1. 2008 TRANSCRIPT EXCHANGE AND HOPE GPA CALCULATION PROCESS

2. Session Overview Topics in Today’s Session:
Overview of the Transcript Exchange and HOPE GPA process
Overview on extraction, upload and release process
Overview on HS to PS transcript exchange process
Update on the Capture and Edit process
Overview / Update on STARS reporting
Overview of the previous graduate process
Overview of any Legislative updates
Question and Answer

3. Overview of the Transcript Exchange and HOPE GPA process
DAVID LEE
Vice President Research & Analysis
Georgia Student Finance Commission

4. 2008 TRANSCRIPT EXCHANGE AND HOPE GPA CALCULATION PROCESS

5. Transcript Exchange and HOPE Scholarship Eligibility Process

6. Transcript Exchange Process for HOPE GPA Calculations

7. 2007 Final HOPE GPA
Final GPA Calculation process ended September 14, 2007
Students are not on HOPE-eligible list until schools have verified the final calculation
Final HOPE Statistics as of September 14, 2007:
Out of 618 schools & estimated 82,000 graduating seniors –
Number of Schools Uploaded Transcripts (98.9%)
Number of Schools with GPAs Calculated (98.5%)
Number of Schools with Verified GPAs (97%)
Number of Students with GPAs Calculated ,671 (100%)
Number of Students who have been Verified ,100 (99.3%)
Percent of Eligible Students who were Verified %

8. 2007 Final HOPE GPA Results
Final HOPE Statistics as of September 14, 2007:
Out of the 82,100 graduating seniors verified
Number of Eligible Students ,079 (41.5%)
(Eligible Number = 34,124 but Schools Failed to Verify 45 Students) – 99.9% of Eligibles Were Verified
Number of In-Eligible Students ,021 (58.5%)
(In-Eligible Students = 48,547 but Schools Failed to Verify 526 Students) – 98.9% of In-eligibles Were Verified
Number of Eligible Students ,832
Average for 2005/ ,580

9. HOPE GPA 2007 Results
34% decrease in the number of HOPE Eligible Public School Students over the 2005/2006 Average
17% decrease in the number of HOPE Eligible Private School Students over the 2005/2006 Average

10. HOPE 2007 Results Analysis
Wide Variation in Grading Scales Among Public Schools
Wide Variation in Weighting Practices Among Public Schools
Wide Variation in Course Offerings Among Public Schools

11. Wide Variation in Grading Scales Among Public Schools
Highest A:
Schools
Schools
Schools
Schools
School
Schools
Lowest A:
93- 1 School
Schools
Highest B:
92- 1 School
Schools
Lowest B:
85- 1 School
Schools
Highest C:
84- 1 School
Lowest C:
77- 1 School
Schools
Schools
Schools
Schools
Schools
Highest D:
76- 1 School
Schools
Schools
Schools
71- 1 School
Schools
Lowest D:
Schools
No Grade of D- 217 Schools
Highest F:
Schools
Note: These Grading Scales Describe the Grades that are Posted on the Official Transcripts of Students

12. There is Wide Variation in Local Weighting Practices Among Public Schools
Out of 180 Public School Districts:
49 Systematically Weight AP Courses
7 Systematically Weight IB Courses
Only 28 Systematically Weight Honors Courses
8 Systematically Weight PSO/Accel Courses
11 Systematically Weight Some Other Type of Course (Examples: Gifted, Pre-AP, Advanced)
31 Public Schools Weight Individual Courses

13. General Reasons for the Decrease in the Number of HOPE Eligible Students
Exclusive Use of 4.0 Scale Rather than an 80 Numeric GPA
Removal of Local Weights Added by Schools
Inclusion of Failing Grades in 2007

14. Overview on extraction, upload and release process
DEMI FOGLE
Transcript Exchange Specialist
Information Technology Division
Georgia Student Finance Commission

15. Let’s Get Started
Create an account at and login to the Counselor’s Center. Notify your GSFC Installer once completed in order for them to have your account activated.

