CCGI Data Export

School Pathways can enable a nightly export of data directly to CCGI (College and Career Guidance Initiative). This article will cover the basics of the bridge and requirements for a seamless data transfer

• Setting Policies
  
  • Export ID Type: This is a School Pathways policy that your SP Contact will see and set based on the information you provide to them. Please let your contact know which ID Type to send for Students
  • GPA Types: Set this for Unweighted and Weighted GPAs that you want to send for grade levels 9-12.

  Note: while gradelevels 6-8 are included in the export, we will not send the GPA for those students

   
  • Connect Login - this is the username for the CCGI Server where the files will be sent nightly.
    • This is NOT the username you might use to access CCGI
  • Connect Password - This is the password for the CCGI Server where the files will be sent nightly
    • This is NOT your password to access CCGI
  • Error Emails - you can add as many emails here as desired. If there are issues with the bridge exporting the files, these emails will be notified.
  

Overview of CCGI Export Page

This section covers a general overview of the export page as well as the functionality 

Navigation: Reports >Export > CCGI

• Exports Section:
  • “Export”- allows the users to download that file to their local computer for review
  • “Upload”- pushing these will immediately send that file to CCGI
    • Note: You will only see the "Upload" button once all page policies are set correctly
    
    
• Transfer Results Section
  
  • This section allows the users to see the results of the transfer. While not always descriptive, this can help identify where there were issues with the files
    

• Troubleshooting File Export Issues:
  • If the message displayed on the page notes a Critical Issue, you can expand the Transfer Results to determine which file failed.
  • Typically, the critical error message just means that the file export job was interrupted. You can wait for the nightly run or you can use the "Upload" button for that file to instantly send the file again. 
    • Once you re-send, refresh the page to see if the Critical Error persists. If so, send the information to your School Pathways Contact. Please include Scope name and details so they can quickly address the issue for you. 

Common Troubleshooting

Issue: GPA not showing for students in the file

• Solution: Review the Page Policy for the bridge for "GPA Type". Ensure that you have values selected for the Unweighted and Weighted GPAs
• Considerations: While 6-8th graders are included in the files, per CCGI, their GPA is not included

Issue: CDS Code or CEEB codes are sending as 99999999999’s and 111111’s

• Cause of this: in the Transcript for students, the CDS code and the CEEB code is missing
• Solution: The CDS Code and the CEEB code must be entered on the transcript. Any blank values will go over with the default values that CCGI has specified to us (999..'s and 1111..'s).
  • Users can reference this user guide for instructions and best practices for manually entering transcript data from external schools. Transcripts: Enter Manually

Issue: Not seeing some students in the export files

• This could happen for a variety of reasons
  • Missing the Student ID as set in the page policy for the bridge. Ex: if the Student ID for the bridge is "State ID" (meaning SSID), but the SSID has not been obtained and entered into School Pathways, then the student will not be included until it is.
  • Enrollment Status is not current: Ex: if the student is in a Pre-Enroll, their information and data will not be included.  CCGI export only sends "Current" students.

Sending the Correct Data to CCGI- Best Practices

• Internal Report Cards/Transcript Data: Ensure that the "Internal" checkbox is being checked upon import. Updates to come from School Pathways to reduce the manual process on this by auto-selecting the Internal checkbox for in-school imported transcripts.
  
  • When manually importing a report card for a current student, clicking the "Internal"  checkbox will auto-fill in the CDS and CEEB codes for internal entries
• CDS Code and CEEB Code: this data is stored under your School Information
  • Navigation: Admin > Settings > School Information
• Transcript Data Review and Clean Up
  • Schools can use a pre-built Create- A-Report to get a data download of transcript header entries, for current students, that are missing CDS and/or CEEB code information.
    • C-A-R Navigation: Reports > Create-A-Report. Report titled " (Pre-Built) CCGI Transcript Information Review"
      • This will only pull Active students as CCGI only sends Current Student data.
    • School Pathways is planning to offer a migrate for Internal only transcripts to apply the CDS and CEEB code to past transcript entries where the internal checkbox was not used or it was used prior to newer programming that fills in those values.  We will send out information on this once this is available (Updated 12/12/2024)
• Transcript Import vs Manual Entry when using Learning Center as the address on the Transcript
  • Page Policy (admin/registration/trans_enter.php)- When set to "Learning Center" only applies to imported report card entries to the transcript. The Internal Checkbox will be checked and the Learning Center Address information will be used. Currently this does NOT add the CDS code or CEEB code. 
    • School Pathways has a current ticket to have the CDS/CEEB codes update correctly when this policy is in use (updated 12/12/2024)

• • If manually adding an internal transcript entry when that policy is ON, the internal checkbox will apply the School Information (not the LC information).
  • School Pathways is planning to offer a migrate for Internal only transcripts to apply the CDS and CEEB code to past transcript entries where the internal checkbox was not used or it was used prior to newer programming that fills in those values.  We will send out information on this once this is available (Updated 12/12/2024)