Articulation and Transfer Clearinghouse – Institution Workshop May 1, 2008 5/1/20081ATC-Institution Face-to-Face

ATC-Institution Face-to-Face 1

Articulation and Transfer Clearinghouse – Institution Workshop

May 1, 2008

5/1/2008


Agenda for the Day• Welcome and Introductions• Interface Development Status (school-by-school)• Transcripts in the User Acceptance Test Environment• PDF Transcript Status• Update on High School Transcripts• A&T in the Strategic Plan• AACRAO Readout• UC Data Content Proposal Status - Start of 30 Day Comment Period on

Implementation Details• Other A&T Tools You May Not Know About• Use of SSN Status. Alternative plans for Student Identifiers• Open Discussion of Process Redevelopment for Use of eTranscripts (school-by-

school)• Need for a Security Audit for ATC Data?

5/1/2008


Production Logins Requested

Incoming Paper Extensions Requested Production - Send Production - Obtain Stop Incoming Paper Production - Deliver Production - Retrieve Comment

(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008) Complete

AKRN AKRN - YesAKRN

6/16/2008AKRN

6/16/2008AKRN

6/16/2008AKRN

6/16/2008AKRN

6/16/2008 Engaging Infinum Committed

BGSU BGSU BGSU BGSU BGSU BGSU BGSU Will/Have Missed Target

BLTC BLTCBLTC

> 5/23/2008BLTC

> 5/23/2008BLTC

> 5/23/2008BLTC

> 5/23/2008BLTC

> 5/23/2008 No commitment

CINC CINC CINC CINC CINC CINC CINC

CLEV CLEV CLEV CLEV CLEV CLEV CLEV

CLRK CLRK CLRK CLRK CLRK CLRK CLRK

CNST CNST CNST CNST CNST CNST CNST

CNTL CNTL CNTL CNTL CNTL CNTL CNTL

COTC COTCCOTC8/15/08

COTC8/15/08

COTC8/15/08

COTC8/15/08

COTC8/15/08

CSCC CSCC CSCC CSCC CSCC CSCC CSCC June and July Milestones pending Datatel work

CYCC CYCCCYCC

7/1/2008CYCC

7/1/2008CYCC

7/1/2008CYCC

7/1/2008CYCC

7/1/2008

EDSN EDSN EDSN EDSN EDSN EDSN EDSN

HOCK HOCK HOCK HOCK HOCK HOCK HOCK Partnering with WSCC

JEFF JEFF JEFF JEFF JEFF JEFF JEFF Need more support from Power Campus

KENT KENT KENT KENT KENT KENT KENT

LCCC LCCC LCCC LCCC LCCC LCCC LCCC

LKCC LKCC - Yes LKCC LKCC LKCC LKCC LKCC

LMTC LMTC LMTC LMTC LMTC LMTC LMTC

MATC MATCMATC

7/7/2008MATC

7/7/2008 MATCMATC

7/7/2008MATC

7/7/2008

MIAM MIAM MIAM - 6/1/2008 MIAM - 8/15/2008 MIAM - 9/15/2008 MIAM - 10/15/2008 MIAM - 10/15/2008 Dependent on new systems installation

MRTC MRTC MRTC MRTC MRTC MRTC MRTC Need more support from Power Campus

NCTC NCTC NCTC NCTC NCTC NCTC NCTC Response - Dates OK

NSCC NSCC NSCC NSCC NSCC NSCC NSCC

OHSU OHSU OHSU OHSU OHSU OHSU OHSU Verbal from Randy Smith

OHUN OHUNOHUN5/1/08

OHUN5/1/08

OHUN5/1/08

OHUN5/1/08

OHUN5/1/08 Letter of 3/17/2008

OSCC OSCC - Yes OSCC OSCC OSCC OSCC OSCC With some dependencies on KENT, OBR

RGCC RGCC RGCC RGCC RGCC RGCC RGCC Response - Dates OK

SHAW SHAW SHAW SHAW SHAW SHAW SHAW 7/1 Milestones depend on Jenzabar's implementation

SNCL SNCL SNCL SNCL SNCL SNCL SNCL

SSCC SSCC SSCC SSCC SSCC SSCC SSCC Working with Docufide, Jenzabar

STRK STRK STRK STRK STRK STRK STRK

TLDO TLDO TLDO - 7/1/2008 TLDO TLDO TLDO - 7/1/2008 TLDO No retrieve date received. Depends on Banner work.

