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Panel onState K-16 and P-20 Initiatives

Indiana eTranscript Initiative

SHEEO Professional Development ConferenceAugust 15, 2007

Boston, Massachusetts

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This Presentation Will:

1. Describe the Indiana eTranscript Initiative

2. Reflect on:• Lessons Learned• Benefits• Conclusions

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What Is the

Indiana eTranscript Initative?

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Background

• Developed as a partnership between:– Indiana Commission for Higher Education– Indiana Department of Education

• Formal Roll-Out in October 2005

• Uses technology developed by Docufide, Inc.

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Background (continued)

• Allows electronic transmission of transcripts:– High school to college– High school to high school– College to college (to be added)

• FREE service thanks to ISM Education Loans (Indiana Secondary Market)

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Request and Release of Transcripts

• Students can make online requests for transcripts to be sent to colleges

• High school counselors OK release of transcripts

• High school counselors and college admissions offices can also request transcripts to be sent

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Delivery of Transcripts

Currently:

• Delivered electronically to all Indiana public and all but one Indiana independent colleges for free

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Delivery of Transcripts (continued)

As of Sept. 1, 2007:

• Delivered for free to any college in the U.S.

– Electronically, if college participates

– By print, via overnight mail, if not

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Participation Levels in Indiana(Colleges)

• All Indiana public colleges can receive transcripts electronically

• 30 of 31 independent colleges can receive transcripts electronically

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Participation Levels in Indiana(High Schools)

• 92% of all public and non-public high schools (360 of 391 high schools) have signed on to participate

• 70% of high schools (274 of 391) are “live,” i.e. capable of sending transcripts electronically; these schools enroll 74% of all high school students

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Participation Levels(High Schools, continued)

• 54% of high schools (210 of 391) have already sent a total of close to 15,000 transcripts electronically

• Most of the 15,000 transcripts were sent over the past 12 months

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Awareness Campaign Examples

• College admissions officers all indicated e-Transcript is the preferred delivery method

• Working directly with high school personnel, e.g. counselors

• Printed more than 200,000 “rack cards”

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Data Transmission and Downloading

• Data extracted from the high school student information system (SIS) and transmitted as XML data

• Colleges can download transcript information as PDF image or XML data

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Reflections on:

• Lessons Learned

• Benefits

• Conclusions

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Lessons Learned

1. Human challenges are bigger than technical ones

(old habits and mindsets are bigger obstacles than technology)

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Lessons Learned (continued)

2. Standards are critical:

• Postsecondary Electronic Standards Council (PESC)

• Schools Interoperability Framework (SIF)

• Standardized state transcript

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Lessons Learned (continued)

3. SHEEO Agency - Department of Education collaboration is essential

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Benefits

1. eTranscripts deliver basic:

• Convenience (students, parents)

• Efficiency (counselors, admissions personnel)

• Effectiveness (no lost transcripts)

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Benefits (continued)

2. eTranscripts provide a platform for:

• Analyses of student success

• Feedback reports to high schools (from colleges and state)

• Analyses of course-taking patterns (from colleges and state)

• Diploma audits

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Benefits (continued)

3. eTranscripts can be used to build a data warehouse, linking together data from:

• K-12

• Postsecondary education

• Workforce

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Conclusions

1. The eTranscript is an idea whose time has come

2. Implementing an eTranscript initiative is a quintessential state activity (a statewide infrastructure will not build itself)

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Conclusions (continued)

3. An eTranscript infrastructure exemplifies a seamless P-20 data system, as called for by the Data Quality Campaign (DQC)

4. Whatever the design features, eTranscript infrastructure must support portability across state lines

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Contact Information:

Ken Sauer, Ph.D. Associate Commissioner for Research and

Academic Affairs Indiana Commission for Higher Education

101 W. Ohio Street, Suite 550 Indianapolis, Indiana 46204-1984 Phone: (317) 464-4400 ext. 21 Fax:     (317) 464-4410 E-mail: kens@che.in.gov Web:   http://www.che.state.in.us