State and Province Initiatives for the Electronic Exchange of Student

Records~

AACRAO Annual Meeting~

April 2009~

Chicago, IL

SPEEDE – A Professional Development Committee of AACRAOAmerican Association of Collegiate Registrars and Admissions Officers

Types of Electronic Exchange

EDI: ANSI ASC X12 Transaction Set 130SPEEDE/ExPRESS Standard approved in early 1990’1990’sSPEEDE widely used in Arkansas, Florida*, Maryland, North Carolina, and TexasExPRESS widely used in Arkansas, Florida*, and Maryland, and Texas* Proprietary EDI format

2

Types of Electronic Exchange

EDI:Automated computer to computer exchange of t i t d t i t d d f ttranscript data in a standard formatWith use of the UT Austin SPEEDE Server

Authenticated source of transcriptSecurity with encryptionAdded security with use of Transcript Acknowledgment

Primarily used for school to school exchanges

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Types of Electronic Exchange

Postsecondary Electronic Standards Council (PESC) XML:

P t d T i t f t d i 2004Postsecondary Transcript format approved in 2004High School Transcript format approved in 2006Request & Response and Transcript Acknowledgement formats approved in 2007

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Types of Electronic ExchangePESC XML:

Automated computer to computer exchange of transcript data in a standard formatWith use of the UT Austin SPEEDE Server

A th ti t d f t i tAuthenticated source of transcriptSecurity with encryptionAdded security with use of transcript acknowledgment

Primarily for school to school exchanges*NEW*

EDI-to-XML and XML-to-EDI mapping (summer 09)

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Types of Electronic Exchange

PDF:Security with UT Austin SPEEDE ServerSecurity with other secure networksCan be batched for even faster deliveryCan be more easily used for exchanges other than school to school

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Alabama

Mandate/Initiative:Unknown

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AlabamaStatus:

In January 2009, 6 schools sent 131 TS130 transcripts. The four schools with the most were Southern Union CC (44), Snead State CC (34), Wallace State CC (24) ( ), ( ), ( )and Bevill State CC (23).

8

AlaskaMandate/Initiative:

Docufide reports that a project was launched 10/2007 for the 5 largest school districts. Project is funded by the University of Alaska System throughfunded by the University of Alaska System through 2010.University of Alaska System is receiving PESC XML through SFTP and loading to Banner SIS

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Alaska

Status:– Docufide has a contract with the University of

Alaska System through 2010Alaska System through 2010

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Arizona

Mandate/Initiative:Unknown

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ArizonaStatus:

In December 2008, Arizona State U received 3 TS 130 transcripts via the UT Austin SPEEDE Server from Maricopa Colleges The U of Phoenix receivedfrom Maricopa Colleges. The U of Phoenix received 231 TS 130 transcripts from 9 schools in 8 states. In January 2009, Maricopa County Community Colleges sent 3,447 TS 130 transcripts to Arizona State U.

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ArkansasMandate/Initiative:

All public high schools and colleges required by state law to be able to transmit transcripts electronically by May 2007electronically by May 2007Law amended in 2007 to give colleges until May 2008 to comply

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ArkansasStatus:

Triand Corporation implemented high school transcripts in the state for grads of the last two years. They are sending significant numbers of high school transcripts to the State Department of Education. All

blic high chool o e cha gi g EDI t a c i tpublic high schools now exchanging EDI transcripts through the UT Austin SPEEDE ServerIn January 2009, 17 colleges sent 1,301 TS130 transcripts. Sending the most were Arkansas State U at Jonesboro (201), NW Arkansas CC (201), Arkansas State U at Beebe (198), and U of Arkansas at Little Rock (159).