16. Select the Preferences Tab
Next select School Profile. Here you will specify what type Student Information your school is currently using. This entry will determine if your school will be using a supplied extract, report utility, or creating your own file.

17. Specify your SIS System
Scroll down and select Save at the bottom of the page.

18. Select the Counselor Tools Tab

19. Download Extract Software
Select the extract version by clicking on the link.

20. Downloading and Installing Using the Extract Utility

21. Extract Reporting Software

22. Running the Extract Utility

23. Launching the SASIxp Configuration Utility

24. STEP 1
Configure
Launch the XAP Transcript Extract utility by clicking:
START >
All Programs >
XAP Corporation >
XAP Transcript Extract for SASIxp
When the utility launches for the first time, it will present the following series of dialog boxes:
Step1 Click “OK” on the “Before you can start…” dialog

25. STEP 2
 2. Enter the Username and Password that you use to login to Counselor Center. Choose which server you wish to receive your uploaded files (It probably should be the LIVE server). We recommend that you also mark the “Upon completion of processing, send an notification to…” so that you will receive notices when your upload files have been processed and the transcripts are ready to be released (SEND) to GSFC and/or Colleges. Remember to enter your address!
Ask your school’s Network Administrator if your school uses a PROXY server to access the internet.
If the answer is “No”, then you may click the “Next >” button and skip to step 3.

26. If the answer is “Yes”, your school DOES USE a PROXY server in order to access the internet, so you will need to click on the button entitled “Advanced Connection Settings”. Obtain the correct information from your Network Administrator. Input the data into the proper fields. Click “OK”, and then click “Next”.

27. STEP 3
3 Click the “Choose Dir…” button to identify the pathway to the SIS database. When you have pointed to the database, click the “Finish” button.
If the utility can find the database, it will present data in the School Number and Name, School Year, and GPA Selection fields. Select the proper school number, School year and GPAs. Click the “Finish” button.

29. STEP 4
4. The installation program will respond by presenting the following dialog box. Click the “OK” button.  
The installation program will launch the XAP Transcript Extract for SASIxp dBase

31. STEP 5
5. Note that in File > Preferences, you may change or add your address if you would like to receive notices when your uploaded files have finished processing at XAP and are ready for you to release (SEND) to GSFC and/or Colleges. Click the “OK” button to save your updated information.

32. Downloading and Installing Using Report Utilities

37. Viewing Upload Results

38. Uploading All Students

39. Selecting Students Individually

40. Releasing Transcripts to GSFC for HOPE Calculations

42. Overview of the Transcript Exchange and HOPE GPA process
JANINE ROBINSON-COMBRE
Associate Vice President
GACollege411
Georgia Student Finance Commission
DESEREE EDWARDS
Project Manager

43. High School Counselor:
Send Transcripts to Colleges

44. High School Counselor: Send Transcripts to Colleges
Step 1:
Go to
Select
“School Counselors” link

45. High School Counselor: Send Transcripts to Colleges
Step 2:
Select “Counselor Center” link

46. High School Counselor: Send Transcripts to Colleges
Step 3:
Select “Go to Counselor Center” button

47. High School Counselor: Send Transcripts to Colleges
Step 4:
Login to Counselor Center
Enter your username
Enter your password
Click the “log on” button

48. High School Counselor: Send Transcripts to Colleges
Step 5:
Open Transcript Manager
Select “Counselor Tools” menu
Select “Transcript Manager”

49. High School Counselor: Send Transcripts to Colleges
Step 6:
Search for desired transcript(s)
In this instance, user searched for a date: 07/06/2007
The search function looks in all of the columns visible in this report 49

50. High School Counselor: Send Transcripts to Colleges
Step 7:
Select Transcripts
Select each transcript that you wish to send (all selected will be sent to the SAME college)
Click “next” button 50

51. High School Counselor: Send Transcripts (Optional)
Step 8:
Select Destination(s)
If sending to GSFC, select both checkboxes
Otherwise, select only the appropriate College(s)
Click “next” button at bottom of the page

52. High School Counselor: Send Transcripts (Optional)
Step 9:
Confirm your selections
If the correct student names are listed, and the correct destination schools, then Click “finish” button

53. High School Counselor: Send Transcripts (Optional)
Step 10 Finished A message indicating success will appear Remember to Log out

54. What is Electronic Transcript Exchange?
Allows transcripts from Georgia High Schools to be sent electronically to Post-secondary institutions in the state;
Counselors may send using the same method they used for HOPE transcripts;
Students may have the ability to send transcripts and applications together electronically.

