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WWW.CCC-TRAN.ORG
CCCTranElectronic Transcripts for
California
WWW.CCC-TRAN.ORG
Today’s Agenda
Project Overview
Current Status
Development
Next Steps
Q & A
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E-Transcript History1999-2000 Request for Applications (RFA) for Electronic Records
Exchange awarded jointly to Yuba and Contra Costa
2000-2001 Feasibility Study conducted with positive result and recommendation for transcripts
2002-2003 Data dictionary developed and open-source report made
2003-2004 Two representative models tested and RFI conducted
2004-2005 Requirements finalized and RFP conducted
2005-2006 System design and testing
2007 Projected release Spring 2007
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CCC Pilot Colleges
Crafton Hills (Datatel)
El Camino (Datatel)
San Jose/Evergreen (Datatel)
Long Beach (Peoplesoft)
LA Pierce (Custom SIS)*
Cypress (Banner)
Sacramento (Peoplesoft)
Santa Rosa (CCCSC)
8 Districts representing 21 colleges
(*Temporarily Withdrawn)
Crafton Hills (Datatel)
El Camino (Datatel)*
San Jose/Evergreen (Datatel)
Long Beach (Peoplesoft)*
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Engaged Transfer PartnersCSU Chancellor’s OfficeCSU SacramentoCSU San Jose StateCSU San DiegoCSU NorthridgeCSU FullertonCSU San FranciscoCSU Long Beach*CSIS (High Schools) (phase 2)
(*Temporarily Withdrawn)
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Project Vision
AICCUAICCU
K-12K-12 CSUCSU
CCCCCC
UCUC
CCCTranCCCTran
Provide secure web-based transcript exchange system between all California colleges
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What kind of System
Central server with local web access
ASP solution hosted and supported by Xap
Supports multiple standards
Secure transmission and storage
Institution-oriented (no direct student access)
Complete transaction tracking
Each transcript is simply a transaction exchange
Received transcripts (transactions) can be kept on the system indefinitely (as an external filing system)
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CCCTran Benefits
Reduced paper consumption and waste
Reduce labor cost
Reduce office expenses & postage
Data Integrity
Security
Tracking
Consistent format
Expedited turnaround time
=Cost Savings
Improved Student Experience
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Major Functionality
Manual or Unattended processing
Support for National Standards – XML & EDI
Common Data Dictionary
Automated email messaging (optional setup)
Request
View /Download
Download
Response
Hold Processing
Fulfillment
CSU, UC, or CCC CCC
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ParticipatingInstitution
TranscriptInstitution
CCCTran System Send TranscriptDownload Transcript
· CCC· CSU
· CCC
Send Unsolicited Transcript to Recipient Institution1. Transcript Institution extracts transcript data from SIS into ASCII or XML file format 2. Transcript Institution uploads transcript file into CCCTran3. Recipient downloads transcript from CCCTran in either XML or EDI format
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ParticipatingInstitution
TranscriptInstitution
CCCTran System
Request Transcript
Download Request
Upload Responseor
Send Transcript
Download Transcript
Transcript Request and Delivery via CCCTran1. Submit electronic request for transcript2. Download request from CCCTran into ASCII or XML file3. Process transcript request against SIS4. Optional - Build and upload response file to indicating processing status5. Extract transcript data from SIS into ASCII or XML file format6. Upload transcript to CCCTran7. View, Print or Download transcript from CCCTran (XML or EDI format)
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ParticipatingInstitution
TranscriptInstitution
CCCTran System
Request Transcript Download Request
Send Transcript
Texas ServerTranscript Delivered
Deliver Transcript
Optional delivery via SPEEDE server (Texas Server) for CCCTran membersRecipient preference is to receive Transcripts via SPEEDE server
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CCCTran transcript exchange offers these features
Request TranscriptsRequest single transcript or multiple
transcripts in a batch
Identify trading partner preferences for transcript processing
Supports ‘college holds’ processing
Download requests automatically
E-mail confirmation
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CCCTran transcript exchange offers these features
Fulfill Transcript RequestVisual Workflow process illustrates
transcript fulfillment progress Integrated with the College SIS to
process Holds Upload and transmit transcripts
automaticallyE-mail communication Ability to transmit XML and EDI
transcripts via the SPEEDE Server
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CCCTran transcript exchange offers these features
Receive TranscriptsView, print, and download transcriptsProvides three standard online
transcript views: brief, full, and gen-edAble to receive XML and EDI transcripts
via SPEEDE server
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Common Transcript Views
FULL
BRIEF
GEN-ED
BRIEF
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CCCTran transcript exchange offers these features
Account ManagementMultiple online reports availableComplete transaction event historyConfigurable institution workflow
preferences, including transcript fee and waiver rules, expiration options, e-mail communication, institution account information, etc.
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Current Status
Released July 2007
No Significant Issues
Steering Committee
CCC’s & CSU Participation
A/R & IT Leaders
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Current StatusLive Colleges CCC's
Sacramento City Cypress Folsom Lake American River Cosumnes River
CSU's CSU Sacramento San Jose State San Francisco State San Diego State CSU Fullerton
Colleges in Process Bakersfield Butte College Cerro Coso Crafton Hills El Camino Fullerton College LA Pierce Long Beach City Porterville San Jose City Santa Rosa Skyline College College of Sequoias CSU Northridge
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Development Phase I
Wrapping up XML Functionality set aside to go live in July.
Phase II
Implement District-wide Transcripts
Import High School Transcripts into CCCTran from CA School Information Services (CSIS)
Accept 3rd party requests from CaliforniaColleges, Credentials or National Student Clearinghouse
Facilitate Articulation with ASSIST
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CCCTran – Vision
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Common Implementation Steps – See Implementation Guide
Putting Together Your Team
Exploring CCCTran Resources
Understanding How Your College Will Use CCCTran
Developing Your Interface Programs
Developing Your Staff Procedures
Training Your Staff
Beta-Testing Your Software and Processes
Going Live
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Next Steps
CCC Mini-Grant – CCC Chancellor’s Office Covers 1st year license fees Live date before October 1, 2008
“Steps for CCC to Signup and Get Started” at the CCCTran website (http://www.ccc-tran.org), under the ‘Membership’ section
Download and submit CCC Institution Agreement from the project website: http://www.ccc-tran.org
CSU contact Joe Bird, Xap Corp. for CSU Institution Agreement
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Questions?
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Further InformationWebsite: http://www.ccc-tran.org
Project Director – CCCCOLeonard Robison
Project Manager – CCCCO
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Reference Slides
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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;…”
