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CCCTran Electronic Transcript Exchange. CACCRAO Conference 2009. Today’s Presentation. Importance of Electronic Transcript Exchange to the California College System and Student Population How and When to Send Electronic Transcripts Taking electronic requests from CCCTran trading partners

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CCCTran Electronic Transcript Exchange

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Presentation Transcript

Ccctran electronic transcript exchange

CCCTranElectronic Transcript Exchange

CACCRAO Conference 2009

Today s presentation

Today’s Presentation

  • Importance of Electronic Transcript Exchange to the California College System and Student Population

  • How and When to Send Electronic Transcripts

    • Taking electronic requests from CCCTran trading partners

    • Taking requests through college student portal or 3rd party portals

    • Push transcript based on direct student in-office request

  • Benefits and Value of Receiving Electronic Transcripts

    • View transcripts online or import data

  • Discussion



A secure web based transcript exchange system between all California colleges

Current status

Current Status

Launched into Production – July 2007

Currently 47 colleges Participants

31 California Community Colleges

14 California State University

University of California

UC Santa Barbara Proof of Concept


National University

University of Phoenix

Over 52,000 Live Transcripts Sent Online


Ccctran electronic transcript exchange

Participating Institutions

  • Cal Poly Pomona

  • CSU Channel Islands

  • CSU Chico

  • CSU East Bay

  • CSU Fullerton

  • CSU Long Beach

  • CSU Monterey Bay

  • CSU Northridge

  • CSU Sacramento

  • CSU San Bernardino

  • CSU San Marcos

  • San Diego State

  • San Francisco State

  • San Jose State

  • National University

  • University of Phoenix

  • 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

31 CA Community Colleges

14 CA State Universities

  • UC Santa Barbara Proof of Concept

  • 2 Private Universities

Ccctran s future direction

CCCTran’s Future Direction

Ccctran electronic transcript exchange

Major Functionality

Transcript Recipient

Transcript Source


View status



Process Request






  • Setup for either Manual or Automated processing

  • Common CCCTran Data Dictionary (ASCII based)

  • Automated email messaging (optional setup)



  • 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

  • Go green - go paperless

San jose city college ccctran activity since implementation 6 1 08 4 30 09

San Jose City CollegeCCCTran activity since implementation (6/1/08 – 4/30/09)

San jose city college ccctran activity this year 1 1 09 4 30 09

San Jose City College - CCCTran activity this year (1/1/09 – 4/30/09)

Sjcc possible loss of revenue since implementation 6 1 08 4 30 09

SJCC Possible Loss of Revenue since implementation(6/1/08 – 4/30/09)

2957 transcripts x $4 = $11,828

Sjcc possible loss of revenue this year 1 1 09 4 30 09

SJCC Possible Loss of Revenue this year(1/1/09 – 4/30/09)

1820 transcripts x $4 = $7,280

Factors to consider

Factors to consider:

  • Fee Collection

  • Allow/Deny requests from other institutions

  • Inter-phase with current SIS addressing 2 free trans vs. to be paid vs. rush fees

  • Watch your revenue stream

Goes without saying

Goes without saying…

  • Instantaneous results with trading partners

  • Instant gratification for both student and receiving institution

  • ACCESSibility

  • Supports Going –Green Initiative

Sacramento city college

Sacramento City College

SCC pilot school for CCCTran (25,000 students)

First school to go live (August 2007)

Part of a four college district, all four colleges are live on CCCTran (85,000 students in district)

Over 11,000 transcripts exchanged

PeopleSoft Version 9 (as of 3/18/08)

A&R staff of 14, 3 people who process transcripts on a regular basis

Scc business practice

SCC Business Practice

Maintained current business practices

Previously sent electronic transcripts to CSUS

Expanded to accept requests from all other CCCTran colleges

Process and release automatically

Daily check for holds and offline records

Process student requests through CCCTran daily



3755 e-Requests since January 1, 2009

131 that needed intervention

Student e request

Student e-Request

We don’t have one…but we’re working on it

Similar to NOCCD’s online request through their “Gateway”

Request and payment online

Processed and released automatically through CCCTran

Email functionality

Email Functionality

Emails can be sent at each step of the workflow and to all the parties concerned

Email continued

Email continued

Message is customized

Email continued1

Email continued

SCC does not use the email function now

Will use following student e-Request implementation

Notify student of financial holds

Notify student of transcript release

3 rd party request

3rd Party Request

CCCTran does allow for 3rd party requests

CCCTran is easily implemented with 3rd party vendors such as Credentials Solutions

What scc likes about ccctran

What SCC likes about CCCTran!

  • Automated system means minimal time investment for IT and Admissions

  • Easily fits in with our business practices

  • Fast and secure transmission of transcripts

  • Time-saving! Allows staff to work with students and not with envelopes!

  • Consistent and easy transcript format – HTML or PDF

  • Communicates issues to students and staff via email

  • Tracking and reporting features easy to use

Scc by the numbers

SCC by The Numbers….

  • Over 4,000 transcripts processed with CCCTran this semester

  • Over 3,000 unsolicited requests

  • Primarily to CSU Sacramento

  • Time spent on these requests: VERY LITTLE

  • Time spent on system per day=0-10 minutes

Bakersfield college where we re going hershey system

Bakersfield College: Where we’re goingHershey System

Ccctran electronic transcript exchange

Hershey System (cont)

Online degree audits

Online Degree Audits

Online degree audits cont

Online Degree Audits (Cont.)

Online degree audits cont1

Online Degree Audits (Cont.)

Online degree audits cont2

Online Degree Audits (Cont.)



Tim Calhoon – Director CCC Technology Center,, (530) 879-4091

Sue Vaughn - Director Enrollment Services (Bakersfield),, (661) 395-4049

Kim Goff – Admissions & Records Supervisor (Sacramento),, (916) 558-2054

Carlo Santos – Director Admissions & Records (San Jose),, (408) 288-3707

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