desired data has been entered click the Save button to save and close the edit window. 



The student data displayed in the Eligibility Overview section is stored in the ECA table.


Grades

Student’s grades are displayed in the Grades section of the UIL Eligibility page. The grades displayed will depend the student’s current eligibility status. If the student is currently eligible, the grades displayed will be the student’s grades from the most recent grading period. If the student is currently ineligible, the grades displayed will be from the student’s gradebook.



Activities

The Activities section will display the student’s activities information from the Activities and Awards page.  The items displayed in the Activities section of the UIL Eligibility page need to entered with a "Type: 1 (Activity)" when selecting the Type status for the entry on the Activities and Awards page. The Activities section will list all activities the student has participated in regardless of the start and end date.


Activities listed on the UIL Eligibility page can be edited by clicking on the pencil icon. Activities cannot be added using the UIL Eligibility page. The student’s activities populate from the Activities and Awards page therefore, new activities must be added from the Activities and Awards page.



Eligibility History

Eligibility history contains a history of a student’s eligibility. Eligibility history data is populated from the ECP table. When changes are made to the eligibility status of a student (ECP.ES) a new record is automatically added to the ECP table and will be displayed in the Eligibility History section. 



Additional eligibility history records can be added by clicking on the Add button on the blue Eligibility History banner.  An Edit Eligibility History Record window will open where additional Eligibility History can be added to the student's record.  Click the Save button to save the record and close the window. 



In addition to adding records, individual records can be edited by clicking the pencil icon of the eligibility history record.

When changes are made to a student’s eligibility status in Eligibility History, a student’s eligibility status in the Eligibility Overview section will also be updated.  

 

UIL Eligibility Manager 


The UIL Eligibility Manager displays a list of students along with their gender, grade, counselor, student groups which the student is a member of, student activities, lowest current grade and the student’s last evaluation date.



The UIL Eligibility Manager evaluates students grades and determines the eligibility status for listed students.  Student grades are evaluated for courses that are tagged with a Y (Yes) in the “Include for Extracurricular Activity Elig” field. This field is located on the Other tab in the Courses page.


Filters Tab

The Filters tab has various options for filtering student information. Students can be filtered by Gender, Grade, Eligibility Status, Student Group Memberships, Activities, and by the student’s As of Date. To filter for specific students, select one or several of the options available. In the example below, the student list has been filtered for male 12th grade students who are lacking English credits and are in Track and Field. Click on the Reset button to reset the student filter options. 



Results Header

The blue Results header has two options to assist users working with the listed student records. The Select All Displayed option will select all student records displayed on the current page. The Results Header will display the amount of students that have been selected. The Keep Selected will keep the selected students and give you access to only those student records on other pages in Aeries Web.



Students can be displayed in groups of 25, 50, 100 or 200 students per page. The amount selector is located at the bottom of the UIL Manager page. Additionally, students displayed can be kept by clicking on the Keep Selected button at the bottom of the UIL Manager page. This will give a user access to only those student records on other pages in Aeries Web. 



Student’s Eligibility

If a student is determined to be ineligible, the word “Ineligible” will be displayed in red below the student’s name in the Name column. Once a student becomes eligible, the red “ineligible” tag will clear. Eligible students do not have an “Eligible” indicator thus students without any indicator are deemed eligible.



Lowest Grade Column

The lowest grade column will display the student’s current lowest grade.  The lowest current grade displayed will depend on the student’s eligibility status. If a student is currently eligible the lowest grade displayed will be pulled from their most recent report card grades (GRD).  For eligible students, if the student’s lowest current grade is below 70, the grade will be highlighted in red. 


In the example below both Adbo, Alice and Alvarado, Jocelyn are eligible students. Their lowest grade is being pulled from their most recent report card grades. Both of their lowest grades are below 70, therefore their low grade is highlighted in red.   


  

If the student is currently ineligible the lowest grade will be pulled from their current gradebook grades (GBK). For ineligible students, if the student’s lowest current grade is at least 70, the grade will be highlighted in green.


In the example below both Aguayo, Taunie and Alexander, Brandi are ineligible students. Their lowest grade is being pulled from their most recent gradebook grades. Both of their lowest grades are at least 70, therefore their low grade is highlighted in green.


Functions Tab

The functions tab has two main functions for evaluating student’s eligibility status: Evaluate UIL Eligibility and Ineligibility from Grade Reporting and Reevaluate Eligibility of Currently Ineligible Students. Eligibility can be evaluated based on student’s grades in the most recent grade reporting cycle (GRD) or reevaluated based on current gradebook scores.



Evaluate UIL Eligibility and Ineligibility from Grade Reporting

The Evaluate UIL Eligibility and Ineligibility from Grade Reporting function processes selected eligible students in the grid by checking the student’s grades in the most recent grade reporting cycle (GRD).  If a student’s lowest grade is below 70, the student’s eligibility status will be made “Ineligible”.


An Ineligibility Effective Date and an Eligibility Reevaluation Date may also be specified when running this function.  If either an Ineligibility Effective Date or an Eligibility Reevaluation Date is specified the dates will be added to the student's UIL Eligibility page.


To run the process either select the individual students or place a check in the Select All Displayed option and then click Run


A confirmation message will appear notifying that you are about to evaluate the UIL Eligibility status of the selected students. Select the OK button to run the process.


In the example below, both students have been found ineligible. Both students have their lowest gradebook grades listed in the Lowest Current Grade column. The first student's lowest grade is at least a 70 and is therefore highlighted in green. 


  

Reevaluate Eligibility of Currently Ineligible Students

The Reevaluate Eligibility of Currently Ineligible Students function will reevaluate the eligibility of students that are currently ineligible based on a student's current gradebook marks. Students whose lowest gradebook mark is above 70 will become eligible. To run the process either select the individual students or place a check in the Select All Displayed option and then click Run



A confirmation message will appear notifying that you are about to evaluate the UIL Eligibility status of the selected students. Select the OK button to run the process.



In the example below the student's eligibility has been reevaluated based on the student's current gradebook marks. The student has their lowest grade listed in the Lowest Grade Eligibility column. Since the student is eligible the lowest grade displayed is being pulled from the student's most recent report card grades (GRD).  The student’s lowest current grade is below 70, therefore the grade is highlighted in red.