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SPEEDE/ExPRESSAn ElectronicSystem forExchangingStudentRecords

Council of Chief StateSchool OfficersAmerican Associationof Collegiate Registrarsand Admissions Officers

National Center forEducation StatisticsU.S. Departmentof Education

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SPEEDS=xPR=SS

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NATIONAL CENTER FOR EDUCATION STATISTICS

U.S. Department of EducationRichard W. RileySecretary

Office of Educational Research and ImprovementEmerson J . ElliottActing Assistant SecretaryNational Center for Education StatisticsEmerson J. ElliottCommissioner

March 1993

Contract funded by theNational Center for Education Statistics

ransferring information about students is a commonplace event for schoolsand colleges, both public and private .

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When a student moves from one school to another, information about the student's back-ground, coursework, and attendance is generally compiled in a student record, or transcript,

and sent to the receiving school so that appropriate educational decisions can be made aboutthe student .•

When a student completes high school, the student's transcript may be sent to a postsec-ondary institution or employer .

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0 D U C T 10

∎ A student who transfers from onepostsecondary institution to another has a transcript sent so that he or she may obtain credit forcoursework completed or qualify to work on another academic degree .•

Once a student has completed a postsecondary degree, a transcript may be sent to aproposed employer .

The ease with which the records are understood and transferred often depends upon thedesign of the student record format (for example, the extent to which the format isautomated/computerized, and how much information is maintained), the efficiency of the deliverysystem (e.g ., mail, fax, telecommunications), and the way the information is handled by thereceiving school or employer .

In 1989, building on projects completed in Florida and Texas, work began on the develop-ment of a national (eventually, an international) standard for exchanging student records moreefficiently. This system would tap into the sophisticated automation of many education agen-cies and institutions .

The Standardization of Postsecondary Education Electronic Data Exchange(SPEEDE)/Exchange of Permanent Records Electronically for Students and Schools (ExPRESS)Electronic Transcript System is intended to assist school districts (grades prekindergartenthrough 12) and postsecondary educational institutions in the U .S . and Canada in the process oftransmitting student academic records (transcripts) from one educational institution or agency toanother educational institution, agency, corporation, or other appropriate recipient . One of theprincipal goals of the SPEEDE/ExPRESS project is to encourage increased compatibility in state,local and institutional education information systems by providing a very practical tool that willserve the needs of schools and students .

This document provides a general introduction to the SPEEDE/ExPRESS format and the plansfor making this a widely used system for exchanging standard student records . The next sectiondescribes the development of the format and system . Following that section is a description ofits content and a discussion of electronic means of exchanging records, including sections onsecurity and confidentiality. The last few sections deal with the implementation of the electronicstudent records system and future activities .

DEVELOPMENT OFTHE SPEEDE/ExPRESSELECTRONIC TRANSCRiSYSTEM The SPEEDE/ExPRESS ElectronicTranscript System consists of two components :1) formats for the standard transcript and relatedprocesses to request and acknowledge receipt ofa transcript, and 2) the electronic means for trans-mitting the transcript . The development of each ofthese is described below .

The Standard Transcriptand Other Related Formats .

The development of the SPEEDE/ExPRESS Electronic Transcript formats repre-sents the efforts of several groups . TheAmerican Association of Collegiate Registrarsand Admissions Officers (AACRAO) withassistance from the National Center forEducation Statistics (NOES) of the U .S .Department of Educationsponsored the Committeeon Standardization ofPostsecondary EducationElectronic Data Exchange(SPEEDE), which partici-pated in the developmentof the standard formatsand is responsible for theapplication of theSPEEDE/ExPRESS for-mats to postsecondarystudent transcripts .AACRAO membershipincludes over 2,300member institutions pri-marily in the U .S. andCanada. These postsec-ondary institutions areimplementing the processof transmitting the studentacademic record in this standard format over elec-tronic networks .

NOES and the Council of Chief State SchoolOfficers (CCSSO) led the efforts to make theSPEEDE/ExPRESS formats applicable forprekindergarten through Grade 12 studentrecords . The Exchange of Permanent RecordsElectronically for Students and Schools (ExPRESS)

Jensen High SchoolFormat

task force consisted of representatives of state ailocal education agencies in five states . The taskforce worked to ensure that the format includedkey information for prekindergarten/elementary/secondary students and to make the systemappropriate for schools, school districts, and stageducation agencies .