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CaliforniaMandate/Initiative:

As of August 2008, the National Transcript Center has signed a contract with California School Information Services (CSIS) to provide theInformation Services (CSIS) to provide the electronic exchange of student high school transcripts in the state and with postsecondary schools throughout the country.CCCTran is a project for all community colleges to be able to exchange transcripts among themselves and to send to UC and CSU schools

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CaliforniaStatus:

Several colleges are sending significant numbers of EDI transcripts through the Texas server (San Diego CC District, DeAnza College, Southwestern College, City College of San Francisco and a few

h )others).In January 2009, 10 schools plus XAP Corp (on behalf of CCCTran) sent 7,200 TS 130 transcripts.CCCTran won the PESC Best Practices Award for 2009 for the Electronic Exchange Project

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ColoradoMandate/Initiative:

The Colorado Department of Education has signed a contract with the National Transcript Center for both PK12 exchange as well as high school to collegePK12 exchange as well as high school to college

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Colorado

Status:Project is scheduled to launch August 2008. PESC XML t b d th f t b t i t f EDI ifto be used as the format, but receivers may opt for EDI if they choose.

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ConnecticutMandate/Initiative:

Unknown

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ConnecticutStatus:

Unknown

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DelawareMandate/Initiative:

Unknown

21

DelawareStatus:

Unknown

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District of ColumbiaMandate/Initiative:

Unknown

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District of ColumbiaStatus:

The American Medical Colleges Application Service receives significant numbers of EDI Transcripts through the UT Austin SPEEDE Server each monththe UT Austin SPEEDE Server each month.In May 2008, AMCAS, Strayer University and the American Society for Engineering Education all received EDI transcripts through the UT Austin SPEEDE Server.AMCAS plans to accept XML transcripts via the UT Austin SPEEDE Server in the future.

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FloridaMandate/Initiative:

All public high schools and colleges must exchange transcripts electronically using the state proprietary EDI format by the mid 1990’sEDI format by the mid 1990 s

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FloridaStatus:

Fully implemented by the mid 1990sAll transcripts sent out of state are converted to SPEEDE standard format and sent through the UT Austinstandard format and sent through the UT Austin SPEEDE ServerApproximately 750,000 electronic transcripts exchanged each yearAbout 1,000,000 Electronic HS transcripts sent each year to facts.org web site for parent and student access

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GeorgiaMandate/Initiative:

To exchange electronic HS transcripts between all high schools and the Student Finance Commission to calculate GPAs for HOPE tuition free scholarships (effective May 1 2007)(effective May 1, 2007)Mandate by Board of Regents to exchange PESC XML Postsecondary Transcripts

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GeorgiaStatus

?? HS status of sending transcripts to GSFC ??In February 2009, 10 colleges sent 135 PESC XML transcripts to other GA colleges Ft Valley State Utranscripts to other GA colleges. Ft. Valley State U sent 35 and GA Southwest State U sent 32.

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HawaiiMandate/Initiative:

Unknown

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HawaiiStatus:

Unknown

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IdahoMandate/Initiative:

Unknown

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IdahoStatus:

The University of Idaho is receiving from selected postsecondary institutions in Oregon and Maryland via UT Austin SPEEDE ServerUT Austin SPEEDE Server

In August 2008, one school in Idaho received EDI transcripts via the UT Austin SPEEDE Server.

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IllinoisMandate/Initiative:

Unknown

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IllinoisStatus:

The University of Chicago is currently sending about 10k secure PDF transcripts to prospective and current employers; also sending PESC XMLcurrent employers; also sending PESC XML transcripts to American Medical Colleges Admissions Services (AMCAS)As of November 2008, 5 colleges are sending PDF transcripts using the ScripSafe product.

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IndianaMandate/Initiative:

Department of Education (K12) and Commission for Higher Education with project E-Transcript to get HS transcripts to collegesHS transcripts to collegesFacilitated by Docufide

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IndianaStatus:

As of May 2008, 85% of all public and private high schools are participating and delivering transcripts nationwide, most using PDF.nationwide, most using PDF.

In August 2008, one college in Indiana received TS 130 transcripts via the UT Austin SPEEDE Server.

