Electronic High School Transcripts

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Electronic High School Transcripts

• Dennis Crowson
• Blinn College
• TACRAO Technology Committee

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Electronic High School Transcripts

• History of the project
• Outline of the project
• Advantages and Cost savings
• Project status and timeline

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Would like to emulate the success of electronic
college transcripts

• Process has been proven as successful
• Savings of time and money to transmit college
  transcripts
• Makes things easier on the students
• Could possibly become larger than college
  transcript network

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History of the project

• TEA contracted with TRIAND Corp. to put all K-12
  transcript data online
• Web-Enabled Student Transcript (WEST) Project
• Statewide K-12 database set up
• TRIAND writing processes to upload data from ISD
  system to database
• 10 15 K-12 ISIS in Texas

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History of the Project (cont.)

• Goal is to have all ISDs in Texas in database by
  end of the year
• Have many completed
• The system currently houses over 2.4 million
  records
• Over 700,000 high school students
• Over 1,000,000 hits per day
• About 250 High Schools
• Heavy in the Houston, Dallas, and Corpus Christi
  areas

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TRIAND Information

• http//www.triand.com/

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(No Transcript)
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College Involvement

• Contact made with TACRAO and TRIAND
• Idea that this could aide lead to electronic
  transcripts to colleges hatched
• TRIAND presented to the SPEEDE Users Group
• Texas Higher Education Efficiency Committee
  identified efficiencies that could be realized
• TEXPRESS ad hoc committee formed

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THEE Committee

• Committee formed to create high impact
  efficiencies in student services
• Council of Public University Presidents and
  Chancellors
• Members include Troy Johnson and Christie Kangas
• One of their initiatives in their 2004 report was
  to
• Develop a statewide system to encourage and
  facilitate the use of electronic high school
  transcripts

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TEXPRESS

• Dennis Crowson
• Dave Stones
• Shelby Stanfield
• Christie Kangas
• Fred Hample
• Mario Lucchesi
• Monique Snowden

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Implementation Ideas

• One of the goals is to make it as easy and
  inexpensive as possible for both colleges and
  ISDs
• Request triggered
• Data flow similar to that of SPEEDE college
  transcripts
• Issues to be resolved

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www.ApplyTexas.org State of Texas Common
Application For Admission web site. Student
requests high school transcript be sent to chosen
institution
ANSI X12 TS 146 Request for Transcript
ISD/Service Center
UT SPEEDE Server
ANSI X12 TS 130 "ExPRESS" (Exchanging Permanent
Records Electronically between Students and
Schools) High School Transcript
TRIAND Educational Solutions Systems
Destination Institutions
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Student requests, in person, high school
transcript be sent to chosen institution.
ISD/Service Center
UT SPEEDE Server
ANSI X12 TS 130 "ExPRESS" (Exchanging Permanent
Records Electronically between Students and
Schools) High School Transcript
TRIAND Educational Solutions Systems
Destination Institutions
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Triggering Modalities

• Transcript triggered when students use Texas
  Common Application
• Part of the overall seamless admissions model
• Transcript requested to be sent by the student
• Transcript sent by the high school
• Transcript requested by the college

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More on Triggering

• Since many universities need current and final
  transcripts, some timing issues
• All students do not use the common application,
  so they will need mechanism
• Universities may only need those final
  transcripts of students who have been accepted
  and will attend

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Common Application Triggering

• Goal is to have a one-stop application process
• Student enters high school code
• Either through a query or through an
  authentication screen, the HS transcript is
  requested
• FERPA questions still
• TS146 sent to TRIAND

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Common Application

• Next step is to get test scores from common
  application in a similar manner
• A one-stop application!!!

