Making the Case for eTranscript California Benefits & Savings of Electronic Transcripts Sponsored by the CCC Technology Center and eTranscript California Steering Committee November 10, 2010

 You’ve heard about eTranscript California and it sounds great. You know it will:  Save Time and Money  Improve Customer Service  Eliminate Transcript Fraud  But, how can you effectively and professionally present your case on campus?  Use accompanying worksheet to create a custom cost analysis for your Management team 2Making the Case for eTranscript California

 The first true large-scale electronic exchange of student transcripts  California Community Colleges  California State University system  Independents and For-Profit Institutions  High Schools (via California School Information Services)  University of California system (under review)  Adheres to national data standards of PESC XML and EDI TS130  57 College participants and growing (Nov. 2010) 3Making the Case for eTranscript California

Facilitate Student Transfer & Graduation – Transcript automation is ‘key’ to easing the transfer process and facilitating graduation. – Demand for admission at all of California’s colleges has never been higher. – Demand to facilitate student success and graduation has also never been higher. – Efficiency gained from transcript automation can help meet these demands, while overcoming budget reductions. 4Making the Case for eTranscript California

Faster Admissions Decisions – Streamlining the transfer process enables transfer credits to be easily applied at Universities. – Students get their admissions decisions sooner, allowing them more transfer options. – Allowing the student more time to make their final decision. Making the Case for eTranscript California5

Use worksheet contained within MS Word doc Before you begin, You’ll need to know: – Total number of transcripts processed – Number of transcripts sent to other colleges – Average cost for envelopes and security paper – Average cost for postage (mail transcript) – Estimated cost of staff time per transcript (salary & benefits) Making the Case for eTranscript California6

Count all transcripts sent to other schools and all transcripts processed but not sent to other schools: – students that ‘cross-apply’ to multiple institutions – multiple transcripts to the same institution per student – all institutions: CSU, UC, Privates, out-of-state, other Community Colleges, etc.) – for estimating CSU transcripts here’s a student transfer link: 09/index.shtml. 09/index.shtml – typically each transfer equals 3 transcripts Making the Case for eTranscript California7

Staff cost per transcript – Example to calculate cost per transcript 21,553 annual transcripts processed divided by 1080 staff hours worked on transcripts = transcripts per hour $56.80 compensation per hour / transcripts = $2.845 staff cost per transcript) Making the Case for eTranscript California8

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eTranscript California is a very robust, yet flexible tool – Upload transcripts in CCC-ASCII format or XML – Download transcripts in PDF, HTML, EDI, or XML – View online, print, store data in SIS, Degree Audit or Imaging systems – Live colleges will share their source code for Banner, PeopleSoft, or Datatel – Credential Solutions has worked with some Colleges to extract their transcript data and deliver transcripts to other colleges using eTranscript California Making the Case for eTranscript California10

“Our students benefit because transcript processing time is shorter and we have the assurance that the transcript has been received” – Kathy Colborn, Registrar, Moorpark College “This is an amazing time saver. We were able to respond to all 1600 requests (from Sacramento State) with only about 10 minutes of staff time” – Kim Goff, Supervisor A&R, Sacramento City College “I don’t know how we would have been able to keep up with the paper transcripts. We have also seen an amazing increase in our transfer and processing statistics since the implementation” – Sherri Hancock, Dean Enrollment Services, Skyline College Making the Case for eTranscript California11

“The economy of scale, the ability for eTranscript California to be expanded throughout the state was one of its most appealing attributes. eTranscript California works for entire systems, not just individual schools.” - Terry Cataline, Office of the University Registrar, Sacramento State “We have found that students have a definite advantage when sending their transcript through e-Transcript California as their transcripts are received and processed within 24 to 48 hours.” - Jessica Wagoner, Director of Admissions, CSU Fullerton See complete stories in MS Word doc “Making the Case for eTranscript California” Making the Case for eTranscript California12

eTranscript California has been in production since July Now has 57 participating Institutions as of 11/2010. Processed over 164,000 transcripts. For list of colleges visit Access this Presentation and supporting document(s) in the File Repository repository/Making-the-case-for-eTranscriptCA/ repository/Making-the-case-for-eTranscriptCA/ Outreach to college contacts for live colleges - eTranscript-California/ eTranscript-California/ Implementation support - repository/Support-Files/Implementation-Docs/ repository/Support-Files/Implementation-Docs/ Making the Case for eTranscript California13

Next Webinar – Spring 2011 Feedback welcome 14Making the Case for eTranscript California