A Year Later - Electronic Transcript Panel Discussion...ySome schools don’t have many high volume trading partners. ySome schools (mine included) are just SMALL, and the start-up

AACRAO 2010

New Orleans LA

F3.245

A Year Later -

Electronic Transcript Panel Discussion

AACRAO Appointed Committee

In April 2008, an ad-hoc committee was appointed to evaluate the current state of technology and the various options that are now available to records officers regarding electronic transcripts. The committee was charged with producing a report that

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g p g pwill describe the options that new and current technologies provide for electronic transcripts, note current best practice, and forecast future development. The report will be published in College and Universityand distributed by other methods as deemed appropriate.

Electronic Transcripts Panel F3.245

AACRAO Task Force

Chair: Sarah Harris, University of Iowa

Andy Hannah, University of Chicago

Dave Stones Southwestern University (TX)

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Dave Stones, Southwestern University (TX)

Bob Morley, University of Southern California

Report to: AACRAO VP, Glenn Munson, Brad Myers


Outline of Presentation

Terms Defined

Significant Components of Electronic Transcripts

Summary of Vendors (Surveyed) and their

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Summary of Vendors (Surveyed) and their products/services

Key Links


Transcript Content/Medium

Paper Document – just paper. Slow delivery, bad for processing.PDF or other image file (TIF, GIF, JPG) – a picture of the paper document. Helps in routing & imaging, but not processing.

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p gStandard Coded Data (SPEEDE-EDI) – good for automated processing.Standard Coded Data (PESC XML) – can provide a less expensive option.


Electronic transcripts defined (for our purpose) includes:PDF (Portable Document Format)XML (Extensible Markup Language)EDI (Electronic Data Interchange)

Some Definition of Terms6

( g )

Does NOT include proprietary formats: ASCII/flat file, TIF, GIF, etc.

XML and EDI must be compliant with published and approved standards, via PESC (Post-Secondary Education Standards Council) and SPEEDE. PDF standards as established by Adobe.


Delivery Methods

U.S. Mail

FAX (fastest, and least secure)

ARTS & SMART (military service personnel & veterans)

State or system networks (NJ, FL, MD, ON, OH, Midwest) – EDI or XML, some with

proprietary software

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Statewide system (NC, CCCTran, FIRN/FASTER, TREx, Ontario) – use formatted data, some with proprietary software

EDI or XML via (free) UT Austin Server (aka “Texas Server”)

Commercial Services – AVOW, National Student Clearinghouse, Connect EDU,

Credentials, Docufide, National Transcript Clearinghouse/Pearson, ScripSafe, XAP,

Others . . .Our focus is on EDI, XML and PDF delivery methods in the post-secondary education world, including transfer and graduate & professional admissions . . . (Not K-12 to College Admissions)


Electronic Sender-Destination Combinations (Best Fits)

College sends large volumes of transcripts to one or more other Colleges or Higher Ed Agencies – EDI/XMLCollege receives many transcripts from one or more other Colleges – EDI/XMLCollege sends transcripts to individuals or businesses - PDF

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College receives fewer transcripts from a variety of locations -PDFCollege sends small volumes to many colleges—pending budget and resources - hardcopy or PDFCollege receives small volume of transcripts from wide variety of individuals or schools - hardcopy or PDF(see EDX Primer – Ch. 11)


In February 2009, AACRAO sent a survey to all educational institutional members – both admissions offices and registrars offices. 721 institutions responded and of those schools – 171 responded that they RECEIVED some electronic format of transcripts; 123 responded that they SENT some electronic format of transcripts.

User Survey Review (2009)9

123 responded that they SENT some electronic format of transcripts. I sent e-mails this spring to fourteen (14) institutions that had commented that they “hoped to be exchanging within the year”. I received three (3) responses – and two (2) of them have added electronic delivery to their methods of delivery.


Vendor Survey Review (2010)

o AACRAO Task Force develops survey to gather information from vendors who provide services related to electronic transcripts

o Survey asks a variety of questions ranging from what and how services are provided to cost/pricing

S l d J 2010 d

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o Survey released January 2010 to vendors

o Survey results will be made available at a later date

o Six vendor responses

o Several vendors reluctant to submit a survey due to belief that some of the survey questions addressed areas that were felt to be proprietary


Vendor Survey

These vendors have completed the survey provided by the Taskforce

AVOW Systems Inc.

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Credentials Inc.

Docufide Inc.

National Student Clearinghouse

SCRIP-SAFE International

XAP Corporation


SPEEDE

AACRAO SPEEDE Committee (for 21 years, now) and K12 committee worked together to develop ANSI ASC X12 EDI format known as SPEEDE/ExPRESS.SPEEDE=standardization of postsecondary education electronic data exchange.ExPRESS:K 12 version using same TS130 transaction

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ExPRESS:K-12 version using same TS130 transaction.EDI allows one computer to send data to another computer which may unambiguously process the data. Good install base.XML – next generation, more web-savvy, eventually cheaper.EDI/XML Supports Full Automation – Strategic Way to Decrease Cost, Increase Speed and Efficiency.PESC has replaced ANSI ASC X12 as standards setting body for XML.