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Iowa

Mandate/Initiative:The State Department of Education has a legislative mandate for a statewide data repository which includes high school electronic transcript exchangeincludes high school electronic transcript exchangeSmall pilot project with a large feeder high school district and three recipient colleges was implemented Fall 2007

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IowaStatus:

The state of Iowa was a pioneer in the use of the UT Austin SPEEDE Server.??UPDATE ?? The Iowa Department of Education released its RFP for bids in October 2008 with letters of intent due by J d l d b M h 6 AJanuary 5, 2009 and proposals due by March 6, 2009. A contract will be completed with the selected vendor no later than April 10, 2009. This RFP is for a comprehensive electronic documents exchange system and includes the three original phases of Project EASIER: PK-12 to Dept. of Education records, high school to post-secondary transcripts, and inter-district student records transfer.

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IowaStatus (continued):

All three Regents universities are actively trading college transcripts, but several community colleges are again sending EDI transcripts due to changes in student records systems.In January 2009, 6 schools sent 1,966 TS130 transcripts to other Iowa schools and 11 transcripts to AMCAS and ASEE. The schools sending the most were Kirkwood CC (926), Des Moines CC (385), Hawkeye CC (290) and U of Northern Iowa (180).

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KansasMandate/Initiative:

Unknown

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KansasStatus:

Unknown

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KentuckyMandate/Initiative:

Unknown

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KentuckyStatus:

Unknown

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LouisianaMandate/Initiative:

Unknown

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LouisianaStatus:

Unknown

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MaineMandate/Initiative:

Unknown

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MaineStatus:

Unknown

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MarylandMandate/Initiative:

Maryland Department of Education advised public high schools that they must come up with a standardized format for exchanging transcripts electronicallyMaryland has had an extensive exchange of EDI college transcripts within the state for many years. Over 600,000 EDI postsecondary transcripts have been exchanged since the project began in January 1992.

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MarylandStatus:

Maryland has had extensive exchange of EDI college transcripts within the state for many yearsThe state has the ability and does exchange transcriptsThe state has the ability and does exchange transcripts electronically outside the state in the standard EDI format through the UT Austin SPEEDE ServerIn January 2009, the U of MD System Office sent 282 TS 130 transcripts to schools and agencies outside the state.

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MassachusettsMandate/Initiative:

Unknown

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MassachusettsStatus:

Unknown

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MichiganMandate/Initiative:

Unknown

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MichiganStatus:

Michigan State University is working with approximately 300 high schools in Michigan that are up and running with the ConnectEDU product. In the first 9 months of 2008, they received another 1 000 XML high school transcripts MSU then1,000 XML high school transcripts. MSU then converts them into PDFs. There is no cost to high schools, except they must install a mini server on their site so they can process the data and send to the ConnectEDU server in Boston. Then ConnectEDU sends the encryted XML files to MSU.

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MinnesotaMandate/Initiative:

Unknown

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MinnesotaStatus:

All high schools, public and private non-profit colleges and statewide higher education agencies are eligible to participate with the e-transcript project at a reducedparticipate with the e transcript project at a reduced rate. Minnesota did not subsidize the full project. Docufide is under contract to provide the service. In November 2008, the University of Minnesota Twin Cities sent 4 TS130 transcripts to AMCAS via the UT Austin SPEEDE Server.

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MississippiMandate/Initiative:

Unknown

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MississippiStatus:

Unknown

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MissouriMandate/Initiative:

Unknown

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MissouriStatus:

Unknown

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MontanaMandate/Initiative:

Unknown

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MontanaStatus:

Unknown

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NebraskaMandate/Initiative:

Unknown

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NebraskaStatus:

Unknown

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NevadaMandate/Initiative:

Unknown

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NevadaStatus:

Unknown

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New HampshireMandate/Initiative:

Unknown

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New HampshireStatus:

Unknown

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New JerseyMandate/Initiative:

There is a NJ Transfer, joint initiative of the Commission on Higher Education and Presidents’ Council to facilitate 2 yr to 4 yr transfersCouncil, to facilitate 2 yr to 4 yr transfers.The initiative is the New Jersey Statewide Transfer Initiative (NJSTI). The state Uses ARTSYS software developed in Maryland.