55. Students must have a My 411 account to send their transcripts
Students must have a My 411 account to send their transcripts. Currently they are matched with their schools through the ssn, name, and DOB.

56. They can choose which schools they would like their transcripts released to. They can also choose to have future copies of their transcripts released. Transcripts are sent to the schools queue when the student clicks “release transcript”. It will generally not be sent until uploaded by their counselor or designated transcript exchange district representative.

57. The student will receive a message letting them know when the xcript was released and downloaded.

58. In order for School Counselors or other school officials to send transcripts from GAcollege411, they must have counselor center accounts. The counselor center can be accessed by clicking on “school counselors” on the left menu bar and then by clicking on “counselor center” under resources.
The modules available in the transcript manager will allow you to send transcript, upload transcript, review the transcript upload history, or if needed download extract software. Students for you school will be displayed upon entering the transcript manager. Your students will be listed alphabetically, or you can use the search function to find an individual student. Once you make the selection of students, click next at the bottom of the screen. By clicking on the view, you will get 5 separate screens of information for the student including student info, term info, testing scores, immunization, and a “view all” composite screen. The print option will give you a pdf of the students transcript.

59. As with the students, the counselor will choose where the transcript will be send from a drop-down list of psi’s.

61. Specify transcript type Enable/Disable Student release to Colleges
You can:
Specify transcript type
Enable/Disable Student release to Colleges
Attach transcript file
Identify High School
Request receipt
Send file to Xap
When a student requests that a transcript be sent, it must be request for information is sent to a queue for the counselors. By clicking browse, they can choose individual or multiple students, however if they choose more than one, all transcript must have the same destination.

62. The Transcript Upload History will give you a record of all upload requests. The following information will be given:
The unique report identifier; the status, whether the job is completed or not; date and time of upload; file name;

63. Printed transcript layout.

64. Pilot program began September 30th
High School participants: Bibb County, Cobb County, Gwinnett County, Fulton County, Colquitt County, Irwin County; Tift County
Post Secondary participants: Georgia College & State University, Macon State, Georgia Tech, Abraham Baldwin, Kennesaw State, University of Georgia and Georgia State

65. High School Feedback “Process is simple and efficient”;
“Like having proof in ‘black and white’ that the transcript has been sent”;
Some “called just to be sure that the schools received the transcript, and they did”;
“Don’t know if I like the idea of students sending themselves”;

66. Post Secondary Feedback
“Overall process is easy one”;
“The data is presented in a format that is easily readable”;
“The download process is similar to application download”;       
“Staff will need some additional training, but it should not be very much.  The standardized format should make the evaluation process much easier and faster”.

67. Post Secondary Feedback, continued
“Transcripts need header/footer added to aid upload to our imaging product (if there is more than one page and they get separated, we can’t match them up)”;
“A larger font for type on all transcripts would be appreciated. The type is very small and there seems to be enough space for larger type”;
“Some inconsistencies in Year/Term submissions by schools. Could be because they were putting in for test, but want to be sure data is clean and consistent”;
“Some inconsistencies in Weight Indicator - some numerical codes, some blank, some AP only. Prefer uniformity across transcripts”.