TRRA TRRA TRRA TRRA TRRA TRRA TRRA

WSCC WSCC WSCC WSCC WSCC WSCC WSCC Partnering with HOCK, need CNST SW

WSUN WSUN WSUN WSUN WSUN WSUN WSUN

YNGS YNGS YNGS YNGS YNGS YNGS YNGS Dependent on Banner Conversion

5/1/2008


Production Users User Test Users (all capable of creating valid electronic transcript)

Others

Bowling Green State UniversitySinclair Community CollegeThe Ohio State UniversityUniversity of CincinnatiWright State University

Belmont Technical CollegeBowling Green State UniversityCincinnati State Technical and Community CollegeClark State Community CollegeCleveland State UniversityColumbus State Community CollegeCuyahoga Community CollegeJefferson Community CollegeKent State UniversityLakeland Community CollegeLorain County Community CollegeMarion Technical CollegeNEOUCOMNorth Central State CollegeNorthwest State Community CollegeThe Ohio State UniversityOhio UniversityOwens State Community CollegeRio Grande Community CollegeShawnee State Community CollegeSinclair Community CollegeSouthern State Community CollegeStark State CollegeTerra Community CollegeUniversity of AkronUniversity of CincinnatiWashington State Community CollegeWright State UniversityYoungstown State University

Central StateCentral Ohio Technical CollegeEdison Community CollegeHocking CollegeJames A. Rhodes CollegeZane StateMiami UniversityUniversity of Toledo

5/1/2008



Incoming Paper Extensions Requested Production - Send Production - Obtain Stop Incoming Paper Production - Deliver Production - Retrieve

(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)

AKRN AKRN - YesAKRN

6/16/2008AKRN

6/16/2008AKRN

6/16/2008AKRN

6/16/2008AKRN

6/16/2008

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)BGSU BGSU BGSU BGSU BGSU BGSU BGSU

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)

BLTC BLTCBLTC

> 5/23/2008BLTC

> 5/23/2008BLTC

> 5/23/2008BLTC

> 5/23/2008BLTC

> 5/23/2008

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)CINC CINC CINC CINC CINC CINC CINC

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)CLEV CLEV CLEV CLEV CLEV CLEV CLEV

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)CLRK CLRK CLRK CLRK CLRK CLRK CLRK

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)CNST CNST CNST CNST CNST CNST CNST

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)CNTL CNTL CNTL CNTL CNTL CNTL CNTL

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)

COTC COTCCOTC8/15/08

COTC8/15/08

COTC8/15/08

COTC8/15/08

COTC8/15/08

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)

CSCC CSCC CSCC CSCC CSCC CSCC CSCC

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)

CYCC CYCCCYCC

7/1/2008CYCC

7/1/2008CYCC

7/1/2008CYCC

7/1/2008CYCC

7/1/2008

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)EDSN EDSN EDSN EDSN EDSN EDSN EDSN

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)HOCK HOCK HOCK HOCK HOCK HOCK HOCK

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)JEFF JEFF JEFF JEFF JEFF JEFF JEFF

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)KENT KENT KENT KENT KENT KENT KENT

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)LCCC LCCC LCCC LCCC LCCC LCCC LCCC

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)LKCC LKCC - Yes LKCC LKCC LKCC LKCC LKCC

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)LMTC LMTC LMTC LMTC LMTC LMTC LMTC

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)

MATC MATCMATC

7/7/2008MATC

7/7/2008 MATCMATC

7/7/2008MATC

7/7/2008

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)

MIAM MIAM MIAM - 6/1/2008 MIAM - 8/15/2008 MIAM - 9/15/2008 MIAM - 10/15/2008 MIAM - 10/15/2008

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)MRTC MRTC MRTC MRTC MRTC MRTC MRTC

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)NCTC NCTC NCTC NCTC NCTC NCTC NCTC

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)NSCC NSCC NSCC NSCC NSCC NSCC NSCC

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)OHSU OHSU OHSU OHSU OHSU OHSU OHSU

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)

OHUN OHUNOHUN5/1/08

OHUN5/1/08

OHUN5/1/08

OHUN5/1/08

OHUN5/1/08

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)OSCC OSCC - Yes OSCC OSCC OSCC OSCC OSCC

