Processing Transcripts Tim Calhoon Director California Community Colleges

Processing Transcripts Tim Calhoon, Director California Community Colleges Technology Center

Functional Overview Transcript Recipient Transcript Source Request Download View status View/Download Transcripts Hold? Response Fulfillment • Manual or Automated processing • Automated email messaging Pull Push

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 - http: //diplomamakers. com • Go green - go paperless WWW. CCC-TRAN. ORG

Receiving Transcripts • Set email notification and print them – – • PDF / HTML See Implementation Guide to setup email and download or Import directly into your system

Two Sources of Requests • Students – Counter – Portal – 3 rd Party - Credentials • Institutions – Electronic Requests

SCC Counter Application • • Written in MS Access Exports an ASCII Bulk Requests are processed once a day Contact Kim Goff - Goff. K@scc. losrios. edu

SCC Counter Application

SCC Counter Application

Skyline Portal Request

Electronic Requests from Institutions • Issues – FERPA – Fees or Free – Holds • Requested Holds • Institutional Holds for fees, etc.

FERPA “ …FERPA allows schools to disclose those records without consent, to the following parties or under the following conditions (34 CFR § 99. 31): School officials with legitimate educational interest; Other schools to which a student is transferring; Specified officials for audit or evaluation purposes; Appropriate parties in connection with financial aid to a student; …”

Fees or Free? • CCCCO Legal Opinion 09 -02

Request Holds & Institutional Holds

Electronic Requests – Why their important • Los Rios District / Sacramento State – A highly efficient - trusted trading relationship • Community College to Community College • Student Academic Plans – 60 percent of the state's incoming community college students in 1999 wanted to transfer or earn a degree or certificate. About a quarter of those students had accomplished their goal six years later. – 1900+ Students to 1 Counselor – Transcripts are the foundation

My Academic Plan (MAP) (Import Transcripts & Articulate Courses) 1. What is your Goal? 1. Certificate 2. Associates Degree 3. Transfer to University 2. Where would you like to transfer? 1. CSU 2. UC 3. Private 3. Select Your College and Major 4. Select Your Courses 5. Schedule Your Courses 6. Review Your Plan with a Counselor www. socccd. edu/map

Next e. Transcriptca. org

Questions Tim Calhoon, calhoonti@cccnext. net