Submitting
Transcripts Electronically
The Eligibility in the Local Context (ELC) program is continually seeking to simplify the transcript submission process. To that end, we have developed a means of sending transcripts electronically and are making technical staff available to assist you throughout the process. Electronic submission eliminates the need for ranking students manually, filling out a student roster or submitting any other forms. The ELC program has expanded the ELC turnkey to include the following School Information Systems (SIS):
The ELC turnkey extracts transcript data from these student information systems and securely transmits the data electronically to the University. For schools that use any other type of SIS, a record layout is available so that all schools may send transcripts electronically.
You may review the record layout and data element descriptions here:
UC Electronic Transcript Data Element Descriptions (doc version)
UC Electronic Transcript Technical Specification 2004-05 Record Layout Version 2.0 (doc version)
For detailed information about submitting transcripts electronically, click on your school's student information system:
For general information about the electronic submission process, including information about passwords, the electronic submission website, and more, please read below.
Background
After piloting and testing electronic submission with the SASIxp student information system, the turnkey was successfully put into production during the 2003 ELC summer cycle. The University also successfully launched an electronic submission project for the Los Angeles Unified School District. UC will also be able to accept electronic submissions from the Aeries student information system, and is piloting electronic submission for CSIS.
Technical Support
Our technical support staff is available to work with your technical contact person to set up the turnkey, and can also help nontechnical staff send the transcript information once the final grades are in. The ELC electronic submission website also provides easy-to-follow step-by-step instructions for those who do not require personal assistance. Please review the information provided about how to send transcripts electronically to the ELC program. Not all student information systems require use of the ELC turnkey from this website.
For more information about technical support for each SIS, please contact us.
User IDs and Passwords
All schools receive a user ID and password, sent with the school's ELC submission packet. These packets arrive at the school in late May. Passwords are sent a week later under separate cover to the principal’s attention. You may contact the ELC Technical Support Desk if you cannot locate your user ID or password by telephone at (800) 654-8341, ext.4965, or by e-mail at electronic.issues@ucelc.org.
Electronic Submission Website
The ELC program has a special website for electronic submissions. On that secure website, you can use your user ID and password to download the ELC turnkey, run test files and print sample instructions. The turnkey application itself will be available on the electronic submission website on May 25. Please review the information provided about how to send transcripts electronically to the ELC program. Not all student information systems require use of the ELC turnkey from this website.
Contact Us
Numerous people at the University, in private industry and at the California Student Information System are working together to make it possible for you to submit transcripts electronically. You may call Danny Salibi at the ELC Technical Support Desk, or look for a contact number according to the student information system you are using, as listed below.
ELC Technical Support Desk
E-mail: electronic.issues@ucelc.org, telephone: (800) 654-8341, ext. 4965
Aeries:
General Questions About Submitting Electronically: E-mail or call the ELC Technical Support Desk at (800) 654-8341, ext. 4965 .
Technical Help: For technical assistance with Aeries, contact Eagle technical support at (888) 324-5363.
CSIS (California Student Information System): TK
General Questions About Submitting Electronically: To volunteer to pilot electronic submission using CSIS, please contact Charles Masten, assistant director of admissions for the University of California, by telephone at (510) 987-9514 or by e-mail Charles Masten .
Technical Help: Contact CSIS Technical Support at (916) 325-9210.
Los Angeles Unified School District (LAUSD):
For Technical Help or General Questions About Submitting Electronically: All LAUSD electronic submissions are handled through the main district office. For either technical help or general questions, please contact the ELC Technical Support Desk by telephone at (800) 654-8341, ext. 4965 or by e-mail
SASIxp:
For Technical Help or General Questions About Submitting Electronically: Email or call the ELC Technical Support Desk at (800) 654-8341, ext. 4965.
All Other School Information Systems:
For schools with any other type of student information system, a record layout is available so that you can pursue the electronic submission of transcripts.
For Technical Help or General Questions About Submitting Electronically: E-mail or call the ELC Technical Support Desk at (800) 654-8341, ext. 4965.
ELC Program Questions:
For questions about any other aspect of the ELC program, please contact the ELC Help Desk from May 1 to December 1 at (800) 839-8507.
Details—How Each SIS Sends Transcripts to UC
Aeries:
The ELC program has been working closely with Aeries staff to enable schools using the Aeries SIS to submit transcripts electronically. The ELC turnkey will be loaded onto the Aeries system centrally, by Aeries, as would be done with any other program module. All schools using Aeries will have access to the ELC turnkey module, and Aeries staff will be available to assist you with the electronic submission process.
General Questions About Submitting Electronically: E-mail electronic.issues@ucelc.org or call the ELC Technical Support Desk at (800) 654-8341, ext. 4965 .
Technical Help: For technical assistance with Aeries, contact Eagle technical support at (888) 324-5363.
CSIS (California Student Information System):
The ELC program is especially proud to be working with CSIS (California Student Information System), whose state-mandated mission is to facilitate the efficient electronic transfer of student information. Schools that want to submit their transcripts electronically should notify CSIS, who will in turn send the transcripts to the University.
This year, the ELC program and CSIS are conducting a pilot program for transmitting transcripts electronically through CSIS to ELC. You may review the ELC record layout for our minimum requirements
For General Questions About Submitting Electronically: Or to volunteer to pilot electronic submission using CSIS, please contact Charles Masten, assistant director of admissions for the University of California, by telephone at (510) 987-9514 or by e-mail at charles.masten@ucop.edu.
Technical Help: Contact CSIS Technical Support at (916) 325-9210.
Los Angeles Unified School District (LAUSD):
All schools in the Los Angeles Unified School District are slated to send transcripts electronically through the district office. Individual schools do not need to make any arrangements; all transmissions are handled through the central office.
For Technical Help or General Questions About Submitting Electronically: All LAUSD electronic submissions are handled through the main district office. For either technical help or general questions, please contact the ELC Technical Support Desk by telephone at (800) 654-8341 ext.4965 or by e-mail at electronic.issues@ucelc.org.
SASIxp:
Schools using the SASIxp SIS may send transcripts electronically through the ELC turnkey, which is available at www.ucelc.org/upload/.
Technical support staff will walk you through the process, or you can conduct the upload of transcript data yourself by following the instructions provided on the website.
The turnkey will be available for download on May 25. You may use the user ID and password sent in mid-Mayto download the turnkey, run test files and print sample instructions beginning May 25.
For Technical Help or General Questions About Submitting Electronically: E-mail or call the ELC Technical Support Desk at (800) 654-8341, ext. 4965.
Schools With Other Student Information Systems
For schools that use any other type of School Information System (SIS), a record layout will be made available so that you can pursue the electronic transmission of transcripts.
For Technical Help or General Questions About Submitting Electronically: E-mail or call the ELC Technical Support Desk at (800) 654-8341, ext. 4965.
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