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)RGCC RGCC RGCC RGCC RGCC RGCC RGCC

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)SHAW SHAW SHAW SHAW SHAW SHAW SHAW

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)SNCL SNCL SNCL SNCL SNCL SNCL SNCL

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)SSCC SSCC SSCC SSCC SSCC SSCC SSCC

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)STRK STRK STRK STRK STRK STRK STRK

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)

TLDO TLDO TLDO - 7/1/2008 TLDO TLDO TLDO - 7/1/2008 TLDO

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)TRRA TRRA TRRA TRRA TRRA TRRA TRRA

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)WSCC WSCC WSCC WSCC WSCC WSCC WSCC

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)WSUN WSUN WSUN WSUN WSUN WSUN WSUN

5/1/2008




(3/7/2008) (4/11/2008) (5/1/2008) (5/1/2008) (6/1/2008) (7/1/2008) (7/1/2008)

YNGS YNGS YNGS YNGS YNGS YNGS YNGS

5/1/2008


Congratulations!

Wright State and Sinclair2007 PESC Best Practices

Award WinnersFor

Exchange of Electronic Transcripts via Ohio Board of Regents Articulation

and Transfer Clearinghouse5/1/2008


Going Live Notifications

• Discussion

5/1/2008


Transcripts in the User Acceptance Test Environment

• Still seeing transcripts with personally identifiable information in the user acceptance test environment

• Create “dummy” people• Make up the name• Make up the SSN if you send the SSN• Best is an “invalid” SSN• OBR will continue to flag this and our security officer

will continue to follow-up with Revathi and you

5/1/2008


PDF Transcript Status

• OBR will support one new format for the transcript and will continue to support the existing comprehensive transcript

• Advisory committee to design the new version• Volunteers?

5/1/2008


Update on High School Transcripts

• Task force continues to meet and discuss contents

• Other involvement?

5/1/2008


A&T in the Strategic Plan

5/1/2008


Technology Infrastructure

• The technology infrastructure of Ohio’s higher education system will be upgraded and integrated. This will benefit students by providing access to online information about University System of Ohio schools, allowing online application for admission, and permitting registration at multiple University System of Ohio campuses.

• Similarly, technology will be integrated across the spectrum of primary, secondary and higher education.

5/1/2008


Private Schools

• The state will work closely with Ohio’s excellent and diverse private colleges and universities to help accomplish the goals of this plan.

• Private schools will be encouraged to participate in the state’s credit transfer system.

5/1/2008


Some Strategies

5/1/2008


Military Credit Transfer

5/1/2008


Guaranteed Credit Transfer SystemThis plan builds on the excellent work accomplished in recent years in two ways:

• After a date to be established in consultationwith chief academic officers, no new coursesappropriate to the statewide Articulation andTransfer System will be listed or offered atany University System of Ohio school beforethey are reviewed by statewide faculty andincluded in the Ohio Credit Transfer System.• The Ohio Credit Transfer System will be integrated into a user friendly system that includes all relevant student support, admission, counseling and financial aid services.

5/1/2008


Single Academic Calendar

The success of students, the integration of institutions, and opportunities to improve efficiencies and trim costs would be bolstered by a move toward a common academic calendar across all of the universities in the state.

• Given the significant benefits of a common academic calendar, the universities currently operating on a quarter system should give strong consideration to making the transition to a semester academic calendar.• Once a timetable has been established by the universities for this transition, the community colleges not on the semester calendar should consider making the transition.

5/1/2008


Technology Infrastructure

5/1/2008


Ohio’s history as a technology innovator

• When the Ohio General Assembly mandated the development of a credit transfer system that would allow students to know in advance whether a course they are taking at one school can transfer to others throughout the system, an Internet-based system was devised to keep track of this important work and to send transcripts between colleges electronically.

• The Board of Regents staff also developed the Higher Education Information system to make available to interested parties the voluminous information that the staff was regularly asked to gather and analyze in response to requests from the General Assembly, the executive branch and the public.