The SPEEDE/ExPRESS formats were devel-oped according to the guidelines of the AmericarNational Standards Institute's (ANSI) Accredited

TRANSLATION SOFTWARC.. a 0 • • 0 00000

(SPEEDE/ExPRESS Forma

Standards Committee (ASC X12). The ASCX 12 approves standards for the electronic

transmission of standarddocuments (called transa(tion sets). The format forthe Student EducationalRecord (Transcript)Transaction Set (130) wasapproved by the ASC X12in February 1992 . Format ;for the Student EducationaRecord (Transcript)AcknowledgmentTransaction Set (131), theRequest for StudentEducational Record(Transcript) Transaction SE

(146), and the Response tiRequest for StudentEducational Record(Transcript) Transaction Si(147) were approved inSeptember 1992 . Each of

these formats is described in more detail in thenext section .

A major benefit of the SPEEDE/ExPRESS for-mats is that districts and institutions using the stardard formats to send and receive student recordswill be better able to interpret information fromother agencies and institutions . Software can bewritten or purchased to translate information aboLa student from a school district or institution'sexisting student record system into the standardformat for sending the data . Similarly, softwarecan be used for translating data received about astudent into the receiving school district or institu-tion's format for incorporation into their studentrecord system .

Student records are exchanged using com-puter-to-computer transmission, diskettes, or mag-netic tapes. This process decreases the timeneeded to send and receive student information . Ifdata are incorporated directly into the receivingdistrict or institution's system, there will be fewererrors than if the data were rekeyed . TheSPEEDE/ExPRESS format can also be used to sup-

port other usesof student data,such as creatingreports .

The Electronic Means forTransmitting the StudentTranscript.

One goal of the project is to use availabletechnology to efficiently send student records fromone site to another. Various electronic means forthis exist . Most school districts and institutionsalready use magnetic tape or computer diskette tosend groups of student records that are all goingto the same place . The receiving agency or institu-tion can enter the data into its computer systemwithout having to rekey the information, thus pro-moting efficiency and accuracy .

There are numerous electronic networks avail-able for exchanging information through communi-cations software . Many school districts andpostsecondary institutions already have accountson these networks, which can be used toexchange student records . There are also statenetworks that have been developed to facilitate theexchange of information within the state .

All of these mechanisms can be used toexchange student records efficiently . The selec-tion of a single mode of transmission is unlikely .The development of a system of recommendedmodes for sending transcripts will be ongoing,taking into consideration both nearby institutions ordistricts with whom transcripts are frequently

TRANSLATION SOFTWARE

(Institution's Format)

exchanged as well as institutions ordistricts in other states or countries .In addition, issues of cost and easeof use will be con-sidered. The main-tenance of aparticipant table(with names, net-work addresses,and other relevantinformation) will bean essential part ofmaking the systemfunction well andexpand .

Cairn CommunityCollege Format

CONTENT OFTHE STANDARDFORMATS Four standard formats (calledtransaction sets for electronic data interchange-EDI) have been developed: Student EducationalRecord (Transcript)-Transaction Set 130 ; StudentEducational Record (Transcript) Acknowledgment-Transaction Set 131 ; Request for StudentEducational Record (Transcript)-Transaction Set146; and Response to Request for StudentEducational Record (Transcript)-Transaction Set147 . In addition, another ASC X12 transaction set,the Functional Acknowledgment, Transaction Set997, may be used .

Student EducationalRecord (Transcript) -Transaction Set 130 .

This transaction set can be used by schools,school districts, and postsecondary institutions totransmit current and historical records of educa-tional accomplishments and other important infor-mation for students enrolled at the sending schoolsand institutions . This record contains the informa-tion needed to make appropriate initial educa-tional placements for students in prekindergartenthrough Grade 12. For postsecondary institutions,the record includes information needed for deter-mining if a student will be accepted for enrollmentand for placing the student in appropriate coursesand educational programs at the receiving institu-tion. Because the data are used for making impor-tant educational decisions, it is crucial that theinformation be available on a timely basis .

The student transcript contains personal historyand identifying information about the student, thecurrent academic status, dates of attendance,courses completed with grades earned, degreesand diplomas awarded, health information (usuallyused only by prekindergarten through Grade 12)and testing information . Data elements (items ofinformation) for each of these areas are groupedinto data segments (sets of related data elements)which are equivalent to "records" in a paperdocument .

