CCCTran Electronic Transcripts for California CCC E-Transcript Project 6/11/2018 CCCTran Electronic Transcripts for California WWW.CCC-TRAN.ORG

CCC E-Transcript Project 6/11/2018 Today’s Agenda Project Overview Current Status Development Next Steps Q & A Pass around attendance sheet with Name; College; Job / Title; and E-Mail address; WWW.CCC-TRAN.ORG

CCC E-Transcript Project 6/11/2018 E-Transcript History 1999-2000 Request for Applications (RFA) for Electronic Records Exchange awarded jointly to Yuba and Contra Costa 2000-2001 Feasibility Study conducted with positive result and recommendation for transcripts 2002-2003 Data dictionary developed and open-source report made 2003-2004 Two representative models tested and RFI conducted 2004-2005 Requirements finalized and RFP conducted 2005-2006 System design and testing 2007 Projected release Spring 2007 WWW.CCC-TRAN.ORG

CCC E-Transcript Project 6/11/2018 CCC Pilot Colleges 8 Districts representing 21 colleges Crafton Hills (Datatel) El Camino (Datatel) San Jose/Evergreen (Datatel) Long Beach (Peoplesoft) Crafton Hills (Datatel) El Camino (Datatel)* San Jose/Evergreen (Datatel) Long Beach (Peoplesoft)* LA Pierce (Custom SIS)* Cypress (Banner) Sacramento (Peoplesoft) Santa Rosa (CCCSC) (*Temporarily Withdrawn) WWW.CCC-TRAN.ORG

Engaged Transfer Partners CCC E-Transcript Project 6/11/2018 Engaged Transfer Partners CSU Chancellor’s Office CSU Sacramento CSU San Jose State CSU San Diego CSU Northridge CSU Fullerton CSU San Francisco CSU Long Beach* CSIS (High Schools) (phase 2) (*Temporarily Withdrawn) WWW.CCC-TRAN.ORG

CCC E-Transcript Project 6/11/2018 Project Vision Provide secure web-based transcript exchange system between all California colleges Built with the intention of transcripts with all segments in California Use a standard Data Dictionary for file upload / downloads PESC XML and EDI standards No need to re-create hand-shaking protocol with each and every trading new trading partner WWW.CCC-TRAN.ORG

CCC E-Transcript Project 6/11/2018 What kind of System Central server with local web access ASP solution hosted and supported by Xap Supports multiple standards Secure transmission and storage Institution-oriented (no direct student access) Complete transaction tracking Each transcript is simply a transaction exchange Received transcripts (transactions) can be kept on the system indefinitely (as an external filing system) WWW.CCC-TRAN.ORG

CCC E-Transcript Project 6/11/2018 CCCTran Benefits Reduced paper consumption and waste Reduce labor cost Reduce office expenses & postage Data Integrity Security Tracking Consistent format Expedited turnaround time Cost Savings Improved Student Experience = Estimated Transcript Cost is $7 using paper method versus .50 using electronic Data Integrity is enhanced because it is Institution to Institution (can be machine to machine) WWW.CCC-TRAN.ORG

CCC E-Transcript Project 6/11/2018 Major Functionality CSU, UC, or CCC CCC Request View / Download Download Response Hold Processing Fulfillment Manual or Unattended processing Support for National Standards – XML & EDI Common Data Dictionary Automated email messaging (optional setup) WWW.CCC-TRAN.ORG

CCC E-Transcript Project 6/11/2018 Unsolicited Transcripts Integrated with the College SIS Upload and transmit transcripts automatically E-mail communication Receive Transcripts View, print, and download transcripts Provides three standard online transcript views: brief, full, and gen-ed Standards-based data format allows for consistent loading into local Student Information Systems WWW.CCC-TRAN.ORG

CCC E-Transcript Project 6/11/2018 Request Transcripts Request single transcript or multiple transcripts in a batch Identify trading partner preferences for transcript processing Supports ‘college holds’ processing Download requests automatically E-mail confirmation Fulfill Transcript Request Visual Workflow process illustrates transcript fulfillment progress Integrated with the College SIS Upload and transmit transcripts automatically E-mail communication Receive Transcripts View, print, and download transcripts Provides three standard online transcript views: brief, full, and gen-ed Standards-based data format allows for consistent loading into local Student Information Systems WWW.CCC-TRAN.ORG

CCC E-Transcript Project 6/11/2018 CCCTran subscriber can choose to receive Transcripts via SPEEDE in order to maintain existing processes. WWW.CCC-TRAN.ORG