5/1/2008


Our state’s ability to increase its level of educational attainment will be linked to the success of students who attend more than one institution of higher education. Private institutions have extensive credit transfer arrangements with public two-yearand four-year institutions. As noted earlier inthis report, the Board of Regents, at the direction of the General Assembly, has created an articulation and transfer clearinghouse that enables students to know in advance whether the course they are taking at one University System of Ohio school will be accepted throughout the system.

It would be to the benefit of all students in Ohio if they could freely move back and forth between public and private institutions. The best way to accomplish this is to have private institutions participate in the state’s articulation and transfer system. The Chancellor will work with the private colleges to create appropriate administrative arrangements to make this possible, and once this is accomplished, will include participation in this system as one of the metrics considered in establishing formulas governing state support for private schools and their students.

Private Institutions - Credit Transfer

5/1/2008


AACRAO Readout

• Several sessions on Ohio Articulation and Transfer– XML– Advising

• Significant interest in our policies• Impressed at progress• Excitement with possibilities that this presents

5/1/2008


UC Data Content Proposal Status

• Document will be posted on the web site and we will email an announcement of posting

• Start of 30-day public comment period• Probably host a conference call midway

through the interval• Recommendations added to the

Implementation Details in response to UC’s data proposals.

5/1/2008


Transcript Implementation Details Specifics

Proposal Proposal ID Date Created Created By

The Information Content of the XML Transcript At Minimum Will Mirror the Paper Transcript P-001 04/02/2008 OBR

Proposal Description

Institutions will transmit by XML at least all of the information items included on that institution’s paper transcript. Institutions may choose to transmit additional information items as identified in Section III,“Recommended Data Parameters” of the proposal. The optional items are comprised of data fields not typically found on a paper transcript (e.g., student address).

ATC Functional Change

None

Agreement

20 Yes,1 No

5/1/2008


Only Undergraduate Applicant Transcripts Will Be Transmitted through ATC


Only Undergraduate Applicant Transcripts Will Be Transmitted through ATC P-002 04/02/2008 OBR

Proposal Description

Institutions will send transcripts via the ATC only for students who are applying for undergraduate admission. Transcripts intended for graduate schools, for employment, or for any other reason will be sent in paper form.ATC Functional Change

NoneAgreement

19 Yes, 2 No

5/1/2008


Partial Transcripts Will Not Be Transmitted through ATC


Partial Transcripts Will Not Be Transmitted through ATC P-003 04/02/2008 OBRProposal Description

Institutions will refrain from transmitting partial transcripts through the ATC. Institutions will send transcripts via the ATC only for those students whose complete academic record is maintained in a student information system such that the entire transcript record may be transmitted. Transcripts partially housed in a legacy system or in another medium (e.g., microfilm) will be sent in paper form.


NoneAgreement

20 Yes, 1 No

5/1/2008


Continuing Paper Transcript Distribution until testing complete


Continuing Paper Transcript Distribution until testing complete P-004 04/02/2008 OBRProposal Description

Ohio institutions are encouraged to continue to send paper transcripts at least until testing is complete and areceiving institution is successfully accepting XML transcripts in the ATC production environment. Some institutions may elect to continue sending paper transcripts for a period beyond its testing. Each institution, however, must determine a date for discontinuing paper transcript distribution and must release that date to its ATC partner institutions.


NoneAgreement

5/1/2008


Regional Campus Transcripts come to Main Campus


Regional Campus Transcripts come to Main Campus P-005 04/02/2008 OBRProposal Description

A standard is needed for the management of branch campus transcripts. The most straightforward approach would be for branch campus transcripts to be received and managed in a central location by each institution’s main campus.ATC Functional Change

NoneAgreement

5/1/2008


Student Identifiers needed for matching


Student Identifiers needed for matching P-006 04/02/2008 OBRProposal Description

Student identifiers are important when transcripts are received so as to assist in matching transcripts with existing records (e.g.,admission applications or test scores). Student identifiers provided on the XML transcript must include: Student Name (first, middle,last)• Student Address• Social Security Number, if known (Note: the PESC standard provides a separate field for School Assigned ID Codes. School assigned IDs should not be reported in the SSN field.)• Date of Birth


NoneAgreement

11 Yes, 5 No

5/1/2008


Course Level


Course Level P-007 04/02/2008 OBRProposal Description

To provide uniformity in the reported data, and to assist each institution in programming its student information system to successfully load incoming transcripts, the following code standards are strongly recommended for use by all institutions in the three fields that relate to course level. The recommended options are listed below.• CourseCreditBasis– “Regular”• CourseCreditLevel– “Undergraduate”– “Graduate”• CourseLevel– “Remedial” (Note: if the course is not remedial, do not populate this field.)


