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Electronic Transcripts Recipe for Success

Electronic Transcripts Recipe for Success. USM Oracle/PeopleSoft Regional conference Coppin State University June 2007. Presenter. Beth Miles Enterprise Application Analyst/Programmer PeopleSoft, Student Records since 2001. Frederick Community College . Celebrating 50th anniversary.

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Electronic Transcripts Recipe for Success

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  1. ElectronicTranscriptsRecipe for Success USM Oracle/PeopleSoft Regional conference Coppin State University June 2007 Frederick Community College

  2. Presenter • Beth Miles • Enterprise Application Analyst/Programmer • PeopleSoft, Student Records since 2001 Frederick Community College

  3. Frederick Community College • Celebrating 50th anniversary Frederick Community College

  4. Overview • How we changed our transcript process to better serve our students • Included all ingredients for success Frederick Community College

  5. FCC PeopleSoft History • Financials • Went live with version 7 in 1999 • Upgraded to version 7.5 in 2001 • Upgraded to version 8.8 in 2005 • Student Records / HR • Went live with version 7.6 in 2001 • Upgraded to version 8.0 in 2003 • Upgraded to version 8.9 in October 2006 • Currently on PeopleTools version 8.47 Frederick Community College

  6. Transcripts at FCC • 1957 Grade records were typed on typewriter with carbon paper used for multiple copies • 1970s “Hard Cards” were photocopied for transcript • Punch cards were typed & loaded to produce stickers • Computerized stickers were put onto “hard cards” • 1975 Legacy system introduced • Ability to print transcripts • 2001 PeopleSoft went live • Customized transcript process to print official transcripts • 2005/2006 sent out 8509 UGRD official transcripts • Also send CNED transcripts • Jan 2007 went live with electronic transcripts Frederick Community College

  7. Facts about FCC • UGRD students in Fall 2006 • 4825 students enrolled • 38% full time • 62% part time • 63% transfer majors • UGRD students in Spring 2007 • 4778 students enrolled • 35% full time • 65% part time • 61% transfer majors • Continuing Education for 2006 • 13707 students enrolled Frederick Community College

  8. Our top 5 schools for transfer students • Fall 2006 • University of Maryland • Hood • Mount St Mary’s University • Towson University • Salisbury University Frederick Community College

  9. Allegany College of Maryland Anne Arundel Community College Baltimore City Community College Bowie State University Carroll Community College CC Baltimore County – Catonsville CC Baltimore County – Dundalk CC Baltimore County – Essex Cecil Community College College of Southern Maryland Coppin State University Frederick Community College Frostburg State University Hagerstown Community College Harford Community College Howard Community College Johns Hopkins U - Professional Std Montgomery College – Germantown Montgomery College – Rockville Montgomery College - Takoma Park Prince Georges Community College Salisbury University Towson University U of MD - Baltimore County U of MD - Baltimore Cty Grad Sch U of MD - College Park U of MD - College Park Grad School U of MD - Eastern Shore U of MD - Univ College Grad School U of MD - University College U of MD Baltimore – Nursing U of MD Baltimore - Records Office University of Baltimore Washington College Wor-Wic Community College 35 Colleges & Universities in Maryland are receivers167 schools in country are receivers Frederick Community College

  10. Goals of new process • Reduce staff time to send transcript • Wanted user friendly interface • Wanted quick and easy batch interface • Wanted data to mirror our customized transcript • Reduce resource costs Frederick Community College

  11. Advantages of ET • Secure, data transferred via SSL or Secure FTP • Quick, enter the student’s request and the transcript is sent today • Easy, just enter the student’s ID# and school • Cheap, savings in resources • Each sheet of transcript paper costs almost $1.00 • Postage on each transcript • Toner costs Frederick Community College

  12. Technical Specs Frederick Community College

  13. 1st page – Import Schools • Download the participating schools into a text file, use the ET system – List senders • Import the file into PS Frederick Community College

  14. 1st SQR – Import the schools • This SQR will import the downloaded text file into the PS table PS_FCC_ET_SCHOOL Frederick Community College

  15. 2nd page – School Maintenance • Can add new schools here or do maintenance on existing schools Frederick Community College

  16. 3rd page – Transcript entry • Enter the receiving school code, attention to and student’s id#. Frederick Community College

  17. 4th page – Export Transcripts • Exports the selected students transcripts into a text file • Use the ET system – Upload Transcripts to send Frederick Community College

  18. 2nd SQR – Create export file • This SQR will export the transcript data from PS_FCC_ET_STUDENTS into a text file Frederick Community College

  19. Audit Report • The SQR produces a PDF report • Shows the students & transcript destination Frederick Community College

  20. Text file • The SQR produces the text file Frederick Community College

  21. Header Record “00” • General demographics for student • Name \ Address • CUM GPA • Total taken progress & earned & grade points • Program & Hegis code Frederick Community College

  22. Term Record “01” • Each term the student is enrolled in classes Frederick Community College

  23. Course record “02” • Each class the student was enrolled in Frederick Community College

  24. Degree record “03” • All degrees the student earned Frederick Community College

  25. Cumulative Summary “12” • Totals for student, credits & GPA Frederick Community College

  26. Transfer Credit “13” • Transfer credit for student Frederick Community College

  27. Sent to record “07” • The school code and department where the transcript is being sent Frederick Community College

  28. Totals “99” • Total number of records for this student Frederick Community College

  29. PS Custom records • Participating Schools Record • Student Record Frederick Community College

  30. PS Custom records cont’ • Run Control Record Frederick Community College

  31. PS Custom Fields • FCC_ET_ATTN_TO • 2 char - translate • FCC_ET_CODE_TYPE • 2 char - translate • FCC_ET_INST_TYPE • 8 char Frederick Community College

  32. Challenges • Two terms begin in same month; Jan term and spring term begin in January • ARTSYS cleanup • Grading legend • Missing courses • GEN ED’s • Hegis Codes – not current on “inactive” majors Frederick Community College

  33. Success • Staff loves it • Saves time to process each transcript request • Saves transcript paper & postage • Easy to use Frederick Community College

  34. Questions ? Frederick Community College

  35. Contact • Beth Miles • Email address: bmiles@frederick.edu • SQRs available upon request Frederick Community College

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