CCCTranElectronic Transcript

Exchange

CACCRAO Conference 2009

Today’s 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

CCCTran

AICCU

K-12 CSU

CCC

UC

CCCTran

A secure web based transcript exchange system between all California colleges

WWW.CCC-TRAN.ORGWWW.CCC-TRAN.ORG

Current StatusCurrent 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

Participating Institutions 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

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

31 CA Community Colleges14 CA State Universities

UC Santa Barbara Proof of Concept 2 Private Universities

CCCTran’s Future Direction

Major Functionality

Request

View status

View/DownloadTranscripts

Process Request

Hold?Response

Fulfillment

Transcript Recipient Transcript Source

Pull

Push

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

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

San Jose City CollegeCCCTran activity since implementation (6/1/08 – 4/30/09)

San Jose City College - CCCTran activity this year (1/1/09 – 4/30/09)

SJCC Possible Loss of Revenue since implementation (6/1/08 – 4/30/09)

2957 transcripts x $4 = $11,828

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

1820 transcripts x $4 = $7,280

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

Goes without saying…

Instantaneous results with trading partners Instant gratification for both student and

receiving institution ACCESSibility Supports Going –Green Initiative

Sacramento City CollegeSacramento City College

SCC pilot school for CCCTran SCC pilot school for CCCTran (25,000 students)(25,000 students)

First school to go live (August 2007)First school to go live (August 2007) Part of a four college district, all four colleges are Part of a four college district, all four colleges are

live on CCCTran live on CCCTran (85,000 students in district)(85,000 students in district)

Over 11,000 transcripts exchanged PeopleSoft Version 9 (as of 3/18/08) A&R staff of 14, 3 people who process transcripts

on a regular basis

SCC Business PracticeSCC Business Practice

Maintained current business practicesMaintained current business practices Previously sent electronic transcripts to CSUSPreviously sent electronic transcripts to CSUS

Expanded to accept requests from all other Expanded to accept requests from all other CCCTran colleges CCCTran colleges

Process and release automaticallyProcess and release automatically Daily check for holds and offline recordsDaily check for holds and offline records Process student requests through CCCTran dailyProcess student requests through CCCTran daily

Continued…Continued…

3755 e-Requests since January 1, 20093755 e-Requests since January 1, 2009 131 that needed intervention131 that needed intervention

Student e-RequestStudent e-Request We don’t have one…but we’re working on itWe don’t have one…but we’re working on it Similar to NOCCD’s online request through Similar to NOCCD’s online request through

their “Gateway” their “Gateway” Request and payment onlineRequest and payment onlineProcessed and released automatically through Processed and released automatically through

CCCTranCCCTran

Email FunctionalityEmail Functionality Emails can be sent at each step of the Emails can be sent at each step of the

workflow and to all the parties concernedworkflow and to all the parties concerned

Email continuedEmail continued Message is customizedMessage is customized

Email continuedEmail continued

SCC does not use the email function nowSCC does not use the email function nowWill use following student e-Request Will use following student e-Request

implementationimplementation Notify student of financial holds Notify student of financial holds Notify student of transcript releaseNotify student of transcript release

33rdrd Party Request Party Request

CCCTran does allow for 3CCCTran does allow for 3rdrd party requests party requests CCCTran is easily implemented with 3CCCTran is easily implemented with 3rdrd

party vendors such as Credentials party vendors such as Credentials SolutionsSolutions

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

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 day=0-10 minutes

Bakersfield College: Where we’re goingHershey System

Hershey System (cont)

Online Degree Audits

Online Degree Audits (Cont.)

Online Degree Audits (Cont.)

Online Degree Audits (Cont.)

ContactsTim Calhoon – Director CCC Technology Center,

calhoonti@cccnext.net, (530) 879-4091

Sue Vaughn - Director Enrollment Services (Bakersfield), svaughn@bakersfieldcollege.edu, (661) 395-4049

Kim Goff – Admissions & Records Supervisor (Sacramento), goffk@scc.losrios.edu, (916) 558-2054

Carlo Santos – Director Admissions & Records (San Jose), carlo.santos@sjcc.edu, (408) 288-3707