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New JerseyStatus:

In January 2009, the NJ State Transcript Initiative sent 307 TS 130 transcripts and Raritan Valley CC sent 348 TS130 transcripts through the UT Austinsent 348 TS130 transcripts through the UT Austin SPEEDE Server.

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New MexicoMandate/Initiative:

Unknown

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New MexicoStatus:

Unknown

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New YorkMandate/Initiative:

Strong initiative by SUNY for postsecondary transcripts

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New YorkStatus:

Large number of SUNY schools are using Sungard Higher Education Banner Product50 of the SUNY schools are using the SUNY50 of the SUNY schools are using the SUNY common applicationSUNY system migrating to an Oracle Data Base within next 2 to 3 yearsSUNY system looking at a vendor to assist them with the XML transcript process

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North CarolinaMandate/Initiative:

Initiative for secondary schools began in 1999 - funding provided to public schools to convert to common SIS with the requirement to be able to exchange electronicwith the requirement to be able to exchange electronic high school transcripts using EDI transactions (TS146, 147, 130, 131, 997)Interest from colleges to send/receive electronic transcripts

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North CarolinaStatus

Central Repository for most public high schools; as of January 2009, about 270 high schools are part of state EDI system. Expecting 200 more high schools to be added in Summer 2009.A i l hi h h l iApproximately 4,000 high school transcripts are sent monthly via the UT Austin SPEEDE ServerCurrently working with 1 school district to implement XML high school transcript project using web services within CFNC.org web portal – expected go-live in April 2009 with 5 pilot high schools

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North DakotaMandate/Initiative:

Unknown

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North DakotaStatus:

Unknown

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OhioMandate/Initiative:

As of September 2007, all public postsecondary schools in Ohio are required to send & receive PESC XML undergraduate transcripts to the ArticulationXML undergraduate transcripts to the Articulation and Transfer Clearinghouse.

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OhioStatus:

As of November 2008, there are 10 high schools sending PDF transcripts using the ScripSafe product. Using a web service for transmission. The Ohio BOR Clearinghouse makes XML and PDF formatsBOR Clearinghouse makes XML and PDF formats available to postsecondary schools.In January 2009, Ohio State U sent 30 TS 130 transcripts via the UT Austin SPEEDE Server to the U of Phoenix.

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OklahomaMandate/Initiative:

Unknown

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OklahomaStatus:

May 2008: Southeastern Oklahoma State University received 30 TS130 transcripts from 2 schools in Texas via the UT Austin Serverschools in Texas via the UT Austin Server

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OregonMandate/Initiative:

Not really a mandate, but a state wide fundedinitiative to exchange high school transcripts in SPEEDE EDI formatSPEEDE EDI formatSeveral community colleges and several universities are exchanging EDI transcripts using SCT Banner.

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OregonStatus:

Thirty-three (33) high schools are participating with several universities using the eXpress EDI formatformatIn January 2009, 20 colleges sent 4,405 TS 130 transcripts through the UT Austin SPEEDE Server. Those with the most were Oregon U System (1,363), Portland CC (495), Lane CC (449), Oregon State U (296), Portland State U (282) and U of Oregon (272).

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PennsylvaniaMandate/Initiative:

Unknown

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PennsylvaniaStatus:

Unknown

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Rhode IslandMandate/Initiative:

Unknown

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Rhode IslandStatus:

Unknown

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South CarolinaMandate/Initiative:

Docufide reports they have a contract for a K12 student records exchange

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South CarolinaStatus:

Docufide plans to launch project summer 2008In January 2009, 7 schools sent 1,004 TS130 transcripts through the Texas SPEEDE Servertranscripts through the Texas SPEEDE Server. Schools who sent the most were the U of South Carolina Columbia (478), Midlands Tech (249), Clemson U (131) and Spartanburg CC and Winthrop U (65 each).