NoneAgreement

9 Yes, 6 No

5/1/2008


IPEDS Code


IPEDS Code P-008 04/02/2008 OBRProposal Description

The IPEDS code is the primary institutional identifier used within the ATC and must be provided on each transmitted XML transcript.


NoneAgreement

9 Yes, 5 No

5/1/2008


GPA by Term/Cumulative GPA


GPA by Term/Cumulative GPA P-009 04/02/2008 OBRProposal Description

Cumulative GPA and GPA by term should be provided only for coursework completed at the sending institution. (See Section II above,“Procedural Issues Requiring Resolution”.)ATC Functional Change

NoneAgreement

10 Yes, 4 No

5/1/2008


Credit Hours Attempted/Earned


Credit Hours Attempted/Earned P-010 04/02/2008 OBRProposal Description

Credit hours attempted and earned should be reported only for course work completed at the sending institution and should not include credit hours granted for transfer work from another institution.ATC Functional Change

NoneAgreement

5 Yes, 9 No

5/1/2008


Session/Course Begin/End Dates


Session/Course Begin/End Dates P-011 04/02/2008 OBRProposal Description

Begin and end dates for each session and each course should be included in the ATC transcript.ATC Functional Change

NoneAgreement

5 Yes, 9 No

5/1/2008


In Progress Courses


In Progress Courses P-012 04/02/2008 OBRProposal Description

If “in-progress courses” are recorded in the ATC transcript, a grade must also be reported (e.g., “IP”). Every reported course must have a corresponding grade.


NoneAgreement

13 Yes, 1 No

5/1/2008


Segregation of the Academic Record


Segregation of the Academic Record P-013 04/02/2008 OBRProposal Description

The “AcademicSummaryType” field includes thirteen (13) separate summary types (see the accompanying documententitled “Key PESC Data Fields & Descriptions”). Ohio institutions transmitting transcripts through ATC will use the following two summary types. “SenderOnly” is the preferred summary option and will be used to designate coursework completed at the sending institution. “TransferOnly” will be used to report transfer credit awarded as well as credit by exam and experiential learning credit granted by the sending institution.


NoneAgreement

8 Yes, 6 No

5/1/2008


Reporting Academic Awards Granted


Reporting Academic Awards Granted P-014 04/02/2008 OBRProposal Description

The following data fields will be used to report degrees awarded. “AcademicAwardLevel” will be limited to the following award level options:– 1.1 “Transfer Module Completion”. The official definition for this code is “Certificate of Completion”; there isno PESC standard for the TM. Each Ohio institution must, however, report completion of the TM on itstranscript. Therefore, using this code in a modified way will allow Ohio institutions to report TM completion.Note: a possible alternative to this would be for Ohio Board of Regents to build within the ATC a unique“AcademicAwardLevel” for the TM.– 2.0 “Certificate”– 2.2 “Postsecondary Certificate or Diploma”– 2.3 “Associate Degree” (AA or AS)– 2.4 “Baccalaureate Degree”– 4.2 “Master’s Degree”– 4.4 “Doctoral Degree”• “AcademicAwardTitle” - Each institution should report the descriptive title for the award given as itwould appear on its printed transcript or diploma (e.g., “Bachelor of Science”).• Date the award was granted


NoneAgreement

9 Yes, 5 No

5/1/2008


Program CIP Code


Program CIP Code P-015 04/02/2008 OBRProposal Description

Each institution should report the CIP code assigned to each course.ATC Functional Change

NoneAgreement

10 Yes, 5 No

5/1/2008


Other A&T Tools You May Not Know About

• Integration of Tools• Lot’s of work being done at OBR in support of

Articulation and Transfer• Bulletin Board• Articulation and Transfer Clearinghouse (ATC)• Course and Program Equivalency Management

System (CEMS)

5/1/2008

ATC-Institution Face-to-Face

Electronic Integration Backbone

74

SourceInstitution

TargetInstitution

Articulation and Transfer Clearinghouse

• Supplements incoming information and forwards it

Database

• Populated with approved, equivalent courses or content

data• When course content matches learning outcomes,

course is deemed “equivalent”

