‘CCCTran’ E-Transcripts for 3 Million Students CCC E-Transcript Project - CISOA 2004 9/16/2019 ‘CCCTran’ E-Transcripts for 3 Million Students March 22, 2006 9/16/2019

Presentation Topics About CCC Transcripts Transcript Project Goals In Development 9/16/2019

California Community Colleges World’s largest system of higher ed 109 Colleges in 72 Districts 2.8 million students in 2004 Open admission system Degree and transfer programs Vocational programs Career change and professional growth Lifelong learning Business training and certification 9/16/2019

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 9/16/2019

Sample College Size Range (Spring 2004)   Headcount Credit FTES Feather River 1,997 610.4 San Francisco 32,531 11,229.8 9/16/2019

Estimated Daily Volumes CCCs Statewide (2004 Survey) Qty Average Daily Sends 7,527 Average Daily Receives 3,061 Heavy Day Sends 19,483 Heavy Day Receives 7,514 9/16/2019

District/College Transcripts (2004 Survey) Districts Colleges Unique Transcripts Multi-college Districts with District-wide Transcript 8 21 Multi-college Districts with Individual College Transcripts 12 36 Single College Districts 52 Total 72 109 96 9/16/2019

Student Information Systems (2004 Survey) COCO 1 Datatel 32 DSK Jenzabar 2 Peoplesoft 6 Protocol Santa Rosa 9 SCT SIS+ 2 SCT-Banner 17 In-house 27 Other 4 No Answer 9/16/2019

EDI Usage (2004 Survey) Using EDI for transcripts 14 Use to use EDI but don't now 9 Planning to use EDI 38 9/16/2019

Project Goals Electronic Records Exchange Partner Project CCCApply CCCTran Progress 9/16/2019

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 9/16/2019

ERE Transcript History 1999-2000 Request for Applications (RFA) for Electronic Records Exchange awarded jointly to Yuba and Contra Costa 2000-2001 Feasibility Study conducted with positive result and recommendation for admission application and transcripts 2001-2002 Application for Admission “CCCApply” funded, developed and released 2002-2003 Data dictionary developed and open-source report made Office of Civil Rights and ADA compliance completed 2003-2004 Two representative models tested and RFI conducted AB540 form added 2004-2005 Requirements finalized and RFP conducted BOG Fee Waiver application added 2005-2006 System designed and tested for release International student app and Spanish version added 9/16/2019

Partner Project - CCCApply Developed and released in 2001 76 colleges opted in by end of 4th year 9/16/2019

Partner Project - CCCApply Success spawned add-on applications: CCCApply-International student application CCCapply-in-Spanish language application Board of Governors Fee Waiver application AB540 Tuition Waiver form Evaluating others such as matriculation form and non-credit application for admission 9/16/2019

CCCApply Transcript Project Anticipating better adoption than CCCApply because: Demand for electronic exchange is very high Individual solutions are not practical Few solutions in the market Requires cooperation between institutions Not just a technology standard for the CCCs Also a common standard for CCC data values Always strong response in project workshops High level of interest from CSU 9/16/2019

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. 9/16/2019

Value-Added Objectives Designed to ultimately interface with: Degree audit systems ASSIST articulation data repository Document imaging systems Approved transcript request services such as NSC, Credentials CaliforniaColleges.edu to take requests from students and provide transcripts to their portfolio and student plan 9/16/2019

Value-Added Objectives Designed to be able to provide: Translation to other national and major formats Composite views – Combine transcripts for a student, such as grouping Basic Skills or GE courses Special Calcs – Enable system summaries or calculations to meet State mandates, such as a special GPA Response to State mandates Provision of transcript data to State agencies 9/16/2019

To Be or Not to Be a Transcript Respository CCCTran is NOT a repository for transcripts System databases are NOT keyed by student Each transcript is simply a transaction exchange System provides on-demand request brokering with caching and value-added services Received transcripts can be kept on the system indefinitely (as an external filing system) CaliforniaColleges.edu is designed to ultimately host student transcripts (when students can be authenticated online) 9/16/2019

