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eTranscript California, formerly CCCTran, has surpassed the 100,000 mark for electronic transcripts exchanged between its trading partners. As of February 2010 colleges ‘live’ on eTranscript California have delivered more than 104,000 transcripts to their trading partners using this statewide transcript exchange system.

 

eTranscript California is open to all California postsecondary schools, both public and private, and it will be extended to high schools in 2010. Currently there are 54 colleges or universities signed up to use eTranscript California with 41 of the 54 institutions using the system in production. Some schools use the system for both sending and receiving transcripts while other schools are setup to only receive transcripts. This service has been ‘live’ since the summer of 2007.

 

eTranscript California is highly flexible. It was developed for colleges and universities to integrate into their Information Technology (IT) and Admissions processes with little disruption. In typical use it is the community college sending the transcripts, but many four-year institutions have expressed interest in sending transcripts as well. As long as the participating institution follows the eTranscript California data standards any trading partner can send transcripts using this system.

Many schools find that creating their transcripts in the CCC ASCII format is advantageous because they can take advantage of a simple format without needing to expand their IT department expertise. Those colleges that already have XML expertise in-house can utilize the national standard for XML college transcripts.

The real beauty of the system is receiving transcripts online. As an out-of-the-box service, recipient colleges can view the incoming transcripts online in a standard format regardless of the transcript source. This allows recipients to view transcripts online and run reports, and they can also use the system to generate PDF files for each transcript.

The PDF, of course, allows the transcript to be used for student evaluations the same as any other ‘paper’ transcript but also lends itself to uploading into an in-house imaging system, which many institutions use or are transitioning to. Recipient schools also have the option to download the received transcript data in two national standards for college transcripts: XML and EDI (TS130). Typically, the data is then used to upload student course data into the recipient college Student Information System and Degree Audit System.

If you would like to learn more about eTranscript California, there is an intersegmental workshop for subscribers and potential subscribers to learn more about the specific features of eTranscript California and electronic transcripts in general. This is a great learning opportunity, and it is also a great opportunity to discuss challenges and solutions with other eTranscript California participants. The workshop is presented by the Xap Corporation and the eTranscript California Steering Committee, made up of members from the California Community Colleges, California State University and private colleges. There will be valuable presentations and discussions for all staff members involved with electronic transcripts, from Admissions to Information Technology personnel.

This eTranscript California workshop will be held from 9:00 a.m. to 3:00 p.m. on Tuesday, March 16 at the University of Southern California in Los Angeles. <>

For more information, please contact This email address is being protected from spambots. You need JavaScript enabled to view it..

More information about eTranscript California is available from its Web site at http://etranscriptca.org. Detailed workshop information will be posted to the Web site as it becomes available.


Lenny Robison is a Project Manager for eTranscript California.