MHEC ETI Overview

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Minnesota e-Transcript Initiative Kick-off
June 12th, 2007 Office of Higher Education
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Table of Contents

• Introductions
• MHEC ETI Overview
• Minnesotas Participation
• Role of the Project Advisory Committee
• Secure Transcript Functional Overview
• Next Steps
• Contact Information

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Midwestern Higher Education Compact

• Mission Advancing Midwestern Higher Education
  Through Interstate Cooperation and Resource
  Sharing
• MHEC was created by statute and acts as an
  instrumentality of state government in each of
  the eleven member states.
• MHEC serves all sectors of non-profit public and
  private higher education and state government.

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Interstate Compacts
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MHECs Core Functions At A Glance

• Cost Savings
• Computer Hardware/Software
• Property Insurance
• Telecommunications
• Office Products
• Student Access
• Midwest Student Exchange Program
• e-Transcript Initiative (ETI)
• Policy Research
• Education to Workforce (E2W) Initiative
• Policy Summits Spellings Commission, November
  2006
• The Midwest PERL

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MHEC ETI Background

• Student Access Advisory Committee (SAAC) created
  in June 2005 charged with exploring regional
  opportunities to increase student access
• Electronic transcript exchange addressed in
  SAACs 2005 work plan
• Full RFP process recently completed by SAAC
  Docufide unanimously selected by SAACs RFP
  Review Cmte., full SAAC Cmte., and MHEC Executive
  Cmte.
• Initiative has been introduced to all 11 states
  at state (DOE/HE), postsecondary and secondary
  levels. Indiana is moving to MHEC contract and
  are kicking off the initiative with Minnesota.
  Kansas and Nebraska are actively pursuing funding
  for the initiative.

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MHEC ETI Overview
MANDATE Establish a comprehensive intraregional
Electronic Transcript Initiative (ETI).
PARTICIPANTSAll public and private secondary
and public and private postsecondary schools
within the eleven MHEC states. SERVICE
OFFERING Online transfer of student information
between the Midwests high schools and colleges,
and among all participating postsecondary
institutions.
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• Minnesota E-Transcript Initiative

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Minnesota ETI

• In May of 2007, the Office of Higher Education
  agreed to the MHEC ETI State Participation
  Agreement
• With the participation fee, all public and
  private high schools and colleges in Minnesota
  will be able to register for Docufides Secure
  Transcript at the MHEC negotiated service
  discounts.
• Participation in the MHEC Project Advisory
  Committee (PAC) responsible for setting the
  strategic direction of the ETI

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Minnesota ETI Services

• High School Services
• Request delivery of student/alumni transcripts
  to Member colleges
• Electronic secondary school reports

• College Services
• Request delivery of student/alumni transcripts
  to Member colleges
• Electronic secondary school reports setup by
  college to conform to needs

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Minnesota Approach
Receivers
Senders
Step 1 Register Minnesota Colleges
Universities to receive transcripts
electronically and endorse the Minnesota ETI
Step 2 Inform Minnesota High Schools, Colleges
Universities about the ETI opportunity and
services available.
Step 3 Docufide to work with interested schools
for Service Agreement and installation
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Minnesota Approach

• Secure Transcript available at a significant
  discount
• Receivers Registration is free for all
  postsecondary institutions registering to receive
  transcripts electronically
• Senders Offered to schools and students at a
  discount of nearly 50 off Docufides normal
  electronic transcript delivery rate of 5 for
  MHEC institutions and 15 discounts on
  installation and destinations outside of MHEC.
• Installation fee is 212.50 per school
• Transcript Fee to participating MHEC institutions
  is 2.55
• Transcript Fee to delivery outside of MHEC
  institutions or paper delivery is 4.25
• Flexible funding options are available to each
  institution
• Flat Annual rate by schools
• Per request basis by students (no cost to
  schools)
• Receiving institutions for feeder high schools
  or colleges
• 3rd Party Sponsorship

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Project Advisory Committee

• Represent all types of users of the Minnesota
  e-Transcript Initiative
• Be familiar with the Initiatives Services and
  Benefits to Students, High Schools and Colleges
• Provide feedback to State Sponsors, MHEC and
  Docufide on the ETI
• Contribute to the strategic vision of the MHEC
  e-Transcript Initiative
• Provide assistance in sending communications to
  the communities you represent
• Seek out ways to inform your communities of the
  initiative (Regional Meetings, Workshops,
  Newsletters, etc.)

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Secure Transcript Overview
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Secure Transcript

• Full service Secure Transcript allows for the
  online processing of all student and alumni
  requests, accessed from a link placed on the
  schools website.

• Secure Transcript Includes
• Secure student registration, requesting order
  tracking
• A comprehensive database of colleges and
  scholarship funds
• FERPA compliant delivery to any other destination
  globally
• Intuitive school interface allowing for review
  and approval of all requests

ANGRY TROUT HIGH
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Sending Transcripts
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Student Request Process

• Student searches our database of colleges,
  choosing one or many destinations for delivery.

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Student Request Process

• Student reviews destinations and confirms that
  selections are correct. When state or sponsor
  subsidized, no fee appears for all participating
  MHEC destination colleges.

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Student Request Process

• Student reviews and accepts online agreement.

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Student Request Process

• If required (not subsidized) student processes
  payment online.

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Student Request Process

• Students can track their requests online and will
  also receive confirmation emails when their
  request is received, approved by the school
  registrar, and upon delivery.

