ETranscript California
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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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Current status

eTranscript CaliforniaPACRAONovember 2009Tim Calhoon, DirectorCalifornia Community Colleges Technology Center


Current status

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


Current status

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.


Current status

Next?


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


Current status

System Diagram

Institutions Outside California

CSU

CCC


Request options

Request Options


Request options1

Request Options


Fulfillment workflow steps

Fulfillment Workflow Steps


Current status

Common Transcript Views

FULL

GEN-ED

BRIEF

BRIEF

WWW.CCC-TRAN.ORG


Current status

Conservative Transcript Costs

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


Current status

  • Questions?


Further information

Further Information

  • www.eTranscriptCA.org

    Tim Calhoon – CCC Technology Center

    [email protected]


Current status

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 [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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