While many of the data segments are optional,there are some data segments that are required forEDI transmission . And within data segments thereare mandatory and optional data elements . Otherthan the segments required for EDI transmission,the only data segments that are mandatory providekey identification information required for deter-mining whose record is being sent . Most of thedata segments (and within them the data ele-ments) are optional .

Schools, districts, and postsecondary institu-tions are encouraged to include any data theyhave that fit into the standard format and that theybelieve will be useful to the receiving district orinstitution . In cases where there are state or locallaws or regulations that restrict the transmission ofcertain data elements, the sending entity maysimply elect not to send the restricted data seg-ments or data elements .

Most of the information in the transcript formatis set up in "loops ." Loops are sets of segmentsthat provide multiple instances of related informa-tion. For instance, there is a test loop that providesfor each national, regional, or local test a studenthas taken, information about the name of the test,when the test was taken, level of the test and stu-dent, date and type of norms, test language, andscores. If more than one test is being reported, thetest loop would be repeated . Loops are used to

send personal informa-tion about the studentand family, studentacademic status andenrollment, health, spe-cial program participa-tion, coursework,degrees and other aca-demic summary infor-mation .

Student EducationalRecord (Transcript)Acknowledgment -Transaction Set 131 .

This transaction set serves both a security andinformation purpose . In returning certain key dataelements to the known address of the sender, itensures that the data originated with the sender ofrecord and that they were received intact .

Most of the data segments in this transactionset are mandatory . Included are segments con-taining information about the sending institution,the student's name, the student's identificationnumber, number of course segments sent, andacademic summary information .

Request for StudentEducational Record(Transcript) - TransactionSet 146.

This transaction set is used to request a stu-dent's record from a school, district, or institutionthat the student previously attended . Included aredata segments containing information needed toensure that the appropriate student's record issent, such as student's and parents' names, pre-vious address, identification numbers, demo-graphic information, and dates of enrollment .

Response to Requestfor Student EducationalRecord (Transcript) -Transaction Set 147 .

This transaction set is used to respond to aRequest for Student Educational Record if theschool, district, or institution to which the requestwas made is unable to respond immediately with astudent transcript . It can also be used to tell therequesting district or institution when the transcriptwill be sent or why it will not be sent . Included aresegments repeating information about the studentwhose record was requested, a request rejectionreason code, and information about paper docu-ments which may need to be sent in place of anelectronic transcript .

FORMATEXAMPLES The transaction set formatsdescribe the order in which data should be listedand codes that can be used to shorten or summa-rize more lengthy information . Flexibility is pro-vided for instances when data are not maintainedin a student record system in a way that fits withthe standard format . The extent to which thecodes can be used, however, promotes inter-pretability and decreases the size of the electronictranscript .

As described above, information about the stu-dent is translated into standard data segment for-mats. Each data segment has severalcomponents . The Data Segment Identifier is anabbreviation identifying the type of informationincluded in the segment . It is a unique two- orthree-letter identifier (for example, "IMM" repre-sents the data segment for "immunization" ) . Eachdata segment contains Data Element Separators-characters that the computer uses to identify whenit has encountered a new data element. This canbe any character that will not be used as valid datain the transaction set (such as a "*") . Each dataelement has a Data Element ReferenceDesignator (a unique reference number assigned

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to it within the segment) and a Data DictionaryReference Number (a unique number assigned tothe data element and maintained by ASC X12) . Inaddition, each data element has a Data ElementTitle (such as Immunization Type Code),Requirement Designator (mandatory, conditional,or optional),Data Element Type (for example,alpha, alphanumeric, date, or ID code), and a DataElement Length (minimum and maximum sizeassigned) . All are shown below .

Data

Data

DataySsEment Element EIMnant~.ID

Soparator

Dilljiato

ST

Data

Immunization

ImmunizationElement

Type

Year

SPEEDE/ExPRESSRecord

STO1 143--

V04.02

1971

Information about every data segment and dataelement is specified in the publication, "A Guide tothe Implementation of the SPEEDE/ExPRESSElectronic Transcript ." In addition, code lists fordata elements are included where appropriate .

Above is an example of a data segment and itsdata elements. The IMM segment contains infor-mation about immunizations received by the stu-dent. Included are data elements containing theimmunization type, date, and status .

