UC Direct Electronic Transfers

Students to Include

If run at the district level, choose one of the following from the pop-up menu:

• Default – District Wide. Includes all records on the PowerSchool server that meet selection criteria.

• Current School Only – Includes all records associated with the current school that meet the selection criteria.

• District Wide – Includes all records on the PowerSchool server that meet the selection criteria.

If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list.

Submission Type

Choose  TES - Transcript Evaluation Service (Excel)

Submission Cycle

Select the submission cycle:

• Fall

• Winter

• Summer

• Spring

School

Choose a school from the pop-up menu. The pop-up menu includes schools that are associated with grade level 9 or higher.

Note: This setting is only available in District mode. For students that have graduated or are no longer enrolled, choose the last school they were enrolled in.

Destination

Choose the destination for the report results from the pop-up menu.

Processing Options

Choose a time to run the report from the pop-up menu:

• In Background Now (Recommended) – Execute the report immediately in the background.

• ASAP – Execute the report in the order it is received in the Report Queue.

• At Night – Execute the report during the next evening.

• On Weekend – Execute the report during the next weekend.

• On Specific Time – Execute the report on the date and time specified.

Specific Date/Time

Enter a date using the format mm/dd/yyyyor mm-dd-yyyyin order to run the report on a specific day. The incorrect format displays an alert and the date field is submitted as a blank entry.

Use the pop-up menus to schedule the report to be run at a specific hour and minute.

Example: 7/29/2008 @ 10 AM : 05.

Data to be Filled

Select the checkbox next to the filter fields to save the settings as defaults. To select all checkboxes, choose Set All from the pop-up menu. To clear all checkboxes, choose Reset All.

Program Type (ELC)

Choose the appropriate program type from the pop-up menu.

Note: This parameter is only available for the ELC Submission.

Class Rank

Choose a Class Rank method from the pop-up menu, if appropriate. If selected, enter the ELC Number of Student Candidates.

If a Class Rank method is selected, students are determined to be eligible for ELC based on the top number of student candidates (runtime parameter below) and the results of the Class Rank calculation. Leave the field blank to manually set the select on the UC/CSU Information student page by entering a year for the “Student is a Candidate for the ELC Program”

Note: This parameter is only available for the ELC Submission.

ELC Number of Student Candidates

Enter the number of ELC student candidates. Each school is provided the number of students to submit as candidates for the UC ELC program. This must be entered if a Class Rank Method is selected

If students tie for a particular rank, then add the additional students to the total number of eligible students. For example, if the school is directed to submit 12 students as eligible, and 3 students tie for a particular rank, then all 14 (12 + 2 extra) students are eligible.

Note: This parameter is only available for the ELC Submission.

Course Term Mapping

Click Course Term Mapping to load the Course Term Mapping page, or navigate to the page via Start Page > District Setup > District Info > Course Term Mapping.

Enter a store code to use for each of the UC Direct Electronic Transfers term codes. A store code is a value used to group historical grade records. Store codes are entered when running the Permanently Store Grade process, or when manually entering or importing historical grades. Normally, store codes are a letter and number combination indicating a term length, such as S1 for Semester 1. A store code can be any two-character value where the first character is a letter andthe secondcharacter is a number.

Enter Store Codes in comma delimited list

Enter a list of store codes, comma separated, to include in the report. This setting narrows the grade record selection included in the report.

Example: S1,S2,Q2,Q4.

Include Test Records (SAT, ACT, etc.) Optional

Choose Yes or No from the pop-up menu.

Bypass Validation

Choose Yes or No from the pop-up menu.

Choosing No requires PowerSchool to validate whether the student and course records meet validation rules. The report returns validation errors if any of the rules are not met.

Edit School

Click Edit School to load the Schools/School Info page at the district, or navigate to the page via Start Page > District Setup > District Info > Schools/School Info.

Click the link for the school to be edited and populate the fields listed under the heading, UC Direct Electronic Transfer Information.

1

Record ID

School Demographic Record Identifier.

Always “SD”

N/A

Required

2

2

LAYOUT_VERSION

The technical Specification record layout version number.

Always “2.2”

N/A

Required

3

3

SUBMISSION_TYPE

The submission type identifier.

Valid values:

TES – Transcript Evaluation Service

N/A

Required

2

4

SCHOOL_YEAR

The submission school year. The report extracts the current school year in the format CCYY-CCYY, such as 2009 – 2010.

[Terms]FirstDay

[Terms]LastDay

Required

9

5

SIS_TYPE

The type of School Information System.

