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A PK-20 Electronic Student Record & Transcript System in Pennsylvania

A PK-20 Electronic Student Record & Transcript System in Pennsylvania. October 28, 2010 Presented by: Pennsylvania Department of Education Barbara Clements, Vice President, ESP Solutions Group. Welcome & Introductions. eRecords Project Team Bob McGrath (Project Manager)

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A PK-20 Electronic Student Record & Transcript System in Pennsylvania

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  1. A PK-20 Electronic Student Record & Transcript System in Pennsylvania October 28, 2010 Presented by: Pennsylvania Department of Education Barbara Clements, Vice President, ESP Solutions Group

  2. Welcome & Introductions eRecords Project Team • Bob McGrath (Project Manager) • Shara Bunis (Grant Project Manager) • Julie Kane (PDE Office of Postsecondary & Higher Education) • Amy Munro (PDE Office of Elementary & Secondary Education) • Tim Foley (PDE Office of Elementary & Secondary Education) • Phil Sirinides (PDE Office of Child Development & Early Learning) • Barbara Clements (eRecords Expert)

  3. Desired Meeting Outcome By the end of the webinar, participants will have a better understanding of: • The purpose & goals of the PK-20 electronic record & transcript exchange system (eRecord System) project. • The benefits of an eRecord System. • The role of stakeholder focus groups in identifying the essential data elements of eRecord System. • The next steps in the implementation process.

  4. Electronic Student Record & Transcript System Project • Federal grant awarded to Pennsylvania in 2009 to fund coordination of an eRecord system. • PDE has been charged with: • Coordinating the initial implementation. • Developing an RFP to solicit a vendor to implement the eRecord system.

  5. What Is an eRecord System? • An eRecord system allows student information to be securely exchanged from one entity to another electronically. • 2 Main System Components • Student Record = Cumulative, more detailed information about a student such as coursework, grades, programs, extracurricular activities, etc. • Student Transcript = A record that traces a student's academic history, including coursework & grades received.

  6. What Are the Benefits of a Statewide eRecord System? • Records/transcripts arrive quickly & efficiently. • Less work for senders & receivers. • Eliminates manual entry of information & use of paper, saving time & money. • Records/transcripts are tracked with a unique tracking number, ensuring confidentiality & security. • Allows all educational sectors of the Commonwealth to exchange information.

  7. Information Is Exchanged Easily & Quickly from… • Early Learning 8 K-12 • PK-12 8 PK-12 • PK-12 8 College • College 8 PK-12 • College 8 College • PK-12 8 Other • College 8 Other An eRecord System benefits everyone but most importantly students!

  8. Who Can Participate? Participation is voluntary Anyone can participate The more the merrier – trading partners are key to success

  9. Where Do We Start? • Three Phase Process • Phase I: Engage external stakeholders to recommend essential data components • Phase II: Develop RFP & select a system vendor • Phase III: Implement the selected eRecords system

  10. Phase I: Engage External Stakeholders • PK-20 stakeholders will recommend essential data elements as they pertain to specific sectors of education. • Focus Group Meetings • November 8 • Morning Session: Early Learning to K4 • Afternoon Session: K12 to K12 • November 9 • Morning Session: Secondary to Postsecondary • Afternoon Session: Postsecondary to Postsecondary

  11. eRecord Data Elements Importance of Standardization & Codification National Standards Development of Standards Common Data Elements 11

  12. Draft List of Data Elements

  13. How To Review the List of Data Elements Before the focus group meetings on November 8 and 9: Review your current student records & transcripts formats Consider “Nice to Know” vs. “Need to Know” Consider availability of data

  14. How To Record Your Input • Column for potential use/type of eRecord • Determine requirement Level • Required • Recommended • Optional • Do not include

  15. Next Steps • Focus group meetings – bring your completed homework • Focus group recommendations used to assist in the creation of RFP • Phase II Activities • RFP released • Interested vendors respond to RFP • RFP awarded to selected vendor (anticipated Spring 2011)

  16. For More Information… PA Electronic Student Record & Transcript System Project http://paestar.wikispaces.com Robert McGrath, Project Manager rmcgrath@state.pa.us

  17. Questions & Answers

  18. Thank you for participating!We look forward to having you join us at the focus group meetings next week.

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