EDI

;fI F

Electronic DataInterchange (EDI) is the exchange of routine busi-ness transactions in a computerized format. Foryears, businesses have used EDI for inquiries,planning, purchasing, acknowledgment, pricing .order status, scheduling, test results, shipping andreceiving, invoices, payments, and financial

ST02 329

Transaction Set

N/L

I

Control Number

Immunization

Immunization

StatusMonth

Day

04

15

01

reporting, all of which were traditionally done usingpaper forms . The widespread use of computersand the introduction of techniques for computertelecommunications provided the means forimproving the transmission and processing of busi-ness data . The ASC X12 represents a cooperativeeffort to develop EDI standards that are industrywide . In developing the ASC X12 series ofAmerican National Standards, the ASC X12 seeksto minimize the necessity for users to reprogramtheir internal data processing systems in order tobe able to exchange data . Standards are struc-tured so that computer programs can translatedata from internal to external formats and viceversa .

It is estimated that 10,000 organizations inindustries such as banking, shipping, and manu-facturing, use EDI standards and enjoy many ofthe following benefits of EDI :•

Reduction of paperwork and associatedsavings :

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One-time data entry ;

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Reduced errors, improvederror detection ;

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On-line data storage ;

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Reduced clerical workloadand phone chatter ;

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Higher productivity withoutincreasing staff ;

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More timely communications :•

Rapid exchange of data ;•

Elimination of mail charges, courier services .School districts and postsecondary institutions

that use the SPEEDE/ExPRESS electronic tran-script can similarly benefit. At the elementary/sec-ondary level, use of EDI means that informationcrucial for placing students into appropriate edu-cational environments can be obtained quickly andin an easily interpreted format . It means that tran-scripts can be sent to postsecondary institutionsmore efficiently. For postsecondary institutions,receipt of transcripts sent using EDI is more effi-cient and easier to incorporate into existing sys-tems. Transmission of student records can behandled with minimal cost .

SECURITY OF ANELECTRONIC TRANSCRIPTSYSTEM Policies and procedures guarantee-ing the security of an electronic transcript systemare important to both sending and receiving agen-cies and institutions, as well as to the students andtheir families. These systems can be far moresecure than the present paper systems if they areimplemented correctly .

Security breaches and infractions are mostoften the result of actions or inactions by "insiders"rather than by strangers or outsiders with criminalintent . Registrars and data processing personnelshould be diligent and alert to the possibilities and

urge everyone to practice good internal securitymeasures, whether for paper or electronic tran-scripts. These systems can be far more securethan the present paper systems if implementedcorrectly .

To address some of the security needs of sucha system, a format was developed for acknowledg-ment of receipt of a student transcript (TransactionSet 131) . This acknowledgment includes somesignificant items from the transmitted transcriptand is sent back to the address of the sendingschool, school district, or postsecondary institution .The sending _institution can check to see if theappropriate data were received. When anacknowledgment is received for a transcript notsent, or if the data received as verification are notcorrect, the sending institution is alerted by thecomputer acknowledgment to check on the trans-mission .

Other procedures can be used to ensure thesecurity of the system . Maintaining logs of all tran-scripts sent and received, sending and checkingacknowledgments, and following up on discrepan-cies all contribute to the security of such a system .

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CONFIDENTIALITY OFELECTRONIC STUDENTRECORDS The Federal Family EducationalRights and Privacy Act of 1974 dictates the con-tent, use of, and access to student record informa-tion. The student record includes all materialsmaintained by a school district or institution aboutthe student with the intent to aid in the educationalprocess. Natural parents, legal guardians, andstudents (age 18 or older) have certain rights con-cerning the contents and release of the studentrecord .

This law gives school or institution personnelwho have a legitimate educational interest accessto educational records upon receipt of an officialrequest from a school district or institution withoutparent notification or parent authorization . Theserecords can be transferred to another public or pri-vate school district or institution in which the stu-dent is to be enrolled without parental or studentconsent, but the parent or student is supposed tobe notified that the record has been transferred .Local and state policies may dictate what portionsof the student record may be sent to other agen-cies or institutions . Student record informationother than basic directory information (name,address, phone number), cannot be disclosed tonon-school agencies and individuals withoutparental or student consent .

