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Current Status

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

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  1. eTranscript CaliforniaPACRAONovember 2009Tim Calhoon, DirectorCalifornia Community Colleges Technology Center

  2. 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

  3. 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

  4. UC AICCU CCC eTranscript California K-12 CSU Project Vision • A secure web-based transcript exchange for California.

  5. Next?

  6. 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

  7. 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

  8. 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

  9. System Diagram Institutions Outside California CSU CCC

  10. Request Options

  11. Request Options

  12. Fulfillment Workflow Steps

  13. Common Transcript Views FULL GEN-ED BRIEF BRIEF WWW.CCC-TRAN.ORG

  14. Conservative Transcript Costs WWW.CCC-TRAN.ORG

  15. 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

  16. Questions?

  17. Further Information • www.eTranscriptCA.org Tim Calhoon – CCC Technology Center calhoonti@cccnext.net

  18. 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;…”

  19. Batch Request File example • RCL|O000163439001219Test Last|20060705|1228|OR|P|||||||| • REQ|001219|004388|19734941953371|CSU Sacramento|John Doe||jdoe@xap.edu|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||janedoe@xap.edu|5629384130||1234 Carson Street|Long Beach|CA|US|908081780 • STU|Test Last|Test First||||||||||||||||||||555775555|||19701011|||||||||||||||| • 99A|O000163439001219Test Last

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