Automatic Email Notifications
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Benefits to Students
Minnesota ETI

• 24/7 access to transcript request tracking
  online
• Includes comprehensive database of all public
  private postsecondary institutions, along with
  scholarship funds, military NCAA
• Online order tracking and automatic email
  notifications at order, school approval and
  release, and when received electronically by the
  destination college/university
• Full service solution, not limited to a few
  destinations but inclusive and capable of
  delivering transcripts on a students behalf to
  any institution nationwide

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Sending School Process

• Secure Transcript provides administrators with a
  secure online To-Do List, where all student and
  alumni transcript requests are quickly reviewed
  and processed for delivery.

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Sending School Process

• The Docufide Virtual Printer is used to
  electronically upload student transcripts
  securely to Docufide for processing.
• Transcripts can be sent individually or in a
  batch.

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Sending School Process

• If the transcript request is to a destination
  registered for electronic secondary school
  reports (eSSR), an eSSR request is generated.

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Sending School Process

• Populate the eSSR, common fields will be applied
  for all eSSRs.

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Secure Direct

• Postsecondary senders have an option to simply
  electronically deliver transcripts without
  changing their existing request processing
  workflow. Requires an hour or less per school to
  setup and train.

Destinations can be selected from our database
and can also be added if not found, requiring
only a recipient email. Notification will be
sent allowing recipient to securely download the
transcript from Docufide.com.
Any document that can be printed can be securely
delivered electronically. Transcripts, letters
of recommendation, or guidance evaluations can
all be delivered through Selected Delivery.
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Benefits to Sender
Minnesota ETI

• Full service solution - all requests and
  deliveries now handled electronically
• Simple install process - 1 hour from start to
  finish per school
• Customer and technical support provided by
  Docufide
• End-to-end transcript delivery tracking,
  automated notifications and escalations, and
  redundant safeguards ensuring errorless delivery
• Includes ability to electronically send
  additional admissions documents (letters of
  recommendation, counselors evaluation, school
  profile)

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• Admissions Services

• Registering
• Receiving
• Transcript Formats
• Secondary School Reports

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Register to Receive

• Registering to receive electronic transcripts is
  a 5 minute process accomplished at Docufide.com.

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Ready to Receive e-Transcripts!

• Any college or university nationwide can register
  and begin receiving transcripts for free from the
  hundreds of high schools using Secure Transcript.
  Colleges receive transcripts in their preferred
  format (PDF, XML, or EDI).

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Transcript Formats
PDF
XML
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PDF Transcript
Docufide delivers a comprehensive dataset in the
header of each transcript, including a unique
ID, creation date, and SSN applicant tracking
(if provided by student) Docufides PDF
carries transcript data in a standard format, no
matter the sending schools structure. Consistent
student, school, course and credit information
allow for ease of review and import into document
management systems.
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PDF Transcript
Each transcript carries a unique ID , allowing
the recipient to verify its authenticity
online. Docufide also includes an embedded
electronic signature, ensuring a transcripts
validity is maintained post delivery.
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PESC XML Transcript
When institutions are ready to receive in the
nationally recognized high school and
postsecondary PESC XML standard, they will simply
need to change their format preference within the
system to do so. PESC XML, in addition to
screen viewable PDFs, are available for all
transcripts delivered from high schools and
colleges utilizing Secure Transcript.
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Delivery Options
Docufide supports a number of delivery options to
suit the needs of the recipient. By default,
Docufide provides a secure, easy to use download
interface for all registered recipients,
delivering transcripts in a standardized PDF or
PESC XML format. Docufide also supports
automated delivery of PESC XML transcripts
through secure FTP and web services
(WSDL). Transcripts in the PESC XML or TS130 EDI
formats can also be routed through the Texas
Server for trading partners wishing to receive
all electronic transcripts through that server.
Secure FTP/WSDL - PESC XML
Texas Server - SPEEDE EDI - PESC XML
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Request Secondary School Reports

• College can configure electronic secondary school
  reports specific to their admissions process.

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• Additional Features Available to
• Both Senders and Receivers

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• Directory

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Directory

• School contact and profiles are available online
  for all participating colleges and high schools.

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• Reports

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Reports

• Real-time reports are available for sent or
  received transcripts, with results exportable to
  Excel for further data analysis.

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Benefits to Receivers
Minnesota ETI

• Free service to receive transcripts in desired
  format PDF, PESC XML or EDI
• Includes electronic secondary school report,
  tailored to fit the desires of the receiving
  college
• Major cost and time savings over the manual paper
  transcript receipt process
• Setup to receive takes less than 20 minutes per
  campus with no hardware or software required

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Next Steps

• Get the word out to Minnesotas high schools and
  postsecondary institutions
• Press Release from OHE, MHEC and Docufide
• Distribute ETI Announcements
• High School Superintendents, Principals and
  Guidance Counselors
• Postsecondary Admissions Directors
• Postsecondary Registrars
• Look for opportunities to introduce this service
  to your communities
• Work with Docufide to host informational meetings
  on the service

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Contact Information

• MHEC Initiative Website
• http//eti.mhec.org
• Docufide Website
• http//www.docufide.com
• MHEC Project Manager
• Jennifer Dahlquist
• jenniferd_at_mhec.org
• 612-626-1602
• Docufide Minnesota Project Manager
• Stephanie Braman
• sbraman_at_docufide.com
• 952-929-9240