the kentucky electronic transcript delivery project...• one state is using docufide (()ne) • one...

The Kentucky Electronic The Kentucky Electronic Transcript Delivery ProjectTranscript Delivery Project

AACRAO Annual MeetingApril 14, 2009

Suzanne McGurk, System RegistrarKentucky Community and Technical College System

Jacquie Hager, Associate RegistrarUniversity of Kentucky

Freida Eggleton, RegistrarWestern Kentucky University

Jenny Sawyer, Executive Director of AdmissionsUniversity of Louisville

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About the InstitutionsSystem Enrollment

Kentucky Community and Technical College gSystem (KCTCS): Peoplesoft 8.9 90,000 +

University of Kentucky: SAP 6.03 29,000

University of Louisville: Peoplesoft 8.9 22,000

Western Kentucky University: Banner 7.5 19,761

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So What’sSo What’s New?

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The topic of electronic transcript exchange has been around a long time:

• AACRAO Committee on the Standardization of Postsecondary Education Electronic DataPostsecondary Education Electronic Data Exchange (SPEEDE) - 1989

• Postscondary Electronic Standards Council (PESC) – late 1990’s

Source: American Association of Collegiate Registrars and Admissions Officers. (2008). EDX Primer. Washington, DC: AACRAO SPEEDE Committee.

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• Ten states are using EDI or XML statewide• Five states are using EDI or XML (limited)• One state is using Docufide (NE)g ( )• One state is using ARTSYS (NJ)• Six states are exploring

Source: American Association of Collegiate Registrars and Admissions Officers. (2008). EDX Primer. Washington, DC: AACRAO SPEEDE Committee.

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So why isn’t it moreit more

prevalent?

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• Funding– No state/central funding– No institutional funding

• Student information systems– New implementations held up progress– Incompatibility between systems

• No central coordination– No legislative mandate– Autonomous institutions– Different priorities/missions

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How and why did we move forward?

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• How- Removed system compatibility as an issue- Collaborated within KACRAO

• Why- Desire to improve our services- Contribute to statewide transfer goals- Save resources – Go green

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In fall 2007, the Registrars at the Kentucky public institutions were

h d b th N ti l St d tapproached by the National Student Clearinghouse requesting that we give them an opportunity to see what they could offer us.

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National Student Clearinghouse offered:

• Statewide pilot program• XML, EDI or PDF formats• Assistance with testing and development• Cost effective product• Existing and trusted working relationship

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This quickly gained the support of KACRAO.

We felt this was the first step toward the possibility of EDI exchange in the future.

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KACRAO registrars decided to:

• Support one common product• Begin with PDF formatg• Conduct a pilot exchange between two

schools• Exchange college-to-college

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Timeline• Nov. 2007: Meeting with state university registrars

– NSC presents a proposal for statewide implementation– Volunteers sought for pilot project

• Dec. 2007: The University of Kentucky and Bluegrass Community and Technical College agree to be volunteers

• Feb. 2008: PDF transcripts exchanged electronically between Bluegrass and UK

• March-September 2008: Additional colleges sign participation agreements

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We now have 37 Kentucky public and privatecolleges and universities participating.

# Transcripts Sent* 4,959# Transcripts Received* 4,597

*6 months: Sept 08 – Feb 09

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KACRAO has a link on the website

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STEP 1: Create PDF FileSTEP 1: Create PDF File

•• This will be different for eachThis will be different for eachinstitution/systeminstitution/system


institution/system.institution/system.•• Name or rename the file according toName or rename the file according to

NSC naming convention.NSC naming convention.Hint: Hint: RenamerRenamer works great for this.works great for this.

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STEP 2: Send File STEP 2: Send File –– log into NSC secured log into NSC secured sitesite


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STEP 3: Upload the FileSTEP 3: Upload the File

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STEP 4: The receiving school is STEP 4: The receiving school is automatically sent an emailautomatically sent an email

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The KentuckyThe Kentucky Electronic Electronic Transcript Delivery ProjectTranscript Delivery Project

STEP 5: Retrieve FileSTEP 5: Retrieve File

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• Secure FTP file transfers can be automated

• NSC does not keep a copy of files– Files in secure FTP folders are automatically deleted

after retention periodafter retention period

• An institution can have multiple mailboxes– Separate mailboxes for Registrar and Admissions

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• Institutions are already familiar with and using the NSC secure FTP service

BenefitsBenefits

TheThe Kentucky Electronic Kentucky Electronic Transcript Delivery ProjectTranscript Delivery Project

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• Files are secure from sender to recipient

• Multiple options for sending/receiving

• All file formats supported

• Trusted partner

InconveniencesInconveniences

• PDF files are binary files, so the recipient cannot be determined by reading the file


cannot be determined by reading the file

• Recipient must be specified in the file name:

Example:Transcript_FROM-00111100_TO-00222200_2008-01-13.pdf

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Sample transcript


Sample Kentucky Statewide General Education Certification


NSC: http://www.nslc.org/colleges/default.htm


Interested in more information about electronic transcripts? Check out these sessions:

Send & Receive Transcripts Instantly with Electronic Transcript Exchange Date/Time: Tuesday April 14, 1:30 pm - 2:30 pmLocation: W184AB Session ID: 578

Electronic Transcript Panel DiscussionDate/Time: Tuesday April 14 - 4:15 pm - 5:15 pm Location: W187C Session ID: 493

Issuing Digitally Signed Certified PDF Transcripts: A Case StudyDate/Time: Wednesday April 15 - 8:30 am - 9:45 am Location: W176A Session ID: 294


Contacts:

Suzanne McGurk, System RegistrarKentucky Community and Technical College [email protected]

Jacquie Hager Associate RegistrarJacquie Hager, Associate RegistrarUniversity of [email protected]

Freida Eggleton, RegistrarWestern Kentucky [email protected]

Jenny L. Sawyer, Executive Director of AdmissionsUniversity of [email protected]

ContactsPaul [email protected]

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Doug [email protected](703) 742-4212

National Student ClearinghouseNational Student Clearinghouse13454 Sunrise Valley Drive, Suite 300, Herndon, VA 20171

Ph: 703.742.4200 • Fax: 703.742.4239 • [email protected]

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