TAG Electronic Bulletin Board

• User resource• Posts equivalent, TAG-

approved content

Course Equivalency Management and Tracking System

Transcriptand

Supplement

Transcriptand

Supplement

Transcript

Belongs to the sending

institution and cannot be

altered

Transcript

Belongs to the sending

institution and cannot be

altered

5/1/2008

https://uat.regents.state.oh.us/ATC/

https://uat.regents.state.oh.us/ATC/

http://regents.ohio.gov/transfer/tagcourses/index.php


ATC-Institution Face-to-Face5/1/2008 75

Bulletin Board Demo

• Navigate to:http://regents.ohio.govClick on Credit Transfer at topClick on Transfer Assurance Guide Approved Course Bulletin Board



Regents Home Page• 10-year strategic plan• Click on Credit Transfer

5/1/2008


Credit Transfer Home Page• A wealth of information about credit transfer.• More information about CT2 •Link to CAS. • Approved Course Bulletin Board

5/1/2008


Transfer Assurance Guide Approved Courses Bulletin Board Home Page• Text description of program and content• Interactive data entry toward bottom of page

5/1/2008


Interactive Data Entry Area• Select various data items to restrict results.

5/1/2008


College Selected on Bulletin Board• Career Technical Adult Education Institutions Will Show Up on the Drop Down Menus as Programs and Courses Start Being Approved.

5/1/2008


Part of COTC’s Approved Course List• Single Course Match Starting in Summer 2007• Terminated Match• Multicourse Match

5/1/2008


Back to the List Option • Select Course Equivalency Comparison

5/1/2008


Course Equivalency Comparison Options

5/1/2008


Course Equivalency Option• Selections Made to Compare Columbus State and Ohio State Math Courses in Summer 2007

5/1/2008


Course Equivalency Comparison Results•Direct Equivalency – OMT009•Multicourse Equivalency – OMT007•No Direct Equivalency – OMT005•Understanding the Results

5/1/2008


Understanding the Results• Definitions• Institution-specific Information• Difficult Scenarios

5/1/2008


Course Equivalency Management SystemCT² Five-Step Process

1. Define learning outcomes based on recognized industry

standards

2. Agree on learning outcomes

3. Match course/program to learning outcomes

4. Submit course/program materials based on learning

outcomes

5. Review course/program materials for equivalency

(Also applies to TAGs)5/1/2008


“Another” Five Step Process

• Inventory Creation – Performed by Content Experts at the Institution• Match Creation – Performed by Content Experts at the Institution• Submission – Executed by CTAG Contacts at the Schools• Review – Performed by the Validation Center Coordinator and/or Faculty Review Panels• Posting – Performed by Software Under Control of Validation Center Coordinators


Institutional Focus

Subject Matter Expert or

Coord/Cont

Final MatchesResubmitted Matches

Additional Validation

Coordinator/Contact

Submitted Matches

Matches for Rework

Draft/Final Courses,

Programs,Draft Matches

Matches for Rework


CT2 CEMS Process Flow – Target Validation Process

CTAG Contact

Panel LeadVCCPanel

Member

Match Disapproved

Match Pending

(not enough info)

Match Approved


1. If you haven’t done so already, login to CEMS.

2. You should have permissions that allow you to get to the Faculty Work Page so click on “Faculty”.5/1/2008


1. You should see the Faculty Work Page above.

2. On the Faculty Work Page, click on “Create a New Course or Program”

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1. The “Enter Course or Program Information - Screen I” is displayed.

2. Note the screen progress indicator at the top right of the screen. This gives you an indication of how much additional data needs to be collected.

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1. You should see the Faculty Work Page above.

2. On the Faculty Work Page, click on “Create a new Match”

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1. This results in the screen below.2. Note that this is the first of 8 screens that

you will progress through to create the match.

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1. Determine when you want this match to begin and end.2. The actual Initiated Term will be determined once the faculty panel has

reviewed and approved the match.3. Follow the guidelines established within the process for submission of matches

far enough in advance to receive a timely review.4. Select the Initiated Year and Term.5. Use Autumn as the Term for the start of an Academic Year in CTAE institutions.

