CalGrant GPA Verification

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The CalGrant GPA Verification Extract creates a file to upload CalGrant GPAs for 12th grade students into the CalGrant web app or to print a review document showing student names and their CalGrant GPA. Users can generate one of three reports:

  • CalGrant Verification - lists what students are included in the upload file and their GPA. This should be generated first to review student GPA information.
  • CalGrant Non-SSN - uploads the student's GPA information using their Student ID.
  • CalGrant Graduated - uploads the graduated student's GPA information using their Student ID.

CalGrant GPA Verification 

See the following articles for more information on GPA Calculations: 

Report Logic

The CalGrant GPA is calculated as the sum of unweighted GPA values divided by the sum of GPA weights from courses posted on the student's transcript that:

  • Were taken in the student's 10th and 11th grade year (includes 12th grade year if generating the CalGrant Graduated option); and
  • Have the CalGrant checkbox marked on the course.

Any failing grade the student may have received is included in the CalGrant GPA calculation, unless there is another transcript course with the same course number from the same school marked as a Repeat Course. If there is a repeat course, only the grade from the repeated course is used in the GPA calculation as long as it was taken in the 10th or 11th grade. If there are multiple courses with the same course number but none of them are marked as a repeat course, all courses will be used in the calculation.

Up to four bonus points for 10th grade and four points for 11th grade are included (if they exist) in the calculation.

Courses that have no GPA value are not included in the calculation.

Report Editor

FieldDescription
Permission Options

Selection determines which students are included in the report.

  • When the All Student option is selected, all students in the 12th grade are included if they meet the reporting population/logic requirements.
  • When the CalGrant OK Only option is selected, returns only those students who have the CalGrant OK checkbox marked on their enrollment records.
Report Options

Selection determines which report format generates:

  • CalGrant Verification - When all students is selected, generates a PDF format for 12th grade students who have an enrollment in the reporting calendar. When CalGrant OK is selected, only those students who have the CalGrant OK checkbox marked on their enrollment records are reported.
  • CalGrant Non-SSN - Allows the report to generate without having a student's Social Security number in the file.
  • CalGrant Graduated - Generates the Calgrant Non-SSN report for students who have graduated, with the following requirements:
    • Student has an Enrollment End Status of 100, 104, 106, 108, 120
    • Student has a Graduation Year-End Status on the Graduation tab
    • Student has a Diploma Date entered on the Graduation Tab
Report Format

Selection determines the output of the report. Different options are available depending on the selected report option.

Use the State Format (Fixed Width) when uploading the information to the state. Use the other available formats (CSV, HTML, PDF, XML) for data review and testing.

Ad hoc Filter

When a filter is selected, only those students included on the filter report.

This option is only available when generating the CalGrant Graduated report option.

Contact Information

When marked, the student's contact information reports (when data is populated) for the following fields:

  • Mother Last Name (field 11)
  • Father Last Name (field12)
  • Parent Phone Number (field 17)
  • Student Phone Number (field 18)
  • Student Email (field 19)
  • Parent Email (field 20)

This option is only available when generating the CalGrant Non-SSN Report Option.

PO Box Address

Reports the PO Box of students if a record of the PO Box exists.

Reports the most recent address for the students marked as mailing if students do not have a PO Box Address.

If there are multiple households, reports the address with the most recent start date between the households.

 

Only available for the CalGrant Non-SSN Report Option.

Generate the CalGrant GPA Verification Tool

  1. Select the desired Permission Options from the dropdown list.
    • All Students - returns all students in the 12th grade.
    • CalGrant OK - returns only those students who have the CalGrant OK checkbox marked on their enrollment records.
  2. Select the desired Report Options from the dropdown list:
  3. Select the desired Format of the report from the dropdown list. Use the State Format (Fixed Width) when uploading the information to the state. Use the other available formats (CSV, HTML, PDF, XML) for data review and testing.
  4. If generating the CalGrant Graduated option, select an Ad hoc Filter that includes a list of the graduated students.
  5. Select the Calendar from which to report data. Only one calendar can be selected. Calendars can be selected by the active year, by the school, or by the year.
  6. Click the Generate Report button. The report displays in the desired format.

If a student does not have a Social Security number, use the CalGrant Non-SSN option.

CalGrant GPA Report, Graduated, State Format 

CalGrant GPA Report, PDF Format  

CalGrant GPA, Non-SSN in HTML Format  

CalGrant GPA Verification Layout

Data ElementDescriptionLocation
Social Security Number

Student's Social Security number.

If a student does not have a Social Security number, this field reports a value of nine zeros (000000000).


Numeric, 9 digits

Census > People > Demographics > Person Information > Soc Sec Num

Identity.SSN
Filler 1No data returnsN/A
GPA

Student's grade point average using the CalGrant calculation. This value reports an X.XX value, but does not report the decimal point. For example, a student with a GPA of 4.0 reports as 400. A value cannot be higher than 400.


The student's GPA is viewable on the Transcript tab.


Numeric, 3 digits

Calculated value, data not stored
Filler 2No data returnsN/A
School Code

The school's College Board or CEEB code that provides the verified GPA.


Reports the CEEB Number plus two zeros, as 12345600.


Numeric, 8 digits

System Administration > Resources > School > School Information > CEEB Number

School.satNumber
Filler 3No data returnsN/A
High School GPAIndicates the CalGrant GPA is based on course work completed during high school. Reports as Y.

Alphabetic, 1 character

Data not stored
Filler 4No data returnsN/A
High School Grad Date

Reports the student's expected date of graduation.


Reports the date entered in the Diploma Date field, if populate. If that field is not populated, reports the date entered in the Projected Graduation Date field. If that field is not populated, reports the end year of the student's 12th grade enrollment (as YYYY0630).