Because the law does not address the com-plexities of this new EDI technology, sending stu-dent records via EDI may require legal opinions atthe state or local level . SPEEDE/ExPRESS pro-vides a standard format for sending student datalikely to be found on a permanent record or tran-script . State or local laws and regulations shouldgovern which data elements an institution cantransmit .

IMPLEMENTATION OFTHE SPEEDE/ExPRESSFORMAT A series of events must occur beforea school district or institution is prepared toparticipate in electronic exchange of data aboutstudents .

To Send :I .Student data must be maintained in an "on-line"database in a computer . Information about thestudent, courses taken, and other relevant datashould be kept in a longitudinal computer file, or aseries of files, with agreement on data structures,codes, and methods of combining and using thefiles .2.Programs must be in place to extract the tran-script data from the computer files and produce anofficial printed transcript or record . This programcan then be modified to produce a properly codedelectronic file that can be converted to the agreedupon electronic (SPEEDE/ExPRESS) format .3.An on-line transcript order system should be inplace, allowing entry of identifying (student ID) andcontrol (copies, destination, and parameters-such as instructions to include classes from thecurrent semester or school year) information . Thissystem should allow entry of destination codes fortranscripts to be delivered using electronic media .4.The sending institution or district must have theability to map information in its system to codeswhich are defined in the SPEEDE/ExPRESS format .Transmission of codes allows faster and more effi-cient processing by the receiving institution ordistrict .5.The SPEEDE/ExPRESS format will differ from theprinted transcript in several ways . Some data ele-ments included on a printed transcript (such asstudent activities and club participation) mightpossibly be omitted from the electronic transcript .Other items sent as text in print (institution names,for instance) may be sent as codes . The order ofdata segments will definitely be altered, and the

sequence forced to meet a rigid standard in orderto guarantee an accurate interpretation by therecipient . Additional information might be provid-ed to improve processing by the recipient (forexample, a Classification of Instructional Programs(CIP) code or a code denoting content or level of aparticular course) . Programs will be needed toconvert the electronic version of the official tran-script to meet all of these requirements . Adoptionof the X12 standards does impose additionalrequirements, such as data compressions andinsertion of delimiters . The medium used mayimpose additional requirements, such as choppingthe document into fixed segments (80 characters,perhaps), counting segments and characters sent,and/or adding control information about the send-ing and receiving institutions or districts .6.The electronic SPEEDE/ExPRESS transaction set(transcript or student record) must be eithercopied to a fixed electronic medium (diskette ortape) or transmitted via a network . The latterrequires that a computer at the sending institutionhave the capability to connect via telephone,cable, or other means to the network or other com-puters . This connection must ensure the authentic-ity of the student data, at high transmissionspeeds, and with less direct involvement ofregistrar/admissions staff or other student recordspersonnel . However, if secure upload/downloadactivity is supported, PC's provide fairly simpletechniques, with very low initial expense, and allowmore direct interaction by registrars and otherschool personnel-very advantageous for testingand for tracking transactions. Dedicated tele-phone lines are desirable . One or both of thesecommunications capabilities must exist, unless theinstitution wishes to always restrict transmissions totape or diskette .

7-The institution needs to enter into agreementwith individual institutions or an umbrella organiza-tion representing a group of institutions, with com-mitments to certain practices, procedures, andstandards . CCSSO and AACRAO will assist in thecreation and oversight of some agreements .School districts will benefit from statewide adoptionof the format and the involvement and assistanceof the state education agency .8.Budget dollars must be allocated to cover costsof initial entry into a network, annual fees, adminis-trative network fees, and actual transmission costs .Long distance costs may or may not be included .

To Receive :I .The receiving institution or district must have theability to receive the electronic SPEEDE/ExPRESStransaction set (transcript or student record) thathas been copied to a fixed electronic medium(diskette or tape) or transmitted via a network .2.The institution or district needs to have a signedagreement with individual institutions or an umbrel-la organization representing a group of institutions,indicating they can receive student records, usingcertain practices, procedures, and standards .3.It would be advisable to have in place some sortof database system for all students, or for appli-cants, allowing selective data elements from tran-scripts to be captured and stored and an acknowl-edgement sent for each transcript received .4.Programs to match documents received elec-tronically with records on this database, and thento create or update records with the transcriptdata, would be necessary to fully utilize the data inelectronic form . However, this is not absolutelyrequired .S.Whether or not the data are processed electroni-cally, the ability to print an institutionally accept-able subset of the information received in the elec-tronic transcript will almost surely be needed . Itmay not be routinely and automatically invoked forevery document, but will be needed for scholar-ship review, parallel testing of transmissions, andpossible document archival procedures .

