1. CCCTran Electronic Transcripts for California HECCC Meeting Oct 8, 2007 Tim Calhoon Lenny Robison Terry Cataline

2. Agenda CCCTran project overview Live demonstration Next steps Q & A

3. What is CCCTran? CCCTran is a secure web-based transcript exchange system between the California community colleges and their trading partners. Project of the California Community Colleges Chancellor’s Office Conceived in 1999 / Began programming in 2005 Hosted on a central server with local web access Operated and maintained by Xap Corporation

4. The Vision CCCTran UCCCCCSUK-12AICCU Goals: Provide secure web-based transcript exchange system between all California colleges Provide a standard transcript view Reduce workload and expense Improve the student experience

5.  CCCTran Benefits Data Integrity Tracking Communication Security Consistent format Expedited turnaround time Reduce staff labor costs Reduce office expenses = Cost Savings & Improved Student Experience

6. Features Automated processing (uploads / downloads) Transcript Requests can be received and Fulfilled via CCCTran as well as through the SPEEDE Server (EDI) Support National Standards EDI transcript and acknowledgement PESC XML request, response and transcript Tracks transcript “transaction history” Supports user “Holds” for transcript requests Provides automated email acknowledgements View or print transcripts in both HTML and PDF

7. Fulfillment Workflow Steps 1. Transcript request submitted 4. Upload transcript/response 2. Approve transcript request 5. Release transcript 3. Download transcript request 6. Deliver Transcript

8. Request Options

10. Common Transcript Views FULL BRIEF GEN-ED BRIEF

11. Institutions Outside California System Diagram CSU CCC

12. Why CCCTran? Delivers Transcripts in industry standard formats (PESC XML and TS130) Upload Requests, Responses, and Transcripts in CCC ASCII or PESC XML (with CCC UDE (user-defined extensions)) Secure data transmission - 128 SSL encryption is utilized Automation provides for efficient / streamlined Workflow Increased communication via CCCTran status’ = Less confusion Standardized transcript views K-12 Transcripts (Phase II) Interface with ASSIST (Phase II)

13. CCCTran – Phase 2 Import High School Transcripts into CCCTran from CA School Information Services (CSIS) Accept 3 rd party requests from CaliforniaColleges, Credentials or National Student Clearinghouse Interface with ASSIST for articulation data Allow for multiple-college transcripts from districts Serve authorized agency requests for student data such as CalSAC or CCC Chancellor’s office

14. Phase 1 – status LIVE July 26, 2007 - First live transcripts exchanged 1000+ Live transcripts have been delivered 2 CC’s and 6 CSU’s are live 8 CC’s in Beta ( 4 going live soon) 2 CC’s entering Beta

15. Live / Beta Colleges Live CCC's Sacramento City Cypress CSU's CSU Sacramento CSU Northridge San Jose State San Francisco State San Diego State CSU Fullerton Beta Moving to Beta Butte Skyline College Moving to Live Crafton Hills Fullerton College Folsom Lake El Camino On Hold LA Pierce Long Beach City San Jose City Santa Rosa

16. Next Steps CCC Institution Agreement can be downloaded from the project website: http://www.ccc-tran.orghttp://www.ccc-tran.org Visit the “Steps for CCC to Signup and Get Started” page at the CCCTran website (http://www.ccc- tran.org), under ‘About CCCTran’  ‘Membership’http://www.ccc- tran.org

17. Questions?

18. Further Information Website: http://www.ccc-tran.orghttp://www.ccc-tran.org CCCTran Project Team Sam Beizaisam@xap.comsam@xap.com Program Manager - Xap Angela Embryangela@xap.comangela@xap.com Client Services Manager – Xap Ceene Randleceene@xap.comceene@xap.com Client Services Manager – Xap Romualdo Tehromy@xap.comromy@xap.com VP, Program Management - Xap Tim Calhooncalhoonti@cccnext.netcalhoonti@cccnext.net Project Director – CCCCO Leonard Robisonlenny.robison@sbcglobal.netlenny.robison@sbcglobal.net Project Manager – CCCCO Catherine McKenziecmkenzi@cccco.educmkenzi@cccco.edu Project Monitor – CCCCO

19. Reference Slides

20. 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;…”