Always “PowerSchool”

N/A

Required

40

6

SIS_INFO

Additional information regarding the School Information System type, including version, database format, etc.

The PowerSchool Version number is displayed, such as Version 6.0.1.

[Prefs]lastversionnumber

Optional

40

7

EXTRACT_VENDOR_NAME

The name of the extract software vendor.

Always “Pearson”

N/A

Optional

20

8

EXTRACT_VENDOR_PHONE

Blank

N/A

Optional

20

9

PROGRAM_IDENTIFIER

The identifier denoting the high school program being submitted.

Valid values:

R – Regular (this is moved when school program type is not selected)

M – Magnet

S – Small Learning Community

[S_CA_SCH_X]SchoolProgramType

ELC only

1

10

PROGRAM_NAME

The name of the program.

If the student is enrolled in a special program of Magnet or Smaller Learning Community, then the report extracts the name of the special program.

Otherwise, the report extracts the School Name.

[Gen]Name = “Magnet” or “Smaller Learning Community”

[Gen]Cat = specprog

ELC only

100

11

SCHOOL_ATP_CODE

The school American Testing Program (ATP) code. The ATP code is used to uniquely identify each participating school in the UC electronic submission process.

[S_CA_SCH_X]SchoolATPCode

Required

6

12

AUTHENTICATION_KEY

The key used to authenticate the ATP code to the school. The authentication key is checked against the ATP code to verify that the school identified is the school submitting the extract.

[S_CA_SCH_X]UCDirectAuthenticationKey

Required

15

13

CDS_CODE

The county-district-school ID number.

The report extracts a combination of the district number and the 7-digit school number (formerly called CSIS school number).

[Prefs]Value

[Prefs]Name = districtnumber

[S_CA_SCH_X]StaetSchoolNumber

Optional

14

14

PHYSICAL_SCHOOL_NAME

The name of the school.

[Schools]Name

Required

100

15

SCHOOL_ADDR

The school street address.

[Schools]SchoolAddress

Required

55

16

SCHOOL_CITY

The city in which the school is located.

[Schools]SchoolCity

Required

30

17

SCHOOL_STATE

The state in which the school is located.

[Schools]SchoolState

Required

2

18

SCHOOL_ZIP

The zip code for the school.

[Schools]SchoolZip

Required

6

19

SCHOOL_PHONE

The school phone number. This is required for the Final Transcript.

[Schools]SchoolPhone

Optional

20

20

SCHOOL_FAX

The school fax number.

[Schools]SchoolFax

Optional

20

21

ADMIN_CONT_FIRST_NAME

The first name of the administrative contact responsible for ensuring that the extract is submitted by the deadline.

[S_CA_SCH_X]AdminFirstName

Required

15

22

ADMIN_CONT_LAST_NAME

The last name of the administrative contact.

[S_CA_SCH_X]AdminLastName

Required

25

23

ADMIN_CONT_PHONE

The administrative contact’s phone number.

[S_CA_SCH_X]AdminPhone

Required

20

24

ADMIN_CONT_EMAIL

The administrative contact’s email address.

[S_CA_SCH_X]AdminEmail

Required

50

25

TECH_CONT_FIRST_NAME

The first name of the technical contact responsible for maintaining data in the SIS.

[S_CA_SCH_X]TechFirstName

Required

15

26

TECH_CONT_LAST_NAME

The last name of the technical contact.

[S_CA_SCH_X]TechLastName

Required

25

27

TECH_CONT_PHONE

The technical contact’s phone number.

[S_CA_SCH_X]TechPhone

Required

20

28

TECH_CONT_EMAIL

The technical contact’s email address.

[S_CA_SCH_X]TechEmail

Required

50

29

NUM_TRANSCRIPTS

The number of transcripts submitted for this program.

Calculated based on the number of students selected for the submission.

N/A

Required

4

30

CARNEGIE_UNIT_CONVERSION_FACTOR

The number of credits equal to one full academic year of instruction.

[S_CA_SCH_X] CarnegieUnitsPerOneYearCourse

Required

6

31

GRADING_SYSTEM

Blank

N/A

Optional

50

32

CAL_TYPE_CY

The calendar type of the current year.

Valid values:

• Q – Quarter (field value is 04)

• T – Trimester (field value is 03)

• S – Semester (field value is 02)

• F – Full-year (field value is 01)

[S_CA_SCH_X]SessionType

Required

1

33

SCHOOL_YEAR_START_MONTH_CY

Blank

N/A

Optional

2

34

SCHOOL_YEAR_END_MONTH_CY

Blank

N/A

Optional

2

35

CAL_TYPE_CY-1

The calendar type of the previous school year.