eras-should be in place to allowetermination of exactly which transcripts have

been received, for which students, from whichinstitutions, and on which dates . In addition, thesystem must also know which transcripts to expectand acknowledge receipt of the transcripts .7.Data structures ought to be in place to allowsemi-permanent storage of the electronic transcriptpacket, allowing later processing, printing, or errorrecovery .8.Budget dollars must be allocated to cover costsfor a network, annual fees, administrative networkfees, actual transmission costs, and long distancecosts. One or more of these communicationscapabilities must exist, unless the institution wishesalways to restrict transmissions to tape or diskette .

Since the electronic transmission of transcriptstakes the place of mailing a paper transcript, stepsin the paper process must have counterparts in theelectronic scheme . In both cases, the action is ini-tiated by either a request from a student, a parent,or some other entity that has prior approval (per-haps as a convention adopted by a state) . In anycase, there should be a timetable for transmissionthat is routinely followed. It could be (a) immedi-ate, (b) next day, (c) two days after the completionof grade processing or degree posting, (d)Tuesdays and Fridays, or some other regular time .Generally the transcript data should be extractedfrom the student database on the date the tran-script is to be transmitted (or perhaps the nightbefore), and the date stamp on the electronicrecord should then closely approximate the effec-tive date of the information in the transcript .

A participant should be prepared to inform therequestor of the date the transcript will be transmit-ted. If the requestor calls to check on the status ofthe request, the sending entity should always beable to provide the expected transmission date . Ifsufficient acknowledgment procedures are inplace, whether provided automatically by the par-ticular transmission network or, by agreement, pro-vided by the recipient, then the sending entityshould be prepared to release that informationas well .

There is some overhead, both in staff time andexpense, in connecting to a value-added commer-cial network to send or receive transcripts .However, considering that transmission replacesthe postal system, several days are gained oneach end as there is no need to prepare and deliv-er the paper document, nor to sort, open andprocess the received document . If value-addednetworks are used to transmit transcripts, expens-es can be reduced by sending transcripts at nightwhen the rates are lower or on a periodic basis .During the times when daily volume of transcriptsto be sent is relatively high and at those criticalperiods after grade processing and before admis-sion deadlines, transcripts could be sent morefrequently .

Electronic transmission is not necessarilyrequired . If two schools are in close proximity orhave a very large volume of data to exchange, itmay be more appropriate and economical to deliv-er transcripts in the SPEEDE/ExPRESS format onother electronic storage media, such as tape ordiskette . Again, delivery schedules should beknown or available to both institutions andstudents .

Testing to See if YouAre Ready to Send Records .

To test that you are ready to send transcripts inthe SPEEDE/ExPRESS format, you may send toanother participating district or institution tran-scripts that are (a) test data entirely, (b) real datasent in test mode to debug related programs or tryout network connections, or (c) real data sent inproduction mode, but in parallel with an officialpaper document . Real data should not be sent inofficial production mode until you are confidentthat your programs and procedures are fullytested .

When testing, it is good practice for a newmember of the electronic transmission process toenter into a testing relationship with a small num-

ber of neighboring or participating institutions ordistricts. Transmission could be restricted to thisgroup until all parties are comfortable with theresults .

Testing will be facilitated by maintenance at aninstitution or district or a central testing site of asmall group of electronic test records that use all ofthe allowable features of the format . Parallel papercopies will be mailed to testing parties and aschedule set up for repeated transmission of thesetest packets until they are satisfactorily received .

Acknowledgment of receipt of a document willbe required of the recipient. This is even morebeneficial when in test mode, and instructionsregarding this expectation should be accessibleelectronically from the network administrator, whenthe system is fully functional .

A central database of postsecondary institu-tions, schools, school districts, and state educationagencies participating in the system will be main-tained and made available by CCSSO andAACRAO for operational and security purposes . Itwill include a valid identifier for the entity, itsaddress on the network(s), a contact person, thesending and receiving status, and the version ofthe transaction set(s) in use . This information mustbe kept current at each institution or district .