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Data Flow

• Data would go from the ISDs to the TRIAND
  statewide database
• Then data would be sent to UT SPEEDE Server via
  EDI or XML
• Server would treat this similar to a college
  transcript and package to the individual colleges

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SPEEDE Server Side

• Transcript received from TRIAND database
• Packaged and sent to destination colleges in the
  TS130 format (same format currently used for
  college transcripts)
• Same as current college transcripts

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College Side

• Transcript can be printed as is using the UT
  provided printing program
• Or SIS could be programmed to download high
  school data into the colleges database
• Both EDI and XML aspects are being discussed
• EDI Implementation first

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www.ApplyTexas.org State of Texas Common
Application For Admission web site. Student
requests high school transcript be sent to chosen
institution
ANSI X12 TS 146 Request for Transcript
ISD/Service Center
UT SPEEDE Server
ANSI X12 TS 130 "ExPRESS" (Exchanging Permanent
Records Electronically between Students and
Schools) High School Transcript
TRIAND Educational Solutions Systems
Destination Institutions
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What is needed

• ISD Side
• Connection with TRIAND database
• Buy one of TRIANDs other products and will get
  this free
• Other products cost approximately 1/student
• Possibly some way to trigger transcript
• College Side
• Ability to read in high school TS130 into SIS
• Can always just print them out
• TRIAND Database
• Triggering mechanism
• Ability to send EDI or XML to SPEEDE server

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Issues

• How to trigger the sending of the transcript?
• Legal issues FERPA?
• Who will pay for the TRIAND database and support
  it?
• What data elements do we (colleges) need?

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Advantages

• ISD Side
• Do not have to print out and mail transcripts
• Already connected with TRIAND database
• College Side
• Faster receipt of high school transcript
• Can automatically enter high school data into SIS
  
• Student
• Transcript should get to college faster
• Faster admissions decisions
• Not solely dependent on high school to send
  transcript

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Current Costsas identified by the THEE Committee

• Colleges to process HS transcripts
• (10 min/transcript, 12/hr, 720,000 transcripts)
• 1,440,000
• High schools to print transcripts
• (30 min/transcript, 13/hr, 720,000 transcripts)
• 4,680,000
• High schools to mail transcripts
• (1 / transcript)
• 720,000

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Current Costsas identified by the THEE Committee

• Total current annual costs
• 6,840,000

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New Annual Costsas identified by the THEE
Committee

• ISD Costs
• (1 minute / transcript _at_ 12/hr)
• 144,000
• College Costs
• (5,000 / College for 100 colleges)
• 500,000
• Other statewide costs
• 6,000

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Cost Savings

• Current Annual Costs 6,840,000
• New Annual Costs 650,000
• Annual Cost Savings 6,190,000

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Start-up CostsAs identified by the THEE Committee

• Colleges (11,000/college) 1,100,000
• Only needed if SIS will be updated
• ISDs (11,000/ half of HS)
• (11,000/ half of ISDs) 14,916,000
• This is the work TRIAND is currently doing
• Total 16,016,000
• However these amounts could be much less

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Project Status and Timeline

• TEXPRESS Committee members and other pilot
  schools have sent in mock requests for high
  school transcripts
• 160 were sent to TRIAND
• All from the Houston area
• All were found in the TRIAND database

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Project Status and Timeline

• Meeting with Shelby, TRIAND, myself
• TRIAND programmers and UT programmers are meeting
  this week
• EDI specifications will be discussed
• TRIAND plans to have these back to pilot schools
  by Dec. 1
• Gap Analysis performed by pilot schools during
  December

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Project status and timeline

• During spring TRIAND will implement some
  triggering mechanisms
• Testing of these done during the spring semester
• Triggering mechanism will be put into the common
  application during the spring and summer

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Project status and timeline

• Production triggering put into place for the
  common application when the new features are
  frozen in August
• Available to state participants thereafter
• More information available this afternoon in the
  EDI workshop session

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STATUS

• Not near as far along as we had hoped to be
• Impetus has been placed on TRIAND and hope they
  will now put more resources on the project
• TRIAND also now doing state of Wyoming
• Only about 90,000 students

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TEXPRESS Committee

• Dennis Crowson Blinn College
• Fred Hample UT San Antonio
• Christie Kangas Texas State University
• Mario Lucchesi Univ. of Houston
• Monique Snowden Texas AM Univ.
• Shelby Stanfield UT Austin
• Dave Stones Southwestern University

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• Presentation can be found at
• www.blinn.edu
• Under Quick Links Electronic High School
  Transcripts