CCCTran Electronic Transcript Exchange

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CCCTranElectronic Transcript Exchange

• CACCRAO Conference 2009

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Todays Presentation

• Importance of Electronic Transcript Exchange to
  the California College System and Student
  Population
• How and When to Send Electronic Transcripts
• Taking electronic requests from CCCTran trading
  partners
• Taking requests through college student portal or
  3rd party portals
• Push transcript based on direct student in-office
  request
• Benefits and Value of Receiving Electronic
  Transcripts
• View transcripts online or import data
• Discussion

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CCCTran

• A secure web based transcript exchange system
  between all California colleges

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Current Status

• Launched into Production July 2007
• Currently 47 colleges Participants
• 31 California Community Colleges
• 14 California State University
• University of California
• UC Santa Barbara Proof of Concept
• Independents
• National University
• University of Phoenix
• Over 52,000 Live Transcripts Sent Online

WWW.CCC-TRAN.ORG
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Participating Institutions

• Cal Poly Pomona
• CSU Channel Islands
• CSU Chico
• CSU East Bay
• CSU Fullerton
• CSU Long Beach
• CSU Monterey Bay
• CSU Northridge
• CSU Sacramento
• CSU San Bernardino
• CSU San Marcos
• San Diego State
• San Francisco State
• San Jose State
• National University
• University of Phoenix

• Hartnell
• Merced
• MiraCosta
• Moorpark
• Oxnard
• Palomar
• Porterville
• Riverside
• Sacramento City
• San Bernardino Valley
• San Jose City
• Santa Rosa
• Shasta
• Skyline
• Ventura

• American River
• Bakersfield
• Butte
• Canada
• Cerro Coso
• Chaffey
• College of San Mateo
• College of the Sequoias
• Cosumnes River
• Crafton Hills
• Cypress
• DeAnza
• El Camino
• Evergreen Valley
• Folsom Lake
• Fullerton

31 CA Community Colleges 14 CA State Universities
UC Santa Barbara Proof of Concept 2 Private
Universities
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CCCTrans Future Direction
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Major Functionality
Transcript Recipient
Transcript Source
Request View status View/Download Transcript
s
Process Request Hold? Response Fulfillment
Pull
Push

• Setup for either Manual or Automated processing
• Common CCCTran Data Dictionary (ASCII based)
• Automated email messaging (optional setup)

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Benefits

• Facilitates transcripts on demand, in seconds
• One system - college and high school transcripts
• Eliminate Communication Frustration
• Reduce staff time, paper, and postage costs
• Eliminate errors from OCR and re-keying
• Feed Data directly into Degree Audit, SIS
• Standard Views with Legend for Document
  Management
• Eliminate fraud
• Go green - go paperless

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San Jose City CollegeCCCTran activity since
implementation (6/1/08 4/30/09)
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San Jose City College - CCCTran activity this
year (1/1/09 4/30/09)
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SJCC Possible Loss of Revenue since
implementation (6/1/08 4/30/09)

• 2957 transcripts x 4 11,828

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SJCC Possible Loss of Revenue this year (1/1/09
4/30/09)

• 1820 transcripts x 4 7,280

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Factors to consider

• Fee Collection
• Allow/Deny requests from other institutions
• Inter-phase with current SIS addressing 2 free
  trans vs. to be paid vs. rush fees
• Watch your revenue stream

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Goes without saying

• Instantaneous results with trading partners
• Instant gratification for both student and
  receiving institution
• ACCESSibility
• Supports Going Green Initiative

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Sacramento City College

• SCC pilot school for CCCTran (25,000 students)
• First school to go live (August 2007)
• Part of a four college district, all four
  colleges are live on CCCTran (85,000 students in
  district)
• Over 11,000 transcripts exchanged
• PeopleSoft Version 9 (as of 3/18/08)
• AR staff of 14, 3 people who process transcripts
  on a regular basis

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SCC Business Practice

• Maintained current business practices
• Previously sent electronic transcripts to CSUS
• Expanded to accept requests from all other
  CCCTran colleges
• Process and release automatically
• Daily check for holds and offline records
• Process student requests through CCCTran daily

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Continued

• 3755 e-Requests since January 1, 2009
• 131 that needed intervention

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Student e-Request

• We dont have onebut were working on it
• Similar to NOCCDs online request through their
  Gateway
• Request and payment online
• Processed and released automatically through
  CCCTran

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(No Transcript)
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Email Functionality

• Emails can be sent at each step of the workflow
  and to all the parties concerned

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Email continued

• Message is customized

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Email continued

• SCC does not use the email function now
• Will use following student e-Request
  implementation
• Notify student of financial holds
• Notify student of transcript release

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3rd Party Request

• CCCTran does allow for 3rd party requests
• CCCTran is easily implemented with 3rd party
  vendors such as Credentials Solutions

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What SCC likes about CCCTran!

• Automated system means minimal time investment
  for IT and Admissions
• Easily fits in with our business practices
• Fast and secure transmission of transcripts
• Time-saving! Allows staff to work with students
  and not with envelopes!
• Consistent and easy transcript format HTML or
  PDF
• Communicates issues to students and staff via
  email
• Tracking and reporting features easy to use

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SCC by The Numbers.

• Over 4,000 transcripts processed with CCCTran
  this semester
• Over 3,000 unsolicited requests
• Primarily to CSU Sacramento
• Time spent on these requests VERY LITTLE
• Time spent on system per day0-10 minutes

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Bakersfield College Where were goingHershey
System
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Hershey System (cont)
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Online Degree Audits
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Online Degree Audits (Cont.)
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Online Degree Audits (Cont.)
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Online Degree Audits (Cont.)
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Contacts

• Tim Calhoon Director CCC Technology Center,
  calhoonti_at_cccnext.net, [phone]
• Sue Vaughn - Director Enrollment Services
  (Bakersfield), svaughn_at_bakersfieldcollege.edu,
  [phone]
• Kim Goff Admissions Records Supervisor
  (Sacramento), goffk_at_scc.losrios.edu, (916)
  558-2054
• Carlo Santos Director Admissions Records (San
  Jose), carlo.santos_at_sjcc.edu, [phone]