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A&

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Electronic Communication .Transmission of student records using elec-

tronic means can be done via direct computer tocomputer communications with other participatinginstitutions or districts or through a value-addednetwork, run by the state or other educational entityor by a third party . Direct computer-to-computercommunications with another institution or districtrequires that both (1) use similar communicationprotocols (line timing, line speed, error detection,retransmission procedures, and message control),(2) support the same transmission speed, (3) havedial-up lines available at the same time or leasedlines, and (4) have compatible hardware .

For most participants, the use of third-partynetworks may be more appropriate . Electronicmailboxing permits participants to send transactionsets to another's mailbox for storage . When theother participant is ready, it will retrieve thetransaction sets without concern as to the otherparticipant's transmission models, protocols, andtransmission speeds, which are handled by thethird-party service . This enables users to establishtrading partnerships with many participants withvaried computer equipment and only requirescompatible telecommunications equipment with athird-party service .

Selection of a third-party service may be effect-ed by the participant or in collaboration with thesystem administrator. The selection processshould take into account ease of use, gatewaycapabilities with other networks, stability of the net-work, security, and long-term commitment to fur-ther development and acceptance of industry ED]standards .

a

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mplementation Guidelines.The SPEEDE and ExPRESS task forces devel-

oped guidelines for the implementation of theSPEEDE/ExPRESS Electronic Transcript. Theseguidelines include general information, specificstandards for the four transaction sets, and appen-dices, one of which includes many of the codinglists used by the SPEEDE/ExPRESS format . ThisImplementation Guide contains the informationneeded to translate data from one student recordsystem into the standard X12 formats .

The Implementation Guide is maintained by theSPEEDE/ExPRESS administrator - the Council ofChief State School Officers - with the assistanceof AACRAO, the SPEEDE subcommittee andExPRESS task force members . Changes to the for-mat may be implemented as more entities use theelectronic transcript . A process has been estab-lished to enable users to make suggestions thatwill be considered and submitted to the appropri-ate X12 subcommittee, if necessary . Changes tothe Implementation Guide will be incorporated onan annual basis, and revised pages will be sent tousers of record. of the Implementation Guide . Thisprocess is described in more detail in theImplementation Guide. Information about obtain-ing the Implementation Guide is included inattachment A .

System Administration .Although the SPEEDE/ExPRESS Electronic

Transcript System is still in a developmental stage,the formats have been approved and are beingused for sending student records in some locales .The development of national and internationaldelivery systems will require the consideration ofmany issues regarding networks, security, expan-sion, and support . Under contract to the National

Center for Education Statistics, the Council of ChiefState School Officers and its subcontractor, theAmerican Association of Collegiate Registrars andAdmissions Officers, support the development ofthe system and plan for the long- term provision ofservices . A governing board has been establishedto guide the CCSSO in its work . This governingboard includes representatives of groups with avested interest in the provision of education ser-vices to students . The following organizations areparticipating as members of the CCSSO GoverningBoard :American Association for Counseling and

DevelopmentAmerican Association of School AdministratorsAmerican Association of Collegiate Registrars

and Admissions OfficersAmerican Council on EducationAmerican Federation of TeachersCouncil for American Private EducationCouncil of Chief State School OfficersCouncil of Great City SchoolsNational Alliance for BusinessNational Alliance of Black School EducatorsNational Association of Elementary School

Principals

National Association of Secondary SchoolPrincipals

National Association of State Boards of EducationNational Center for Education StatisticsNational Coalition of Advocates for StudentsNational Conference of State LegislaturesNational Education Goals PanelNational Governors' AssociationNational School Boards AssociationNational Parent Teachers AssociationState Higher Education Executive Officers

AACRAO has a standing committee appointed)y the AACRAO Executive Director to oversee the)ostsecondary portion of this project . Each groupvill address administrative and technical require-ments and make recommendations for changes on)ehalf of its respective users for consideration byhe other group and for submission to ASC X12 .

The system will continue to receive technicalsupport and guidance from the SPEEDE committee.nd the ExPRESS task force . Current members ofhe SPEEDE committee and the ExPRESS taskcrce are included in attachment B .

Barbara Clements, Director of the Education)ata System Implementation Project at the Council)f Chief State School Officers, has responsibility forne overall management of the SPEEDE/ExPRESS_lectronic Transcript System . Jerry Malitz,_lementary/Secondary Statistics Division, National;enter for Education Statistics, Washington DC,erves as Project Officer .

