CCCTran Electronic Transcript Exchange

1. CCCTranElectronic Transcript Exchange CACCRAO Conference 2009

2. 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

3. CCCTran A secure web based transcript exchange system between all California colleges

4. 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 Independents National University University of Phoenix Over 52,000 Live Transcripts Sent Online WWW.CCC-TRAN.ORG

5. 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

6. CCCTran’s Future Direction

7. Major Functionality Transcript Recipient Transcript Source Request View status View/Download Transcripts Process Request Hold? Response Fulfillment Pull Push • Setup for either Manual or Automated processing • Common CCCTran Data Dictionary (ASCII based) • Automated email messaging (optional setup)

8. 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 • Go green - go paperless

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

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

11. SJCC Possible Loss of Revenue since implementation(6/1/08 – 4/30/09) 2957 transcripts x $4 = $11,828

12. SJCC Possible Loss of Revenue this year(1/1/09 – 4/30/09) 1820 transcripts x $4 = $7,280

13. 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

14. Goes without saying… • Instantaneous results with trading partners • Instant gratification for both student and receiving institution • ACCESSibility • Supports Going –Green Initiative

15. 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

16. 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

17. Continued… 3755 e-Requests since January 1, 2009 131 that needed intervention

18. 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

20. Email Functionality Emails can be sent at each step of the workflow and to all the parties concerned

21. Email continued Message is customized

22. 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

23. 3rd Party Request CCCTran does allow for 3rd party requests CCCTran is easily implemented with 3rd party vendors such as Credentials Solutions

24. 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

25. 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

26. Bakersfield College: Where we’re goingHershey System

27. Hershey System (cont)

28. Online Degree Audits

29. Online Degree Audits (Cont.)

30. Online Degree Audits (Cont.)

31. Online Degree Audits (Cont.)

32. Contacts Tim Calhoon – Director CCC Technology Center, calhoonti@cccnext.net, (530) 879-4091 Sue Vaughn - Director Enrollment Services (Bakersfield), svaughn@bakersfieldcollege.edu, (661) 395-4049 Kim Goff – Admissions & Records Supervisor (Sacramento), goffk@scc.losrios.edu, (916) 558-2054 Carlo Santos – Director Admissions & Records (San Jose), carlo.santos@sjcc.edu, (408) 288-3707