SPEEDE Progress

SPEEDE EDI Format released for use in 1991.“Large” Install Base of SPEEDE EDI users increasing somewhat steadily since 1995.SPEEDE Committee has also developed roughly equivalent XML schema for transcripts and defined

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equivalent XML schema for transcripts and defined crosswalks with the EDI.EDI is used in most of the state systems and networks, and these are increasing – especially for high schools.EDI and XML are supported by the UT Server.


UT Austin Server

Free service started in 1995Works like a hub.FTP or e-mail attachments to deliver formatted files.Senders and recipients define their delivery parameters independently.

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6 millionth transcript was delivered in Jan 2010. 158,000 during June 2009 alone. Over 21 million total transaction sets (incl. acknowledgements, apps, requests, test scores)858,000 transcripts in 2008 – up 19% from 2007.1,071,864 transcripts in 2009 – up another 25%


USERS of SPEEDE/ExPRESS

Regular high volume statewide via Server in AR, BC, FL, IA, OR, TN, TX.High volume also in AZ, CA, NC, NJ, SC, VA, to AMCAS.Recent movement in AL, GA (XML), MS.See monthly usage reports for Server at UT Austin SPEEDE website.Most significant volume is associated with statewide movements.

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State networks in CA, FL, NC, NJ, OH, ONSome (San Jose State, U Md) use state network AND UT ServerHigh school explosion in AR, FL, NC, OR, TX.XML is now a player – USC example, with eTranscript California.Banner incorporating SPEEDE/PESC XML into SISBeta Testing on XML EDI Converter at UT Server


Problem Solved – for 10 Years

Zero delivery cost

Single registration by school

Multiple delivery methods supported

Encrypted

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yp

No need to worry about which network trading partners were using.

….. Then the scope of the project changed, and things got interesting.


Not a Complete Solution

Some schools don’t have many high volume trading partners.Some schools (mine included) are just SMALL, and the start-up cost is a factor.

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pSome SIS’s continue to lag.Many transcripts go to individuals or businesses.Pressure to do things electronically.Security and speed are important.


XML/EDIQuestions about Creation

Does the school create its own EDI/XML transcript?

Is software made available to assist the school in creating their EDI/XML transcript?

Does vendor software resident at the school create the EDI/XML

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transcript?

Does the vendor accept transcript data from the school and assemble the EDI/XML transcript at their site?


XML/EDI Questions about Distribution/Retrieval

Are EDI/XML transcripts sent via email?

Are EDI/XML transcripts sent via the Texas server?

Is a network registry of vetted receivers required?

Is a secure web service provided where receivers can

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preceive transcripts?

Is data sent through some form of secure FTP?


XML/EDI Distribution/Retrieval (continued)

• Is the data encrypted?

• Is a TS 131 (acknowledgement) required?

• Can the system deliver to multiple mailboxes at a single h l/ i ti ?

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school/organization?

• Can the system deliver in batch?

• Can the system deliver in real time?

• Are students notified that their transcripts have been delivered?


Is the sending institution notified that transcripts have been delivered?

How long do transcripts reside on servers or in mailboxes?

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XML/EDI Distribution/Retrieval (continued)

mailboxes?

Are reporting & auditing functions available?

Is assistance provided or can it be purchased that will interface into a school’s SIS?


PDF Transcripts22

Most Student Systems can print a transcript to PDF (or you scan)Simple benefits of PDF . . . cheaper than hardcopy, no paper, no printers, no toner, no envelopes, no postage; copies saved indefinitely. Advanced benefits of PDF . . . distributed securely through internet, can be embedded with XML “header” for routing, can be integrated with Student System for automated production & delivery.


Obvious benefits of PDF . . . simplest and cheapest type of Electronic Transcript to produce, can be delivered to anyone with a PC or MAC, more and more recipients WANT electronic transcripts.Asserting “the PDF’s you produce are official”, vendors will work with you to process and deliver them in a certifiably secure manner to the designated receivers.

The Market for PDF Transcripts: Registrars23

Many schools are reporting excess of 20% of transcripts are PDF’s (since 2007)

Vendors with long history of service to registrars related to academic records and transcripts are providing new PDF solutions.

In-house (only) PDF solutions ARE possible, as at Michigan State University.

Vendor solutions can support any school at either a per “transaction or document” fee a standing contract rate or both


document fee, a standing contract rate, or both . . .

What Registrars are not paying for paper/printers/postage (and labor) they may well be paying to the vendors for their services, they may also direct those costs to the students/alumni as a “convenience” fee.

Registrars need to carefully weigh their budgets, current expenses, including labor, and the volume of transcripts they are producing against the fees charged by vendors and how much cost the students should bear.

The Market for PDF Transcripts: Receivers24

Evidence (anecdotal) is that all admissions offices are now receiving e-transcripts from a growing number of sources.

There is no standard . . . The different means of distribution from each source (two-emails-with-password-cut-and-paste, log into secure mail-folder, set-up a password secured account, did you forget your password? …) is frightening.

