1. ‘CCCTran’ E-Transcripts for 3 Million Students
CCC E-Transcript Project - CISOA 2004
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‘CCCTran’ E-Transcripts for 3 Million Students
March 22, 2006
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2. Presentation Topics About CCC Transcripts Transcript Project Goals
In Development
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3. 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
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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
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5. Sample College Size Range (Spring 2004)
Headcount
Credit FTES
Feather River
1,997
610.4
San Francisco
32,531
11,229.8
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6. 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
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7. 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
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8. 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
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9. EDI Usage (2004 Survey) Using EDI for transcripts 14
Use to use EDI but don't now 9
Planning to use EDI 38
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10. Project Goals Electronic Records Exchange Partner Project CCCApply
CCCTran Progress
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11. 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
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12. ERE Transcript History
Request for Applications (RFA) for Electronic Records Exchange awarded jointly to Yuba and Contra Costa
Feasibility Study conducted with positive result and recommendation for admission application and transcripts
Application for Admission “CCCApply” funded, developed and released
Data dictionary developed and open-source report made
Office of Civil Rights and ADA compliance completed
Two representative models tested and RFI conducted
AB540 form added
Requirements finalized and RFP conducted
BOG Fee Waiver application added
System designed and tested for release
International student app and Spanish version added
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13. Partner Project - CCCApply
Developed and released in 2001
76 colleges opted in by end of 4th year
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14. 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
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15. 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
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16. 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.
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17. 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
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18. 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
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19. 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)
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20. 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

21. 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
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22. 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
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23. 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.
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24. Project Plan Execution
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25. In Development The Project Crew System Design Cost Information
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26. 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)
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27. 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
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28. 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
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29. 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
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30. 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","“
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31. 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
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32. CCCTran System Flowchart
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33. 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
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34. Sample Screen: Student Selection
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35. Sample Transcript View/Print
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36. Sample Transcript View/Print
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37. 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
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38. Local Control User logins Access capability levels Caching parameters
Workflow triggers for automated processing
Automated transmission schedule
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39. 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
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40. 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)
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41. 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)
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42. 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
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43. 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
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44. Further Information Joseph Giroux JGiroux@telis.org Project Manager
Tish McNamara Project Director
Bob Quinn Project Monitor
Jessica Wagoner Xap Customer Service Representative
9/16/2019