Valid values:

• Q – Quarter

• T – Trimester

• S – Semester

• F – Full-year

[S_CA_SCH_X]SessionTypeMinus1Year

Required

1

36

SCHOOL_YEAR_START_MONTH_CY-1

Blank

N/A

Optional

2

37

SCHOOL_YEAR_END_MONTH_CY-1

Blank

N/A

Optional

2

38

CAL_TYPE_CY-2

The calendar type for the school year that occurred two years ago.

Valid values:

• Q – Quarter

• T – Trimester

• S – Semester

• F – Full-year

[S_CA_SCH_X]SessionTypeMinus2Year

Required

1

39

SCHOOL_YEAR_START_MONTH_CY-2

Blank

N/A

Optional

2

40

SCHOOL_YEAR_END_MONTH_CY-2

Blank

N/A

Optional

2

41

CAL_TYPE_CY-3

The calendar type for the school year that occurred three years ago.

Valid values:

• Q – Quarter

• T – Trimester

• S – Semester

• F – Full-year

[S_CA_SCH_X]SessionTypeMinus3Year

Required

1

42

SCHOOL_YEAR_START_MONTH_CY-3

Blank

N/A

Optional

2

43

SCHOOL_YEAR_END_MONTH_CY-3

Blank

N/A

Optional

2

44

PROGRAM_ENROLLMENT_9

Blank

N/A

Optional

4

45

PROGRAM_ENROLLMENT_10

Blank

N/A

Optional

4

46

PROGRAM_ENROLLMENT_11

The number of eleventh grade students enrolled in the program.

ELC Submission only:

The report counts the number of 11^th grade students with parental authorization who are ranked in the top of their class.

Calculated

[Students]Grade_Level = 11

[SpEnrollments]StudentID

[SpEnrollments]ProgramID = [Gen]ID

[Gen]Cat = specprog

[Gen]ValueT = 109 or 167

ELC only

4

47

PROGRAM_ENROLLMENT_12

Blank

N/A

Optional

4

48

DOORWAYS_MATCHING_COURSE_NAME

Some SIS’s allow more than one name per course. However, PowerSchool only allows one name.

Always “1”

N/A

Required

1

49

SCHOOL_COMMENT

Blank

N/A

Optional

300

50

EXTRACT_DATE

The date the extract was run.

N/A

Required

8

51

EOR

Always *

N/A

Required

1

1

Record ID

The Student Demographic Record Identifier.

Always “01”

N/A

Required

2

2

PROGRAM_NAME

The name of the program.

If the student is enrolled in a special program named Magnet or Smaller Learning Community, then the report extracts the name of the special program.

Otherwise, the report extracts the value from the PHYSICAL_SCHOOL_NAME field.

[Gen]Name = “Magnet” or “Smaller Learning Community”

[Gen]Cat = specprog

Required for ELC only

100

3

SCHOOL_APT_CODE

The school American Testing Program (ATP) code. The ATP code is used to uniquely identify each participating school in the UC electronic submission process.

[S_CA_SCH_X]SchoolATPCode

Required

6

4

STUDENT_ID

The locally assigned student identifier.

[Students]Student_Number

Optional

30

5

CA_STATE_STUDENT_NUMBER

The student’s unique state identification number (SSID).

[Students]State_StudentNumber

Required for TES only

100

6

SSN

The student’s social security number.

Note: This field is only required for Final Transcripts; the value is not sent for other submissions.

[Students]SSN

Optional

9

7

UC_APPLICATION_ID

Blank

N/A

Optional

7

8

CSU_APPLICATION_ID

Blank

N/A

Optional

9

9

FIRST_NAME

The student’s first name.

[Students]First_Name

Required

35

10

MIDDLE_NAME

The student’s middle name.

[Students]Middle_Name

Optional

20

11

LAST_NAME

The student’s last name.

[Students]Last_Name

Required

50

12

ADDRESS_1

The student’s street address.

The report extracts the mailing address, if populated. Otherwise, the report extracts the residential address.

[Students]Mailing_Street

[Students]Street

Required

55

13

ADDRESS_2

Blank

N/A

Optional

55

14

CITY

The student’s home city.

The report extracts the mailing address, if populated. Otherwise, the report extracts the residential address.

[Students]Mailing_City

[Students]City

Required

35

15

STATE

The student’s home state.

The report extracts the mailing address, if populated. Otherwise, the report extracts the residential address.