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South DakotaMandate/Initiative:

Unknown

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South DakotaStatus:

Unknown

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TennesseeMandate/Initiative:

To send transcript data when students apply for certain scholarships

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TennesseeStatus:

In December 2008, 8 schools received 45 TS130 transcripts via the Texas Server.

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TexasMandate/Initiative:

All high schools mandated to participate in the electronic exchange of transcripts among high schools and to colleges by 2007-2008 school yearschools and to colleges by 2007 2008 school yearTexas Education Agency (TEA) has contract for T-Rex with the National Transcript CenterTexas is a SPEEDE Pioneer and has extensive exchanges of SPEEDE EDI transcripts among colleges.

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TexasStatus:

Extensive use of EDI TS 189 for Texas Common Application for AdmissionRegular annual EDI user group meetings in the stateIn January 2009 the NTC on behalf of theIn January 2009, the NTC, on behalf of the TEA, sent 5,739 TS 130 HS transcripts via the Server.In January 2009, 57 colleges sent 28,699 TS 130 transcripts through the UT Austin SPEEDE Server.

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UtahMandate/Initiative:

Unknown

96

UtahStatus:

As of November 2008, the National Student Clearinghouse has signed up 12 colleges to participate in its Electronic Transcript Exchange Registry Many ofits Electronic Transcript Exchange Registry. Many of these schools have been using the service for a year. Although the Utah colleges are exchanging PDF transcripts, the NSC offers both EDI and XML formats.

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VermontMandate/Initiative:

Unknown

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VermontStatus:

Unknown

99

VirginiaMandate/Initiative:

Virginia Dept of Education received a grant from the US Department of Education to improve longitudinal studies.longitudinal studies.The grant required electronic transcript exchange among high schools and also from high schools to postsecondary schools.

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VirginiaStatus:

Pilot project to transfer electronic HS transcripts between 9 Virginia school districts and 2 postsecondary schoolsUses Pearson, National Transcript Center, and Ed t t f HSEdustructures for HS processPostsecondary schools participating in the pilot are George Mason University and James Madison University In January 2009, Northern VA CC sent 1,570 TS 130 transcripts to George Mason U via the UT Austin SPEEDE Server.

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WashingtonMandate/Initiative:

A group of Community Colleges have gotten a $3 million grant to implement high school to college exchangesexchanges

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WashingtonStatus:

Unknown

103

West VirginiaMandate/Initiative:

Contract with National Transcript CenterMandatory participation of all high schools

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West VirginiaStatus:

As of May 2008, NTC states that they are in production for high school transcripts in either PESC XML or EDI formatsformats.

105

WisconsinMandate/Initiative:

Unknown

106

WisconsinStatus:

May 2008: Docufide reports it has been selected for an e-transcript project. Search for funding is underwayunderway

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WyomingMandate/Initiative:

Participation of high schools is essentially mandatoryContract signed with the National TranscriptContract signed with the National Transcript CenterAll high schools to exchange transcripts in state and to send to colleges in and out of stateHathaway Scholarship is the impetus

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WyomingStatus:

The National Transcript Center is working with the Wyoming Department of Education and the Wyoming Community College Commission and as of MayCommunity College Commission and, as of May 2008, claims to be in production with high school transcripts in EDI, PESC and SIF XML.

109

Midwest Higher Education CompactMandate/Initiative:

MHEC includes the states of Illinois, Indiana, Kansas, Michigan, Minnesota, Missouri, Nebraska, North Dakota, Ohio, and WisconsinNorth Dakota, Ohio, and WisconsinMHEC has a contract with Docufide to provide the service to exchange high school transcripts in XML or PDF formats

110

Midwest Higher Education CompactStatus:

May 2008: Indiana, Minnesota, and Nebraska are participating with Docufide

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AlbertaMandate/Initiative:

The Ministry of Education collects all the data for all public high schools in the province.The province is working towards a total PESC XMLThe province is working towards a total PESC XML solution for the exchange of postsecondary transcripts as well as a common application for admission. It also uses the PESC DTS solution for transporting the transcripts.