68. Update on new process flow and report features on STARS
BOB LAHL
Planning and Administration Manager
Information Technology Division
Georgia Student Finance Commission

69. Update on Capture and Edit Process
Purge prior years data before new year process
System automatically create backup copy of DB (MMDDYYYYHHMMSS-all.bls)
Verify current version 1.27
Designed to allow schools with no SIS to data enter required student transcript data
Download via STARS system – (WinZip required)
Allows schools to view / update transcript data
Automatic update to missing / incorrectly formatted field
Import / Exports data in standard Xap file layout

70. Update on Capture and Edit Process
Version # 1.27

71. Update on Capture and Edit Process
Designed to allow schools with no SIS to data enter required student transcript data
School Information
Term Information
Student Information
Academic course history

72. Update on Capture and Edit Process

73. Update on Capture and Edit Process

74. Update on Capture and Edit Process

75. Update on Capture and Edit Process

76. Update on Capture and Edit Process
Download via STARS system
Full version
Update
Latest version on STARS
WinZip required to install program (

77. Update on Capture and Edit Process

78. Update on Capture and Edit Process

79. Update on Capture and Edit Process
Allows schools to view /update SIS transcript data
View / Update student data
View / Update Course data
Batch update data fields

80. Update on Capture and Edit Process

81. Update on Capture and Edit Process

82. Update on Capture and Edit Process

83. Update on Capture and Edit Process

84. Update on Capture and Edit Process
Version # 1.27

85. Update on Capture and Edit Process

86. Update on Capture and Edit Process

87. Update on Capture and Edit Process

88. Update on Capture and Edit Process
Import / Exports data in standard Xap file layout

89. Update on Capture and Edit Process
Version # 1.27

90. Update on Capture and Edit Process

91. Update on Capture and Edit Process
Version # 1.27

92. Update on new process flow and report features on STARS

93. Update on new process flow and report features on STARS
2008 Preliminary / Final process began on Sept. 17th
Dual processing through April
On-line report options for 2007 Final and 2008 Preliminary / Final
New error report for ineligible POS / Diploma types
Transcript load error report
Prior Year graduate reports available

94. Update on new process flow and report features on STARS

95. Update on new process flow and report features on STARS

96. Update on new process flow and report features on STARS

97. Update on new process flow and report features on STARS

98. Underclass transcript processing
Ability for schools to upload underclass transcripts (currently testing)
Process period to be determined
Grade level on transcripts required
Progress calculation only performed
Progress reports for underclass students

99. Update on new process flow and report features on STARS
NEW Reports to be released
Prior year graduate reports (if processed electronically)
Underclass Progress reports
Underclass GACollege411 Progress report

100. Verification Tips Review School rules
Review unverified eligible and ineligible list
Review detail reports
Review error reports / make corrections
Review transcript load error report
Verify both eligible and ineligible list

101. Overview of the previous graduate process
CAYLEE FRENCH
Senior Manager
Origination Services
Georgia Student Finance Commission

102. Overview of the previous graduate process
Review of 2007 Out-of-state and Previous Graduate processing
GSFC received over 1250 transcripts from students who graduated either from an out-of-state high school or before May 1, 2007.
Completely manual process for calculations using an Excel Spreadsheet
Time intensive due to the number of high schools that had to be contacted to gather additional information
GSFC is now current on all out-of-state and prior year graduate transcript processing

103. Overview of the previous graduate process
2008 Out-of-state and Previous Graduate processing
“Previous Graduates” are those students that graduated prior to December 1, 2006.
High schools and counties that have the system capability to do so will be able to submit transcripts for previous year graduates electronically
Submit under the 2008 Final heading and GSFC will separate them into a different database
Schools will see reports on STARS with the previous graduate calculations and must verify the calculation
Students will NOT be able to view calculation on GAcollege411.org, but will receive a letter
Enhanced internal process for paper transcripts for previous and out of state graduates

104. Overview of the Transcript Exchange and HOPE GPA process
DAVID LEE
Vice President Research & Analysis
Georgia Student Finance Commission

105. Overview of any Legislative updates
Potential Legislative Issues May Include:
Weighting of Honors Courses – Requiring Statewide Standards for Honors Courses
Not Counting Technical College Courses Taken in High School Towards HOPE Hours
Standardization of Public School Grading Scales
Standardization of Public School Grade-Weighting Practices

106. Questions?