Date field, 8 characters (YYYYMMDD)

Student Information > General > Graduation > Projected Graduation Date OR Diploma Date

Graduation.projectedGraduationDate

Graduation.diplomaDate

Filler 5No data returnsN/A
Spring School Code

The College Board or CEEB code of the school the student attended as of the end of the 12th grade year.


Reports the CEEB Number plus two zeros, as 12345600.


Numeric, 8 digits

System Administration > Resources > School > School Information > CEEB Number

School.satNumber
Filler 6No data returnsN/A
State Student ID (SSID)Reports the student's state ID number.

Numeric, 8 digits
Census > People > Demographics > Person Identifiers > Student State ID

Person.studentStateID

CalGrant Non-SSN Layout and CalGrant Graduated

Data ElementDescriptionLocation
Record IDReports a value of NS1 for all records.

Alphanumeric, 3 characters
Data not stored
School Code

The school's College Board or CEEB code that provides the verified GPA.


Reports the CEEB Number plus two zeros, as 12345600.


Numeric, 8 digits

System Administration > Resources > School > School Information > CEEB Number
Grad Date

Reports the student's expected date of graduation or actual date of graduation.

Reports the date entered in the Diploma Date field, if populate. If that field is not populated, reports the date entered in the Projected Graduation Date field. If that field is not populated, reports the end year of the student's 12th grade enrollment (as YYYY0630).


Date field, 8 characters (YYYYMMDD)

Student Information > General > Graduation > Projected Graduation Date OR Diploma Date

Graduation.projected GraduationDate

Graduation.diplomaDate


Student GPA

Student's grade point average using the CalGrant calculation. This value reports an X.XX value, but does not report the decimal point. For example, a student with a GPA of 4.0 reports as 400. A value cannot be higher than 400.


The student's GPA is viewable on the Transcript tab.


Numeric, 3 digits

Calculated value, data not stored
FlagsReports a value of H followed by seven spaces.

Alphanumeric, 8 characters
Data not stored
School Campus CodeReports the College Board or CEEB code of the school providing the verified GPA.

Numeric, 8 digits
System Administration > Resources > School > School Information

School.satNumber
Student Date of BirthReports the student's birth date.

Date field, 8 characters (YYYYMMDD)


Census > People > Identities > Person Information > Birth Date

Identity.birthDate
Student Last NameReports the student's last name.

Alphanumeric, 19 characters
Census > People > Identities > Person Information > Last Name

Identity.lastName
Student First NameReports the student's first name.

Alphanumeric, 12 characters
Census > People > Identities > Person Information > First Name

Identity.firstName
Student Middle InitialReports the student's middle initial.

Alphanumeric, 1 character
Census > People > Identities > Person Information > Middle Name

Identity.middleName
Mother's Last Name

Reports last name of the student's mother.

This field only reports when the Contact Information checkbox is marked.


Alphanumeric, 19 characters

Census > People > Identities > Person Information > Last Name

Identity.lastName
Father's Last Name

Reports the last name of the student's father.

This field only reports when the Contact Information checkbox is marked.


Alphanumeric, 19 characters

Census > People > Identities > Person Information > Last Name

Identity.lastName
Student Street Address

Reports the street address of the student's primary household. 


Reports Number, Prefix, Street, Tag, Direction, and Apt. from Primary Address.


If PO Box Address is selected, reports PO Box address. If PO Box does report, it reports as 'PO Box NNNNN'.


Alphanumeric, 35 characters

Census > Households > Addresses

Address.number

Address.tag

Address.street

Address.direction

Address.prefix


Student City

Reports the city in which the student resides.

Reports City from Primary Address (or reports City from Mailing Address if Primary Address is a PO Box and PO Box Address is selected).


Alphanumeric, 17 characters

Census > Households > Addresses > City

Address.city
Student Zip Code

Reports the zip code of the mailing address for the student.


Reports Zip from Primary Address (or reports Zip from Mailing Address if Primary address is a PO Box and PO Box Address is selected). Only a 5 digit zip is required, but a zip+4 can report with a hyphen.


Numeric, 5 digits

Census > Households > Addresses > Zip Code

Address.zipCode
Student GenderReports the student's gender.

Alphanumeric, 1 character (M or F)


Census > People > Demographics > Person Information > Gender

Identity.gender
Parent's Phone Number

Reports the parent's phone number. This information is based on the guardian flag assigned to the parent.


This field only reports when the Contact Information checkbox is marked.


Numeric, 10 digits

Census > People > Demographics > Personal Contact Information > Other Phone

Contact.homePhone
Student's Phone Number

Reports the student's phone number.

This field only reports when the Contact Information checkbox is marked.


Numeric, 10 digits

Census > People > Demographics > Personal Contact Information > Other Phone

Contact.homePhone
Student Email

Reports the student's email address.

This field only reports when the Contact Information checkbox is marked.


Alphanumeric, 50 characters

Census > People > Demographics > Personal Contact Information > Email

Contact.email
Parents Email

Reports the student's email address. This information is based on the guardian flag assigned to the parent.


This field only reports when the Contact Information checkbox is marked. If more than one parent has an email address populated, the parent with the lowest personID reports.


Alphanumeric, 50 characters

Census > People > Demographics > Personal Contact Information > Email

Contact.email
Dream Act IDThis field does not report. 

Numeric, 9 digits
N/A
CSAC ID

Reports the identification number assigned by the California Student Aid Commission to identify the student. 


For all records, reports :~: (colon, tilde, colon).


Alphanumeric, 3 digits

N/A
School Student IDReports the identification number assigned by the school.

Numeric, 20 digits
N/A
State Student IDReports the identification number assigned by the state. 

Numeric, 8 digits
Census > People > Demographics > Person Identifiers > Student State ID

Person.studentStateID