CCCTran Major Milestones Feasibility Study ANSI X.12 EDI Transcript Standard Data Dictionary CCCTran Major Milestones Prototype Pilots RFI PESC XML College Transcript Standard RFP Development 9/16/2019

RFP for CCCTran 21 companies at bidders conference 5 proposals received 2 eliminated for excessive cost Evaluation 30% cost, 70% functionality Xap proposal most comprehensive Xap solution most complete Xap client history positive 9/16/2019

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 email communications through the process Manage access rights and audit trails 9/16/2019

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. 9/16/2019

Project Plan Execution 9/16/2019

In Development The Project Crew System Design Cost Information 9/16/2019

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) 9/16/2019

Engaged Transfer Partners CSU Chancellor’s Office CSU Sacramento San Jose State CSU Long Beach 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 9/16/2019

CCC System Office Resources Project Administration Project director Tish McNamara Project manager Joseph Giroux Fiscal agent Butte College Project monitor Catherine McKenzie CCCCO Resources Legal counsel MIS staff Foundation for CCCs 9/16/2019

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 9/16/2019

Sample CCC ASCII File Most colleges prefer to produce simple ASCII data format "01 ","T","001197SHE222548989","20020531","0904","",”O”,”N”,”” "02 ",“Estudiante",”Lisa","","","","","","","","","","","","","","","","","","","0085340 ",“123-45-6789","","19770705","" "03 ","001197","","EL CAMINO COLLEGE ","16007 CRENSHAW BLVD. ","TORRANCE ","CA","USA","905061864","INFO. TECH. SERVICES","3106603275","",”DBergin@elcamino.cc.ca.us”,”S” "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"," 194.00"," 2.553","" "08A",””,"IND","S"," 73.00"," 76.00"," 185.00"," 2.534","“ 9/16/2019

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 9/16/2019

CCCTran System Flowchart 9/16/2019

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 9/16/2019

Sample Screen: Student Selection 9/16/2019

Sample Transcript View/Print 9/16/2019

Sample Transcript View/Print 9/16/2019

Transaction Status Chart   Cancelled Transaction Status/ Events None New Request Ready Request Downloaded Transcript Uploaded On Hold Rejected Transcript Released Delivered Request Submitted Request Approved Request Rejected Request Held (Interactively) Request Held (Response) Request Held (Workflow) Hold Released Fulfilled Released Request Cancelled Transcript Recalled Transcript Viewed or Downloaded 9/16/2019

Local Control User logins Access capability levels Caching parameters Workflow triggers for automated processing Automated transmission schedule 9/16/2019

Future Support Receive requests from third parties such as: Credentials Inc. National Student Clearinghouse CaliforniaColleges.edu Interfaces with other databases (like ASSIST) Composite views of transcripts for a student 9/16/2019

Development & Pilot Cost System Design and Development: $727,750 Pilot Implementations $15,000 Pilot Operation and Maintenance: Year 1 $38,250 Project Management $200,000 Total Price - Phase 1 $981,000 (Does not include annual operation for all 109 CCCs) 9/16/2019

Subscriber Costs Installation (one-time) $5000 Waived for CCCApply Clients Annual Operation Base Rate $5000 35% discount for Small college (<5000 FTES) 15% discount for Multi-college (when entire district participates) Appreciation capped at 2% per year (Not subject to 10% CCCApply bundle discount) 9/16/2019

CCCTran Membership Levels Any UT registrant (no fee) Receive EDI or XML transcripts CCCTran Member (Xap annual service fee) Make online or batch requests View, print, download transcripts Customize views, reports Retain transcripts online Automate downloads* CCC Above plus: Manage accounts and access rights Issuing transcripts and responses 9/16/2019

Next Steps March – April Beta testing by CCCs and CSUs April - May Final changes, end-to-end retesting and documentation Testing online change request system May Online change request system release June System release for pilot colleges 9/16/2019

Further Information Joseph Giroux JGiroux@telis.org Project Manager Tish McNamara Tish@justish.com Project Director Bob Quinn BQuinn@cccco.edu Project Monitor Jessica Wagoner Jessica@xap.com Xap Customer Service Representative 9/16/2019