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AlbertaStatus:

Once the postsecondary schools in Alberta are able to receive EDI transcripts, they should be available from the Ministry of Education.from the Ministry of Education. The province plans to implement the PESC XML Application for Admission once it is approved as a PESC Standard.There is preliminary discussion with 7 private postsecondary schools in Alberta to join the project in the future.

113

British ColumbiaMandate/Initiative:

Several institutions are using the EDI ANSI X12 Version 4010 solution to exchange postsecondaryVersion 4010 solution to exchange postsecondary transcripts.

114

British ColumbiaStatus:

In January 2009, 3 schools sent 1,629 TS130 transcripts to other postsecondary schools in British Columbia and in Ontario. Langara sent the mostColumbia and in Ontario. Langara sent the most (626), Kwantlen U College sent 534 and Douglas College sent 469.

115

ManitobaMandate/Initiative:

The province is working towards a PESC XML solution for the exchange of postsecondarysolution for the exchange of postsecondary transcripts.

116

ManitobaStatus:

The proposed time for the first exchange of transcripts is November 2007transcripts is November 2007.

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Maritime ProvincesMandate/Initiative:

New Brunswick, Nova Scotia, Prince Edward Island and Newfoundland have created a task force toand Newfoundland have created a task force to work towards the implementation of a PESC XML transcript solution.

118

Maritime ProvincesStatus:

Unknown

119

New BrunswickMandate/Initiative:

The province is working towards a PESC XML solution for the exchange of postsecondarysolution for the exchange of postsecondary transcripts.

120

New BrunswickStatus:

The proposed time for the first exchange of transcripts is November 2007transcripts is November 2007.

121

Newfoundland & LabradorMandate/Initiative:

Unknown

122

Newfoundland & LabradorStatus:

Unknown

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NunavutMandate/Initiative:

Unknown

124

NunavutStatus:

Unknown

125

OntarioMandate/Initiative:

No mandatePilot project for the exchange of XML high school transcripts to the OCAS system for collegestranscripts to the OCAS system for colleges. There are two clearinghouses that facilitate the exchange of EDI transcripts. The OUAC facilitates the exchange among universities in the province and OCAS does the same for the colleges. OUAC and OCAS also facilitate the exchanges between the two systems.

126

OntarioStatus:

In Ontario, 3 school boards have been providing PESC XML transcripts to OCAS since October 2006. These three represent about 20% of the high schoolThese three represent about 20% of the high school students in the province.In December 2008, the Ontario Rehab Science Program received 6 transcripts via the Texas Internet Server from British Columbia.

127

Prince Edward IslandMandate/Initiative:

Unknown

128

Prince Edward IslandStatus:

Unknown

129

QuebecMandate/Initiative:

Quebec has a proprietary method for doing EDX within the province for secondary school transcriptswithin the province for secondary school transcripts.

130

QuebecStatus:

Unknown

131

SaskatchewanMandate/Initiative:

Unknown

132

SaskatchewanStatus:

Unknown

133

Questions?

Robin Greene, greeners@northcarolina.eduSenior Associate Director Technology & Internet ServicesCollege Foundation of North CarolinaUNC General AdministrationM b AACRAO SPEEDE C ittMember, AACRAO SPEEDE Committee

~John “Tom” StewartRetired College RegistrarMiami Dade College (FL)Member, AACRAO SPEEDE Committee

134

Send Updates to:~

Tom StewartTom Stewartstewartj@aol.com

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This presentation was brought to you by the SPEEDE Committee

aacrao.org/speede

pesc.org

SPEEDE – A Professional Development Committee of AACRAOAmerican Association of Collegiate Registrars and Admissions Officers