Admissions and Registrars should work together to establish recommended


Admissions and Registrars should work together to establish recommended technologies (plural!) for the school. See list on page 7. Application forms should indicate preferred ways and addresses for sending e-transcripts, but can NOT be vendor specific.

More and more PDF’s are being received, but many are still being printed, photo-copied, filed in manila folders . . . and some are even scanned after they are printed(!).

The standards for receiving and handling PDF’s also need to be developed . . .

Vendor Solutions for PDF Transcripts25

At this time (Spring 2010) there are three models . . .1. Internal . . . School generates PDF transcripts and transmits them to the designated recipient via secure web service (https) using unique URL and Password combination emailed to the recipient. It is official AS DELIVERED, not for subsequent copying, etc.

2. “Virtual” Mail-box/Exchange Partnerships . . . School establishes that its vendor has a “partnership” arrangement with a listed school/agency to which transcript is to be


p p g / g y pdelivered. A PDF transcript is securely delivered to a virtual mail-box maintained by the vendor for that recipient school. Employees—or systems—of that recipient school, either upon email notice from the vendor or routinely check the mail-box and retrieve contents . . . then route the PDF’s internally as needed.

3. Direct distribution to individuals . . . The School generates transcript and delivers it, along with the email address of the recipient, to vendor. The vendor notifies recipient that transcript is waiting, usually separating the unique URL for the PDF from the password needed to open it.

PDF Transcripts, More26

Any of the three solutions can accept “digitally signed” PDF’s . . . where technology embeds security into the individual PDF so that recipients/viewers can confirm its authenticity.

Vendors are providing full suites of e-transcript services, orders are placed with them by students, fees assessed, they link up with student system (via


XML), deliver PDF’s, perhaps having digitally signed them. The reduction in Registrar staffing and logistical costs is significant . . . the vendor is compensated.

For PDF’s, “home-run” is transcript embedding XML code with the PDF, so as it is received by an Admissions system, the XML is read by that system, directing the PDF to the proper “folder”, with the data going into the Admissions database for data-mining . . .

Forecasts of Future Development

As more admissions offices/agencies discover benefits of e-transcripts they will encourage students/alumni to order them … some to the exclusion of paper.

As more e-transcripts are requested and produced, Registrars will struggle to understand how to be cost

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Registrars will struggle to understand how to be cost effective.

The marketplace will drive down the costs . . . Only a small number of nationwide (or planet-wide) vendors with large resources, or government-backing, or a “killer app”, or a small profit-margin MAY remain.


More Forecasts

EDI and XML College-Transcript will become standard “currency” for exchanging transcripts between schools and “agencies” of higher-ed. “Translators” will convert EDI to XML and back again. An inexpensive medium for distribution, i.e. the Texas Server, will be priceless for AACRAO members.

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PDF transcripts will be commonplace for “individuals” receiving transcripts (as opposed to agencies and admissions offices).

Loading an XML or PDF transcript into an electronic admissions portfolio will be SOP—the transcript will never be printed.

Registrars, particularly of larger schools, should be able to distribute all three types of transcripts: hardcopy, PDF, and EDI/XML . . .


The Report

The Task Force will compile our notes and present a report to Brad Myers and the Board by the end of June (?) of this year.

It will include our findings about the current options available to registrars for e-transcripts, list best practices (vendor agnostic, to h ibl ) d b ( d d) f

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the extent possible), and suggest our best (educated) guesses for the future.

Addenda will include our two surveys, users and vendors, and their responses.

Publication in College and University, copies also available through email list services.


Some Possible Recommendations

AACRAO should inform agencies to whom Registrars send large volumes of transcripts (e.g. LSDAS, AMCAS, NSF, Fulbright-Hays, etc.) about “Generic SOP’s and FAQ’s” they can reference in their application materials about e-transcripts.

AACRAO h ld i i ff b i h

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AACRAO should continue its efforts to bring together representatives of ALL the key stakeholders, Registrars, Admissions, and IT to identify best practices and synergies between their respective areas for requesting, producing, receiving, and processing e-transcripts, specifically for Undergraduate Transfers and Graduate/Professional Admissions.


More Possible Recommendations

The “Registrars Transcript Guide” should be updated with expanded sections on electronic transcripts, including EDI, the Texas Server, the XML transcript-related schema, PDF’s, and e-transcript security.

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A registry could be maintained by AACRAO (vis a database) of the official transcript sending and receiving protocols in use by the individual members. The entries in this registry could be confirmed/updated by members annually as they renew their institutional membership.


UT Austin SPEEDE: http://registrar.utexas.edu/speede/ for Server, Q&E, lots more.

AACRAO SPEEDE: www.aacrao.org/speede/ for state progress, state contacts, RIPS (& AACRAO Resource Ctr)

Key Links32

progress, state contacts, RIPS (& AACRAO Resource Ctr)

EDX Primer – AACRAO publication produced by SPEEDE Committee in 2008.

AACRAO Technology Conference: www.aacrao.org/tech10/

Postsecondary Electronic Standards Council: www.pesc.org - watch activities of Work Groups on this.


Documents

A Year Later - Electronic Transcript Panel Discussion...ySome schools don’t have many high volume trading partners. ySome schools (mine included) are just SMALL, and the start-up