UC Transcript

• Click . A new UC Transcript screen displays

• Enter a descriptive title in Configuration Name that identifies individual submission setups.

• Enter an Extract Date (MMDDYY) or click  and select date. Default is today's date.

• Enter School ATP Code value for the current school.

• Enter Authentication Number code received for the current year submission.

• Click  .

Program information allows you to define the specific needs used to submit data for specific programs. This information is optional. Leaving it blank generates the UC Electronic Transcript for students as a regular program. In addition, only one program may be selected per option set. All students in specific programs require that a record is present in Student Needs for the specific program.

• Click Magnet Program  and select.

NOTE: Select the Magnet Program from the Student Needs area used to define students enrolled in a Magnet Program.

• Click Small Learning Community  and select.

NOTE: Select the SLC Program from the Student Needs area used to define students enrolled in a SLC Program.

• Click Other Program  and select.

NOTE: Select the Program from the Student Needs area used to define students enrolled in a Other Program.

• Click .

Contact information is required for the UC Electronic Submission. Populating the Admin Contact or Technical Contact area of the screen will automatically populate the Phone and Email area located next to the contact name. However, this information may be overwritten, if desired.

Admin Contact is the individual responsible for ensuring that the submission is completed by the deadline. Usually, this is the counselor, principal, or vice principal. If UC has an academic question about the submissions, this is the individual who will be contacted

Technical Contact is the individual responsible for maintaining the SIS against which the extract is run. They may be contacted for assistance should there be data extraction or validation errors. If UC has a technical question about the submissions, this individual will be contacted.

• Click next to Admin Contact. Find Staff screen displays.

• Enter all or part of Last Name, First Name.

• Click . Search Results displays a list of matching criteria.

• Click line of staff name. Line highlights.

• Click again or click . Find: Staff screen closes and staff name displays in Admin Contact.

• Repeat steps to find Technical Contact.

• Click  .

• Enter main School Number with area code.

• Click Grading System  and select the one used by the high school for an academic course. Most schools fall under some type of character (e.g., ‘A-F’) or numeric (e.g., ‘1-100’) grading system. However, if necessary, the school is allowed to specify a more descriptive grading system by using Grading System Other.

• If necessary, enter Grading System Other which is only active if Other is selected in Grading System.

• Enter number of credits that equate to one full academic year of instruction in One Year Course Unit.

• Click Doorways Course Name and select which of the three course names denoted in the 02 Record the school uses when matching to UC’s Doorways database of UC-approved courses. This is usually the course name used on a printed transcript. The transcript names that appear in UC’s Doorways database can be screened at https://doorways.ucop.edu/list/.

• Check Include Testing Info to generate 03 – Testing records for students.

• Enter any School Comment that may not fall under any other field. Use this to identify issues with data submitted or to pass information to UC to facilitate handling of data.

• Click .

Define current and previous year calendar types (also known as session type) with their start and end months. This designation allows UC to evaluate student academic coursework for the three years required for the UC Electronic Transcript.

• Click Current Year Calendar Month   and select. Valid values are Quarter, Trimester, Semester, or Full Year.

• Click Current Year Start Month  and select month that current school year started.

• Click Current Year End Month   and select month that current school year ended.

• Click Previous 1 Year Calendar Type   and select. Valid values are Quarter, Trimester, Semester, or Full Year.

• Click Previous 1 Year Start Month  and select month that previous school year started.

• Click Previous 1 Year End Month   and select month that previous school year ended.

• Click Previous 2 Year Calendar Type   and select calendar type used 2 years prior. Valid values are Quarter, Trimester, Semester, or Full Year.

• Click Previous 2 Year Start Month  and select month that school year started 2 years prior

• Click Previous 2 Year End Month  and select month that school year ended 2 years prior.

• Click .