[Students]Mailing_State

[Students]State

Required

2

16

ZIP

The student’s home zip code.

The report extracts the mailing address, if populated. Otherwise, the report extracts the residential address.

[Students]Mailing_Zip

[Students]Zip

Required

9

17

PHONE

Blank

N/A

Optional

20

18

DOB

The student’s date of birth.

[Students]DOB

Required for TES and FNL

8

19

GENDER

The student’s gender.

[Students]Gender

Required for TES only

1

20

GRADE_LEVEL

The student’s grade level.

HG – High School Graduate

[Students]Grade_Level

[ReEnrollments]Grade_Level

Required

2

21

LOCAL_ETHNICITY

Blank

N/A

Optional

50

22

CBEDS_ETHNICITY

Blank

N/A

Optional

3

23

GRAD_DATE

The student’s graduation date.

[S_CA_STU_X]ExpectedGradDate

Required for FNL only

6

24

GPA_TYPE

Blank

N/A

Optional

2

25

GPA

The student’s GPA.

The report calculates the student’s GPA based on the parameters set for the GPA Calculation Method selected at report runtime.

See PowerSource and the PowerSchool Online Help for GPA troubleshooting.

Calculated

Required

5

26

RANK

Blank

N/A

Optional

5

27

MEAL_STATUS_TYPE

Blank

N/A

Optional

7

28

LOTE_CERT_SOURCE

Blank

N/A

Optional

2

29

LANGUAGE_CODE

Blank

N/A

Optional

2

30

TRANSCRIPT_NOTE

Notes included for the transcript.

[S_CA_STU_X]TranscriptNotes

Optional

300

31

EOR

Always *

N/A

Required

1

1

Record ID

The Student Course Record Identifier.

Always “02”

N/A

Required

2

2

GRADE_LEVEL

The student’s grade level.

[Students]Grade_Level

[ReEnrollments]Grade_Level

Required

2

3

SCHOOL_ATTENDED

The name of the school associated with the course, based on either a historical grade record, or a current enrollment.

[StoredGrades]SchoolName

or

[CC]SchoolID

[Schools]Name

Required

100

4

ATP_CODE

The school American Testing Program (ATP) code. The ATP code is used to uniquely identify each participating school in the UC electronic submission process. The code is based on the school where the course was taken. 

[S_CA_SCH_X]SchoolATPCode

Optional

6

5

CDS_CODE

The county-district-school ID number.

The report extracts a combination of the district number and the 7-digit school number (formerly called CSIS School Number). This value is based on the school where the course was taken.

[Prefs]Value

[Prefs]Name = districtnumber

[S_CA_SCH_X]StateSchoolNumber

Optional

14

6

SCHOOL_YEAR

The school year when the course was taken. The report extracts the school year in the format CCYY-CCYY, such as 2009 – 2010.

The first two digits of the term determine the year.

19 = 2009-10

18 = 2008-09

17 = 2007-08

etc.

[Terms]TermID

Required

7

7

COURSE_DATE

The date the course was completed.

Note: If the course enrollment has not yet ended, the report extracts the last day of the term associated with the section.

[CC]DateLeft

[Terms]LastDay

Optional

6

8

TERM

The term associated with the course enrollment.

The report refers to the term mapping set up at the District level.

In the database, the report identifies the last three letters of the field CA_Term_ from the [Prefs] table.

Valid values:

• Q1 – Quarter 1

• Q2 – Quarter 2

• Q3 – Quarter 3

• Q4 – Quarter 4

• S1 – Semester 1

• S2 – Semester 2

• F – Full Year

• CS1 – College Semester 1

• CS2 – College Semester 2

• CSS1 – College Summer 1

• CSS2 – College Summer 2

• CQ1 – College Quarter 1

• CQ2 – College Quarter 2

• CQ3 – College Quarter 3

• CQ4 – College Quarter 4

Historical Courses:

[Prefs]Name (begins with) CA_Term_

[Prefs]Value (contains) StoreCode

Current Courses:

[Terms]Portion

[Terms]ID

Required

4

9

BLOCK_SCHEDULE

Identifies whether block scheduling was used for the course.

Valid values:

• Y

• N (default)

Hardcoded to N

Required

1

10

WORK_IN_PROGRESS

Indicates whether the course is still Work in Progress.

Valid values:

• Y

• N (always N for ELC and Final Transcripts)

Calculated

Required

1

11

LOCAL_COURSE_ID

The course number.

The report extracts the value from the historical grade record. If no historical grade record exists, the report extracts the value from the course.