EXAMPLES OF THESYSTEM IN OPERATION Many post-econdary institutions have been receiving mag-etic tapes from high schools or school districts forjuite some time . These tapes contain magneticepresentations of high school transcripts orssential data from the student records to be used)y the postsecondary institution in making admis-ion and/or placement decisions . One example ofHis, underway for almost a decade, is the tape?xchange from the Austin Independent School)istrict in Austin, Texas to the University of Texas:t Austin . Recently, these two entities have adopt-d the use of the SPEEDE/ExPRESS format fortandardizing how data are submitted andeceived . Contacts with other institutions of higherducation and school districts in the Austin, Texasrea have been initiated to promote the use of thetandard format and to establish logical tradingartnerships. The Alliance of Higher Education of!orth Texas has supported the longstanding andioneering efforts to exchange college transcriptsver a state network. Through this group, otheristitutions and districts are becoming involved .he Texas Education Agency (Texas' state depart-sent of education) is looking at developing atatewide network and standard for exchanging'udent records using the SPEEDE/ExPRESS format .

The state of Florida has provided an electronicnetwork at no cost to public school districts andpublic postsecondary institutions for the transmis-sion of any educational data . Although this net-work, the Florida Information Resource Network orFIRN, was initially created to send data from publicpostsecondary institutions and school districts tostate agencies in the state capitol, FIRN is nowbeing used to exchange high school and postsec-ondary transcripts using formats internal to Florida .As of September 15, 1992, 22 of the 37 publicpostsecondary institutions and 21 of the 67 publicschool districts are exchanging high school andpostsecondary transcripts over the electronic net-work, in lieu of paper documents . The state ofFlorida has mandated that all 67 public school dis-tricts and all 37 public postsecondary institutionswill exchange transcripts electronically using FIRN .Florida is working toward a single entry/exit pointfor interfacing with the SPEEDE/ExPRESS system .

The nine colleges of the Maricopa CommunityCollege District in Phoenix, Arizona are nowexchanging academic records electronically withArizona State University in their own format. Theyare in the process of converting to theSPEEDE/ExPRESS format .

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Two of the campuses of the University ofWisconsin have completed a prototype transmis-sion using the SPEEDE/ExPRESS format, and theUniversity of Oklahoma has completed the pro-gramming needed to send transcripts in theSPEEDE/ExPRESS format .

The Los Angeles Unified School District hassent migrant students' records to the MigrantStudent Records Transfer System offices in LittleRock, Arkansas . LA Unified is working with theCalifornia Department of Education to develop astatewide system in the near future .

Although the delivery process for theSPEEDE/ExPRESS Electronic Transcript System isstill in the pilot stages, much activity is underwayand many new uses of the format are being con-sidered . A number of EDI vendors haveexpressed interest in the SPEEDE/ExPRESS sys-tem, and are working to make implementationmore feasible and timely .

ONG iNG ANDFUTURE ACTIVITIESNetwork Selection .

Although many electronic means exist forexchanging student records, there is a pressingneed to "hook up" users of the various networks sothat student records can be sent to all participantsthroughout the U .S . and Canada . Guidelines forthe inclusion of and access to various networks arecurrently being developed .

Participant List .A central database of schools, school dis-

tricts, state education agencies, postsecondaryinstitutions and others participating in the project isessential for operational and security purposes . Itwill include a valid identifier for all entities, theiraddress on the network, a contact person, thesending and receiving status, and the version ofthe transaction set in use by the participant . Planscall for the development of the "participant list" tobe available to participants on paper and "on-line" .

Coordination with ASC X12 .As the system is more widely used, the need

for changes in the SPEEDE/ExPRESS format maybe identified . In addition, there is a need to moni-tor and work with other groups developing formatsfor transaction sets that relate to theSPEEDE/ExPRESS Electronic Transcript System .For instance, ASC X12 task groups have devel-oped transaction sets for enrollment certificationsand for transmission of the application for financialaid over electronic networks. One area beingexplored is the electronic transmission of follow-updata from postsecondary institutions back to thehigh schools .

Continued Development.An important role of the SPEEDE/ExPRESS

administrators is the marketing of the system .Plans call for the provision of workshops to inter-ested parties and for reaching out to potentiallyinterested schools, districts, state education agen-cies, postsecondary institutions, business, andothers .

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