1. Student Session #3 Electronic Transcripts through CCCTran
2006 CONFERENCE
October 23 & 24
11/25/2018

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
11/25/2018

3. 3CBG Conference - October 23rd and 24th
Presentation Topics
Project Overview
Live Demo
Technical Info
3CBG Conference - October 23rd and 24th
11/25/2018

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
11/25/2018

5. Project Goals Electronic Records Exchange Partner Project CCCApply
CCCTran Progress
11/25/2018

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
11/25/2018

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.
11/25/2018

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 communications through the process
Manage access rights and audit trails
11/25/2018

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.
11/25/2018

10. CCC Pilot Colleges 8 Districts representing 21 colleges
Crafton Hills (Datatel)
El Camino (Datatel)
Evergreen Valley (Datatel)
Long Beach (Peoplesoft)
LA Pierce (Custom SIS)
Cypress (Banner)
Sacramento (Peoplesoft)
Santa Rosa (CCCSC)
11/25/2018

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
11/25/2018

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
11/25/2018

13. CCCTran Support 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
11/25/2018

14. Sample CCC ASCII File
Most colleges prefer to produce simple ASCII data format
"01 ","T","001197SHE "," ","0904","",”O”,”N”,”” "02 ",“Estudiante",”Lisa","","","","","","","","","","","","","","","","","",""," ",“ ",""," ","" "03 ","001197","","EL CAMINO COLLEGE ","16007 CRENSHAW BLVD. ","TORRANCE ","CA","USA"," ","INFO. TECH. "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"," "," 2.553","" "08A",””,"IND","S"," 73.00"," 76.00"," "," 2.534","“
11/25/2018

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
11/25/2018

16. CCCTran System Flowchart
11/25/2018

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
11/25/2018

18. Further Information
Lenny Robison Project Manager
Tish McNamara Project Director
Bob Quinn Project Monitor
Jessica Wagoner Xap Customer Service Representative
11/25/2018

19. Live Screen Demo:
11/25/2018