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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


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


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


UC

AICCU

CCC

eTranscript

California

K-12

CSU

Project Vision

  • A secure web-based transcript exchange for California.


Next?


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

  • 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

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


System Diagram

Institutions Outside California

CSU

CCC


Request Options


Request Options


Fulfillment Workflow Steps


Common Transcript Views

FULL

GEN-ED

BRIEF

BRIEF

WWW.CCC-TRAN.ORG


Conservative Transcript Costs

WWW.CCC-TRAN.ORG


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


  • Questions?


Further Information

  • www.eTranscriptCA.org

    Tim Calhoon – CCC Technology Center

    [email protected]


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

  • RCL|O000163439001219Test Last|20060705|1228|OR|P||||||||

  • REQ|001219|004388|19734941953371|CSU Sacramento|John [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 [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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