Note: This field may be blank if the grade was entered manually, or imported, and not associated with a course in PowerSchool.

[StoredGrades]Course_Number

[Courses]Course_Number

Required for TES only.

25

12

LOCAL_COURSE_NAME_1

The course name.

The report extracts the value from the historical grade record. If no historical grade record exists, the report extracts the value from the course.

[StoredGrades]Course_Name

[Courses]Name

Required

50

13

LOCAL_COURSE_NAME_2

Blank

N/A

Optional

50

14

LOCAL_COURSE_NAME_3

Blank

N/A

Optional

50

15

ACADEMIC_INDICATOR

Blank

N/A

Optional

2

16

COL_PREP_INDICATOR

Blank

N/A

Optional

2

17

CREDITS_ATMPT

The credit hours attempted for the course; i.e. the number of credits the student could have potentially earned upon completion of the course.

The report extracts the value from the historical grade record. If no historical grade record exists, the report extracts the value from the course.

[StoredGrades]PotentialCrHrs

[Courses]Credit_Hours

Required

6

18

CREDITS_EARNED

The number of credits the student earned for the course.

The report extracts the value from the historical grade record. If no historical grade record exists, the report extracts 0.0.

[StoredGrades]EarnedCrHrs

Required

6

19

COURSE_GRADE

The grade the student earned for the course.

The report extracts the value from the historical grade record. If no historical grade record exists, the report extracts WIP.

[StoredGrades]Grade

Required

3

20

EOR

Always *

N/A

Required

1

1

Record ID

Student Test Record Identifier

N/A

Required

2

2

TEST_TYPE

The name of the test.

[Test]Name

[StudentTest]ID = [Test]ID

Required

15

3

TEST_DATE

The date the test was taken.

[StudentTest]Test_Date

Required

6

4

SUBTEST_NAME

The name of the subtest/score.

[TestScore]Name

[StudentTestScore]TestScoreID = [TestScore]ID

Required

60

5

TEST_SCORE

The student’s test score.

[StudentTestScore]Numscore

Required

10

6

EOR

Always *

N/A

Required

1

1

Record ID

The Student Ethnicity Record Identifier.

Always “05”

N/A

Required

2

2

Student Hispanic Ethnicity

Valid Values: Y, N, or B

Translated values:

Y = 1 (Hispanic)

N = 0  (Non Hispanic)

B = -1 or 2 (Intentionally left blank)

[Students]Fedethnicity

Required

1

3

Student Race Code 1

Up to five races are extracted in this report, in the following order:

[StudentRace]Racecd = 100 (American Indian)

[StudentRace]Racecd = 600 (Black or African American)

[StudentRace]Racecd = 700 (White)

[StudentRace]Racecd = 299  (Other Asian)

[StudentRace]Racecd = 205 (Asian Indian)

[StudentRace]Racecd = 301 (Hawaiian)

[StudentRace]Racecd = 399  (Other Pacific Islander)

[StudentRace]Racecd = 208 (Hmong)

[StudentRace]Racecd = 303 (Samoan)

[StudentRace]Racecd = 207 (Cambodian)

[StudentRace]Racecd = 202 (Japanese)

[StudentRace]Racecd = 304 (Tahitian)

[StudentRace]Racecd = 201 (Chinese)

[StudentRace]Racecd = 203 (Korean)

[StudentRace]Racecd = 204 (Vietnamese)

[StudentRace]Racecd = 400 (Filipino)

[StudentRace]Racecd = 206 (Laotian)

[StudentRace]Racecd = 302 (Guamanian)

If there are no races:

[Students]Fedracedecline = 1 = 000

or

if there are no [StudentRace]Racecd records for the student = 000.

Required

3

4

Student Race Code 2

See Student Race 1 Code.  The value of 000 does not apply to this field.  If there are not additional races, this field shall be blank.

Optional

3

5

Student Race Code 3

See Student Race 1 Code.  The value of 000 does not apply to this field.  If there are not additional races, this field shall be blank.

Optional

3

6

Student Race Code 4

See Student Race 1 Code.  The value of 000 does not apply to this field.  If there are not additional races, this field shall be blank.

Optional

3

7

Student Race Code 5

See Student Race 1 Code.  The value of 000 does not apply to this field.  If there are not additional races, this field shall be blank.

Optional

3

8

EOR

Always *

N/A

Required

1

1

Record ID

File Termination Record Identifier

Always “FT”

N/A

Required

2

2

EOR

Always *

N/A

Required

1