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Student Session #3 Electronic Transcripts through CCCTran

Student Session #3 Electronic Transcripts through CCCTran. 2006 CONFERENCE. October 23 & 24. Presenters. Dave Wassenaar, Cypress College, Dean, Admissions & Records, and Business/CIS Division Antoinese “Annie” Clark, Cypress College, Admissions & Records Specialist

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Student Session #3 Electronic Transcripts through CCCTran

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  1. Student Session #3Electronic Transcripts through CCCTran 2006 CONFERENCE October 23 & 24

  2. Presenters • Dave Wassenaar, Cypress College, Dean, Admissions & Records, and Business/CIS Division • Antoinese “Annie” Clark, Cypress College, Admissions & Records Specialist • Richard Oberlin, IT Project Leader, NOCCCD Information Services

  3. Presentation Topics • Project Overview • Live Demo • Technical Info 3CBG Conference - October 23rd and 24th

  4. CCC Transcripts • About 50% exchanged just between CCCs (!) • Trading partners • CSU – California State University • UC – University of California • Independents 4-year institutions in California • Out of state colleges and universities • High schools • Third-party sponsorships, business education • Military • Employment

  5. Project Goals • Electronic Records Exchange • Partner Project CCCApply • CCCTran Progress

  6. ERE – The Mission • Electronic Records Exchange desired for the CCC System with two key components • Application for Admission • Transcripts • Goals for both are: • Improve data collection and integrity • Create a standard format for the colleges • Reduce workload and expense • Use web technologies (XML) • Improve the student experience

  7. CCCTran: the simple definition An electronic transcript system that provides secure value-added request and delivery services between California Community Colleges and their trading partners.

  8. Phase 1 Functionality • Enable CCCs to send transcripts to electronically capable educational institutions • Enable authorized institutions to electronically request transcripts from CCCs • Report transcript fees and holds • Translate CCC transcripts into XML and EDI formats • View, print, store and download received transcripts • Provide email communications through the process • Manage access rights and audit trails

  9. Phase 2 Functionality • Interface with SFS, ASSIST, 3rd-party request services, degree audit systems • Enable CCCTran members to accept EDI and XML transcripts from other institutions. • Incorporate digital signatures • Combine data from multiple transcripts for a student, grouping courses like GE, Basic Skills • Enable system calculations such as mandated GPA.

  10. Crafton Hills (Datatel) El Camino (Datatel) Evergreen Valley (Datatel) Long Beach (Peoplesoft) LA Pierce (Custom SIS) Cypress (Banner) Sacramento (Peoplesoft) Santa Rosa (CCCSC) CCC Pilot Colleges 8 Districts representing 21 colleges

  11. Engaged Transfer Partners • CSU Chancellor’s Office • CSU Sacramento • San Jose State • CSU Long Beach • CSU Fullerton • CSU Northridge • UC Office of the President • CSIS (High Schools) • (San Jose State and CSU Sacramento did testing of early models with CCC, including translation to EDI) • CSIS can provides unique student identifiers

  12. CCC System Office Resources • Project Administration • Project director Tish McNamara • Project manager Lenny Robison • Fiscal agent Butte College • Project monitor Bob Quinn • CCCCO Resources • Project Funding • MIS staff • Foundation for CCCs

  13. CCCTranSupport for Standards • PESC XML request, response and transcript • With CCC UDE (User-Defined Extension) • EDI X.12 transcript and acknowledgement • CCC ASCII request, response, transcript • HTML and PDF views, printouts • HTTPS communications (128-bit encryption) • Capable of supporting any output standard

  14. Sample CCC ASCII File Most colleges prefer to produce simple ASCII data format "01 ","T","001197SHE222548989","20020531","0904","",”O”,”N”,”” "02 ",“Estudiante",”Lisa","","","","","","","","","","","","","","","","","","","0085340 ",“123-45-6789","","19770705","" "03 ","001197","","EL CAMINO COLLEGE ","16007 CRENSHAW BLVD. ","TORRANCE ","CA","USA","905061864","INFO. TECH. SERVICES","3106603275","",”DBergin@elcamino.cc.ca.us”,”S” "03A","A ","EXCELLENT","04.000",””,"Y","Y","Y","","" "03A","B ","GOOD","03.000",””,"Y","Y","Y","","" "03A","C ","STATISFACTORY","02.000",””,"Y","Y","Y","","” … “03B”,”10 “,”sample of coded notation”,””,”” “03B”,”20 “,”sample of coded notation”,””,”” “03C”,”A”, “Accredited by the Western Association of Schools and Colleges" "05A","AA","Associate in Arts","199512","S","","","","","","","","" "07A","1990",”1””Fall”,"","" "07C","19901","ESL","51B","Inter Listen,spkng/Pronun","Esl 51B","","","","","","","","","","S"," 4.00"," 4.00","12.00","B ",””,"N","Y","Y","Y","",""," ","C","Y","","" "07E","19901","TIN","S"," 4.00"," 4.00"," 12.00"," 3.000",”” "07E","19901","CIN","S"," 7.00"," 7.00"," 18.00"," 2.571",”” "07A","1991","3",”Spring”,""","" "07C”,"19913","ESL","53B","Inter Writing/Grammar","Esl 53B","","","","","","","","","","S"," 4.00"," 4.00"," 8.00","C ",””,"N","Y","Y","Y","",""," ","A","Y","","" "07E","19913","TIN","S"," 4.00"," 4.00"," 8.00"," 2.000",”” "07E","19913","CIN","S"," 11.00"," 11.00"," 26.00"," 2.364",”” … "08A",””,"IN ","S"," 76.00"," 80.00"," 194.00"," 2.553","" "08A",””,"IND","S"," 73.00"," 76.00"," 185.00"," 2.534","“ …

  15. Basic Functionality • Request processing • Single student or bulk list; interactive or batch • Hold conditions; College matching requirements • Fulfillment processing and tracking • College holds and fees; notifications • College-controlled recycling of held requests • Delivery processing and tracking • Delivery format controlled by institution;non-member institutions via UT (“Texas”) server • Notifications to student, recipient, requestor • View, print, download transcripts • Retain on or delete from CCCTran • Automated downloads and uploads

  16. CCCTran System Flowchart

  17. Added Functionality • Automated customizable email notifications • Requestor, recipient, student, transcriptor • Customizable searching and filtering • Name, ID, date range, transaction status, any data item. • Three standard views + customizable views • “Full”, “Brief”, “Gen-ed” • Flexible reporting capability • Complete event history • Receive XML and EDI transcripts from any institution via UT (“Texas”) server

  18. Further Information Lenny Robison lenny.robison@SBCGLOBAL.NETProject Manager Tish McNamara Tish@justish.comProject Director Bob Quinn BQuinn@cccco.eduProject Monitor Jessica Wagoner Jessica@xap.comXap Customer Service Representative

  19. Live Screen Demo:

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