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eTranscript California PACRAO November 2009 Tim Calhoon, Director California Community Colleges Technology Center. Current Status. Launched into Production – July 2007 Currently 51 college participants 31 California Community Colleges 16 California State University

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eTranscript CaliforniaPACRAONovember 2009Tim Calhoon, DirectorCalifornia Community Colleges Technology Center
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Current Status

  • Launched into Production – July 2007
  • Currently 51 college participants
  • 31 California Community Colleges
  • 16 California State University
  • University of California
    • UC Santa Barbara Completed Proof of Concept
  • Independents
    • National University
    • University of Phoenix
    • Fresno Pacific
  • 81,000+ Live Transcripts Sent Online
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Participating Institutions

  • Cal Poly Pomona
  • CSU Channel Islands
  • CSU Chico
  • CSU East Bay
  • CSU Fullerton
  • CSU Fresno
  • CSU Long Beach
  • CSU Monterey Bay
  • CSU Northridge
  • CSU Sacramento
  • CSU San Bernardino
  • CSU San Marcos
  • CSU Stanislaus
  • San Diego State
  • San Francisco State
  • San Jose State
  • National University
  • University of Phoenix
  • Fresno Pacific
  • Hartnell
  • Merced
  • MiraCosta
  • Moorpark
  • Oxnard
  • Palomar
  • Porterville
  • Riverside
  • Sacramento City
  • San Bernardino Valley
  • San Jose City
  • Santa Rosa
  • Shasta
  • Skyline
  • Ventura
  • American River
  • Bakersfield
  • Butte
  • Canada
  • Cerro Coso
  • Chaffey
  • College of San Mateo
  • College of the Sequoias
  • Cosumnes River
  • Crafton Hills
  • Cypress
  • DeAnza
  • El Camino
  • Evergreen Valley
  • Folsom Lake
  • Fullerton
project vision

UC

AICCU

CCC

eTranscript

California

K-12

CSU

Project Vision
  • A secure web-based transcript exchange for California.
development
Development
  • Phase I wrap-up
    • Implement phase 1 functionality set aside to go live
  • Phase II
    • Import High School Transcripts into eTranscript California from California School Information Services (CSIS)
    • Facilitate building a system to integrate student transcripts data for articulation in education planners, degree audit system, or longitudinal database reporting system
    • Accept 3rd party requests from CaliforniaColleges, Credentials or National Student Clearinghouse
benefits
Benefits
  • Facilitates transcripts on demand, in seconds
  • One system - college and high school transcripts
  • Eliminate Communication Frustration
  • Reduce staff time, paper, and postage costs
  • Eliminate errors from OCR and re-keying
  • Feed Data directly into Degree Audit, & SIS
  • Standard Views with Legend for Document Management
  • Eliminate fraud - http://diplomamakers.com
  • Go green - go paperless
major functionality
Major Functionality

Transcript Recipient

Transcript Source

  • Manual or Automated processing
  • Support for national standards – XML & EDI
  • Common eTranscript California Data Dictionary
  • Automated email messaging
  • Standardized transcript layouts

Request

View status

View/Download

Transcripts

Process Request

Hold?

Response

Fulfillment

Pull

Push

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System Diagram

Institutions Outside California

CSU

CCC

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Common Transcript Views

FULL

GEN-ED

BRIEF

BRIEF

WWW.CCC-TRAN.ORG

basic steps for implementing
Basic Steps for Implementing
  • Institution Agreement - Xap
  • Setup on Beta Server
  • Training for your eTranscript California project team
  • Review eTranscript California Implementation guide
  • Obtain Pre-programmed Code
  • Develop
  • Test receiving/sending transcripts with trading partners
  • Document internal business processes
  • Test all processes before going live
further information
Further Information
  • www.eTranscriptCA.org

Tim Calhoon – CCC Technology Center

[email protected]

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FERPA

  • “ …FERPA allows schools to disclose those records without consent, to the following parties or under the following conditions (34 CFR § 99.31):
    • School officials with legitimate educational interest;
    • Other schools to which a student is transferring;
    • Specified officials for audit or evaluation purposes;
    • Appropriate parties in connection with financial aid to a student;…”
batch request file example
Batch Request File example
  • RCL|O000163439001219Test Last|20060705|1228|OR|P||||||||
  • REQ|001219|004388|19734941953371|CSU Sacramento|John Doe||[email protected]|5629384130||123 Front Street|Long Beach|CA|US|908081780
  • TRN|001219|004388|19734941953371|Long Beach City College
  • REC||001219|004388|19734941953371|Long Beach City College|Jane Doe||[email protected]|5629384130||1234 Carson Street|Long Beach|CA|US|908081780
  • STU|Test Last|Test First||||||||||||||||||||555775555|||19701011||||||||||||||||
  • 99A|O000163439001219Test Last
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