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CCCTran Electronic Transcript Exchange
description
Transcript of CCCTran Electronic Transcript Exchange
CCCTranElectronic Transcript
Exchange
CACCRAO Conference 2009
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
CCCTran
AICCUAICCU
K-12K-12 CSUCSU
CCCCCC
UCUC
CCCTranCCCTran
A secure web based transcript exchange system between all California colleges
WWW.CCC-TRAN.ORGWWW.CCC-TRAN.ORG
Current StatusCurrent 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
Participating Institutions 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
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
31 CA Community Colleges14 CA State Universities
UC Santa Barbara Proof of Concept 2 Private Universities
CCCTran’s Future Direction
Major Functionality
Request
View status
View/DownloadTranscripts
Process Request
Hold?
Response
Fulfillment
Transcript Recipient Transcript Source
Pull
Push
Setup for either Manual or Automated processing Common CCCTran Data Dictionary (ASCII based) Automated email messaging (optional setup)
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
San Jose City CollegeCCCTran activity since implementation (6/1/08 – 4/30/09)
San Jose City College - CCCTran activity this year (1/1/09 – 4/30/09)
SJCC Possible Loss of Revenue since implementation (6/1/08 – 4/30/09)
2957 transcripts x $4 = $11,828
SJCC Possible Loss of Revenue this year (1/1/09 – 4/30/09)
1820 transcripts x $4 = $7,280
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
Goes without saying…
Instantaneous results with trading partners Instant gratification for both student and
receiving institution ACCESSibility Supports Going –Green Initiative
Sacramento City CollegeSacramento City College
SCC pilot school for CCCTran SCC pilot school for CCCTran (25,000 students)(25,000 students)
First school to go live (August 2007)First school to go live (August 2007) Part of a four college district, all four colleges are Part of a four college district, all four colleges are
live on CCCTran live on CCCTran (85,000 students in district)(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
SCC Business PracticeSCC Business Practice
Maintained current business practicesMaintained current business practicesPreviously sent electronic transcripts to CSUSPreviously sent electronic transcripts to CSUS
Expanded to accept requests from all other Expanded to accept requests from all other CCCTran colleges CCCTran colleges
Process and release automaticallyProcess and release automatically Daily check for holds and offline recordsDaily check for holds and offline records Process student requests through CCCTran Process student requests through CCCTran
dailydaily
Continued…Continued…
3755 e-Requests since January 1, 20093755 e-Requests since January 1, 2009 131 that needed intervention131 that needed intervention
Student e-RequestStudent e-Request We don’t have one…but we’re working on itWe don’t have one…but we’re working on it Similar to NOCCD’s online request through Similar to NOCCD’s online request through
their “Gateway” their “Gateway” Request and payment onlineRequest and payment onlineProcessed and released automatically through Processed and released automatically through
CCCTranCCCTran
Email FunctionalityEmail Functionality Emails can be sent at each step of the Emails can be sent at each step of the
workflow and to all the parties concernedworkflow and to all the parties concerned
Email continuedEmail continued Message is customizedMessage is customized
Email continuedEmail continued
SCC does not use the email function nowSCC does not use the email function nowWill use following student e-Request Will use following student e-Request
implementationimplementation Notify student of financial holds Notify student of financial holds Notify student of transcript releaseNotify student of transcript release
33rdrd Party Request Party Request
CCCTran does allow for 3CCCTran does allow for 3rdrd party requests party requests CCCTran is easily implemented with 3CCCTran is easily implemented with 3rdrd
party vendors such as Credentials party vendors such as Credentials SolutionsSolutions
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
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
Bakersfield College: Where we’re going
Hershey System
Hershey System (cont)
Online Degree Audits
Online Degree Audits (Cont.)
Online Degree Audits (Cont.)
Online Degree Audits (Cont.)
Contacts
Tim Calhoon – Director CCC Technology Center, [email protected], (530) 879-4091
Sue Vaughn - Director Enrollment Services (Bakersfield), [email protected], (661) 395-4049
Kim Goff – Admissions & Records Supervisor (Sacramento), [email protected], (916) 558-2054
Carlo Santos – Director Admissions & Records (San Jose), [email protected], (408) 288-3707