CCCTran transcript exchange offers these features CCC E-Transcript Project 6/11/2018 CCCTran transcript exchange offers these features Request Transcripts Request single transcript or multiple transcripts in a batch Identify trading partner preferences for transcript processing Supports ‘college holds’ processing Download requests automatically E-mail confirmation WWW.CCC-TRAN.ORG

CCCTran transcript exchange offers these features CCC E-Transcript Project 6/11/2018 CCCTran transcript exchange offers these features Fulfill Transcript Request Visual Workflow process illustrates transcript fulfillment progress Integrated with the College SIS to process Holds Upload and transmit transcripts automatically E-mail communication Ability to transmit XML and EDI transcripts via the SPEEDE Server WWW.CCC-TRAN.ORG

CCCTran transcript exchange offers these features CCC E-Transcript Project 6/11/2018 CCCTran transcript exchange offers these features Receive Transcripts View, print, and download transcripts Provides three standard online transcript views: brief, full, and gen-ed Able to receive XML and EDI transcripts via SPEEDE server WWW.CCC-TRAN.ORG

Common Transcript Views CCC E-Transcript Project Common Transcript Views 6/11/2018 FULL GEN-ED BRIEF BRIEF WWW.CCC-TRAN.ORG

CCCTran transcript exchange offers these features CCC E-Transcript Project 6/11/2018 CCCTran transcript exchange offers these features Account Management Multiple online reports available Complete transaction event history Configurable institution workflow preferences, including transcript fee and waiver rules, expiration options, e-mail communication, institution account information, etc. WWW.CCC-TRAN.ORG

CCC E-Transcript Project 6/11/2018 Current Status Released July 2007 No Significant Issues Steering Committee CCC’s & CSU Participation A/R & IT Leaders WWW.CCC-TRAN.ORG

CCC E-Transcript Project 6/11/2018 Current Status Live Colleges CCC's Sacramento City Cypress Folsom Lake American River Cosumnes River CSU's CSU Sacramento San Jose State San Francisco State San Diego State CSU Fullerton Colleges in Process Bakersfield Butte College Cerro Coso Crafton Hills El Camino Fullerton College LA Pierce Long Beach City Porterville San Jose City Santa Rosa Skyline College College of Sequoias CSU Northridge Next to go Live – ARC, Cosumnes, Fullerton, WWW.CCC-TRAN.ORG

CCC E-Transcript Project 6/11/2018 Development Phase I Wrapping up XML Functionality set aside to go live in July. Phase II Implement District-wide Transcripts Import High School Transcripts into CCCTran from CA School Information Services (CSIS) Accept 3rd party requests from CaliforniaColleges, Credentials or National Student Clearinghouse Facilitate Articulation with ASSIST WWW.CCC-TRAN.ORG

CCC E-Transcript Project 6/11/2018 CCCTran – Vision WWW.CCC-TRAN.ORG

Common Implementation Steps – See Implementation Guide CCC E-Transcript Project 6/11/2018 Common Implementation Steps – See Implementation Guide Putting Together Your Team Exploring CCCTran Resources Understanding How Your College Will Use CCCTran Developing Your Interface Programs Developing Your Staff Procedures Training Your Staff Beta-Testing Your Software and Processes Going Live Project Team - A&R resource per college plus IT resources per college or district Resources – Other colleges; Online information; Help documentation; Xap Training Document how your college will use CCCTran Design / Program Interfaces with assistance of code from other live college Test each and every process before going live WWW.CCC-TRAN.ORG

CCC E-Transcript Project 6/11/2018 Next Steps CCC Mini-Grant – CCC Chancellor’s Office Covers 1st year license fees Live date before October 1, 2008 “Steps for CCC to Signup and Get Started” at the CCCTran website (http://www.ccc-tran.org), under the ‘Membership’ section Download and submit CCC Institution Agreement from the project website: http://www.ccc-tran.org CSU contact Joe Bird, Xap Corp. for CSU Institution Agreement WWW.CCC-TRAN.ORG

CCC E-Transcript Project 6/11/2018 Questions? WWW.CCC-TRAN.ORG

CCC E-Transcript Project 6/11/2018 Further Information Website: http://www.ccc-tran.org Tim Calhoon calhoonti@cccnext.net Project Director – CCCCO Leonard Robison lenny.robison@sbcglobal.net Project Manager – CCCCO WWW.CCC-TRAN.ORG

CCC E-Transcript Project 6/11/2018 Reference Slides WWW.CCC-TRAN.ORG

CCC E-Transcript Project 6/11/2018 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;…” WWW.CCC-TRAN.ORG