Processing Transcripts Tim Calhoon, Director California Community Colleges Technology Center

Functional Overview Manual or Automated processing Automated messaging Request View status View/Download Transcripts Download Hold? Response Fulfillment Transcript RecipientTranscript Source Pull Push

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

Receiving Transcripts Set notification and print them – PDF / HTML – See Implementation Guide to setup and download or Import directly into your system

Two Sources of Requests Students –Counter –Portal –3 rd Party - Credentials Institutions –Electronic Requests

SCC Counter Application Written in MS Access Exports an ASCII Bulk Request Requests are processed once a day Contact Kim Goff -

SCC Counter Application

Cypress Portal Request

Skyline Portal Request

Electronic Requests from Institutions Issues –FERPA –Fees or Free –Holds Requested Holds Institutional Holds for fees, etc.

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;…”

Fees or Free? CCCCO Legal Opinion 09-02

Request Holds & Institutional Holds

Electronic Requests – Why their important Los Rios District / Sacramento State – A highly efficient - trusted trading relationship Community College to Community College Student Academic Plans – 60 percent of the state's incoming community college students in 1999 wanted to transfer or earn a degree or certificate. About a quarter of those students had accomplished their goal six years later. – Students to 1 Counselor – Transcripts are the foundation

My Academic Plan (MAP) ww w.socccd.edu/map (Import Transcripts & Articulate Courses) 1.What is your Goal? 1.Certificate 2.Associates Degree 3.Transfer to University 2.Where would you like to transfer? 1.CSU 2.UC 3.Private 3.Select Your College and Major 4.Select Your Courses 5.Schedule Your Courses 6.Review Your Plan with a Counselor

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Questions Tim Calhoon,