Electronic Transcript (e-T)pProject Overview

July 30, 2008Rosalyn Graham – South Carolina Department of Education Project Managery p j g

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ee--TranscriptTranscript

TABLE OF CONTENTS

Project OverviewProject OverviewObjective/DescriptionFeatures/BenefitsC t St tCurrent StatusProposed Timelinee-Transcript ProcessProject TeamNext StepsQuestionsQuestions

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ee--TranscriptTranscript OverviewOverview

Reduce the manual process of student transcripts

To enable the efficient and accurate management of data to comply with national reporting requirements

Funded : SCDE Longitudinal Data Systems Grant (LDS)

Vendor: Docufide, Inc.

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ee--TranscriptTranscript ObjectiveObjective

Capture requests for student records and transcript for K-12 admin, & college administrators

Capture data out of SASIDeliver data in a multiple formats (PDF, XML, etc)

Secure, intuitive web-based interface.

Maintain FERPA compliance.p

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ee--TranscriptTranscript Project DescriptionProject Description

Th T i t j t ill id th ELECTRONIC• The e-Transcript project will provide the ELECTRONIC exchange of student transcripts and student records.

• e-T will also enable transcripts from High School to South Carolina Colleges and Commission of Higher Education at no cost to schools or students and a twice yearly diploma report for high

h l lschool counselors.

•e-T will enable student records exchange between all K12 schools in the state using Docufide’s Service from the student data in thein the state using Docufide’s Service from the student data in the SASI student information system

•e-T student transcripts will be standardized authenticated kept•e-T student transcripts will be standardized, authenticated, kept confidential, exchanged securely, and processed in a timely manner.

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ee--Transcript BenefitsTranscript Benefits

Link Individual Student Records Across Years

Improves Data Quality p y

Improve data access for Mobile/Transfer Students

Improve the Cycle Times on data collection

Secure Transcript protocol

Online training sessions 24/7

Automated registration portalAutomated registration portal

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ee--Transcript Current StatusTranscript Current Status

Pearson will discontinue SASI support August 1, 2010No charge for the PowerSchool Premier license

SCDE in discovery concerning Pearson announcementSCDE in discussions to identify next Steps

Multi-Phase approachPhase 1 - Electronic transcriptPhase 2- Records exchange

Docufide Secure TranscriptCompatible with PowerSchool

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ee--TranscriptTranscript FeaturesFeatures• State specific electronic transcript portal hosted by Docufide• State-specific electronic transcript portal hosted by Docufide

• Interface with the existing SASIxp student system to allow for th t ti f t d t d d t i tthe extraction of student records and transcripts.

• Provide interfaces and workflows for request, release, and receipt of student record and transcript data.

• Provide delivery of student record and transcript data in PESC y pXML, SIF XML, and EDI formats.

• Provides email notification of transcripts throughout the deliveryProvides email notification of transcripts throughout the delivery process.

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ee--TranscriptTranscript Proposed TimelineProposed Timeline

Requirements, Design Specification – Phase 1

Requirements, Design

Jan Feb Mar AprMay Jun Jul Aug Sep Oct Nov DecMONTHS

q gSpecifications - Phase 2

Development (Phase 1 & 2)

Testing & Integration Phase 1

Pre-Rollout Planning

Proof of Concept - College & High School Enrolment Ph 1

Deployment – Phase 1

Phase 2 – Testing & Integration Ph 2 - Records Exchange

Beta – K12 Records Exchangeg

K12 Registration

Installation at Remaining Districts

Training

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Student Registration & RequestStudent Registration & Request

The SCDE e-Transcript Initiative allows for students or parents to order transcripts online 24/7 with an easy registration and request24/7 with an easy registration and request process.

Secure Transcript Includes:Secure Transcript Includes:

•• Secure student registration, Secure student registration, requesting & order trackingrequesting & order trackingequest g & o de t ac gequest g & o de t ac g

•• A comprehensive database of A comprehensive database of colleges and scholarship fundscolleges and scholarship funds

•• FERPA compliant delivery to FERPA compliant delivery to p yp yany other destination globallyany other destination globally

•• Intuitive school interface Intuitive school interface allowing for review and allowing for review and

l f ll tl f ll tapproval of all requestsapproval of all requests

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Student searches the database of colleges, choosing one or many destinations for

Student Request ProcessStudent Request Process

delivery.

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ee--TranscriptTranscript NotificationsNotifications

Students can track their requests online and will also receive confirmation emails when their request is received, approved by the school registrar, and upon delivery.

Automatic Email NotificationsAutomatic Email Notifications

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Secure Transcript provides high school administrators with a secure online To-Do List

Sending School ProcessSending School ProcessSecure Transcript provides high school administrators with a secure online To Do List, where all student and alumni transcript requests are quickly reviewed and processed for delivery.

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ee--TranscriptTranscript

A To Do list is then created for approved requests. The next stepapproved requests. The next step is to retrieve the transcript reports for these students.

Th D fid Vi t l P i t i d tThe Docufide Virtual Printer is used to electronically upload student transcripts securely to Docufide for processing.

Transcripts can be sent individually or in a batch.

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PDF XML

ee--TranscriptTranscript Report FormatsReport FormatsAgenda Item III.

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College administrators can request initial or follow up transcripts or on an enrolling

Request TranscriptsRequest TranscriptsCollege administrators can request initial or follow-up transcripts or on an enrolling student’s behalf. High schools can also request transfer transcripts from any other high school in the state.

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School contact and profiles are available online for all participating colleges and high schools

DirectoryDirectorySchool contact and profiles are available online for all participating colleges and high schools.

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Real time reports are available for sent or received transcripts with results exportable to

ee--TranscriptTranscript ReportsReportsReal-time reports are available for sent or received transcripts, with results exportable to Excel for further data analysis.

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S th C li D t t f Ed ti C i i Hi h Ed ti

ee--TranscriptTranscript Project TeamProject Team

Susan Bell Louise Amos

Ann WhiteJustin HuttoD b H ld

South Carolina Department of Education

Camille BrownCli t M lli

Commission on Higher Education

Deb Holdren,LDS Grant Program Manager Tom Olson - Project Director

Leon Nelson – Project Director Rosalyn Graham – Project Manager

Clint MullinsTrena Houp

Sjianna Coriarty

SC Technical College System LEA’s

Khush TataDr. Russ Bumba

Debbie Maxson – Horry CountyNancy Brown – Oconee County

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Next StepsNext Steps

-Finalize and approve Project documentation:Scope and RequirementsCommunication PlanCommunication PlanDesign SpecificationsProject Schedule

-Begin Development Process

D l C i ti d T i i M t i l-Develop Communication and Training Materials Web sessionsCall to Action LettersRegistration PlanRegistration Plan

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QUESTIONSQUESTIONS

ContactRosalyn Graham

Project Manager – SCDERGraham@ed sc govRGraham@ed.sc.gov

803-734-8167

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