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1. CEMS allows you to specify a Year and Term when the match terminates.2. It is unlikely that you will specify and End Term when initially creating a match.3. The Terminated Term fields may be left blank.4. Click on “Next” to continue through the definition process.5. “Reset” resets the data on this screen to initial values. “Cancel” returns you to

the work page.

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1. Select the type of match that you are creating.2. This is used to limit some subsequent searches and to provide a customized

flow through the screens.3. An OAN match is generally used by Higher Education Institutions to create a

TAG match.4. A CTAN match is generally used by Higher Education and/or CTAE Institutions

to create a CT2 match.5. We’ll use a CTAN match in this example.6. Click on “Next” to continue.7. Clicking on “Previous” returns you to the previous page. “Reset” and

“Cancel” behave as before.

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1. On this screen, you will select which OAN or CTAN your Courses or Programs will match.

2. You will be limited to a list of OANs or CTANs based on your selection on the previous screen. Selecting different Assurance Guides (TAGs or CTAGs) in the left hand window frame will result in the right window frame displaying the associated OANs or CTANs.5/1/2008


1. Selecting an OAN or CTAN in the right side frame will give you a preview of the learning outcome associated with that Articulation Number.

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1. Once you have selected the desired Articulation Number, click on Next to proceed to screen 4

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1. On the “Select Courses or Programs for the Match” screen, you will be presented with the list of Finalized Courses and Programs for your institution.

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1. Select Courses or Programs for your match by double-clicking the Inventory item or by single-clicking on the item and then clicking on the arrow to move the selection into the Matching Courses/Programs list.

2. Multiple Courses or Programs may be selected for the match (although it is unlikely that a multi-program match would ever occur).

3. All Courses or Programs in a multiple Course or Program selection would have to be completed by a student to receive matching credit.

4. Click “Next” to continue.

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1. You are now on the central screen for match creation.2. On this screen, you will enter the necessary information for use in the validation processes that

demonstrates that the Courses/Programs in your match actually do address each of the Learning Outcomes in the Articulation Number.

3. The data to enter is very specific for the subject matter and guidelines have been established to facilitate creation of a good match.

4. Each Learning Outcome in the Articulation Number is listed.5. Essential Learning Outcomes are indicated with a red star and require input.6. For CTAN matches, Time on Topic is optional in all cases.7. For OAN matches, Time on Topic is required for Essential Learning Outcomes and may be entered in a

number of different formats (Hours, Days, Weeks, Class Periods, Percent of Total Time). Only Hours are used for CTAN matches.5/1/2008


1. The text box should be used carefully.2. Minimal formatting is allowed in this box and the size

is limited to 2048 characters.3. Enter the data necessary to describe how your match

addresses each of the Learning Outcomes.4. Time spent on this self-assessment activity now will

reduce the amount of time spent in the downstream match Validation process.

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1. Note that the Courses or Programs that you selected on the previous screen are listed at the bottom of this screen.

2. You can display the Course/Program information by clicking on the associated buttons.

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1. Clicking on one of these “Show/Hide…” buttons displays course information.

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1. When all questions have been addressed, click on “Next” to continue to the next screen.

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1. There may be some additional requirements for your match.

2. You can enter those on this screen.3. CTAN matches may skip this screen and

click on “Next”.

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1. You are now presented with a preview of your match data.2. You should review the data and make sure that you have provided sufficient

information to allow validations to take place.3. Course/Program data can be displayed by clicking a button at the bottom of the

screen.5/1/2008


Use of SSN• Issue is with the institutional CIOs• Presentation on Tools given on 4/25/08• No discussion of SSN but discussion of overall

ATC security• Other input?

5/1/2008


Open Discussion of Process Redevelopment for Use of eTranscripts

• Need to revitalize the Best Practice Team being led by Sinclair, Miami, and Wright State

• Open Sharing?• Issues to address?• Approach?

5/1/2008


Need for a Security Audit for ATC Data

• Some discussion in the past for a security audit

• Input?

5/1/2008


Open Forum

• Questions?• Comments?• How can we communicate more effectively?

5/1/2008


Next Meetings

• Next conference call - in two weeks???– Will work with Marcus– Watch for announcements

• Next face to face – in 3 months – August???– Will work with Marcus– Watch for announcements

5/1/2008

Documents

Articulation and Transfer Clearinghouse – Institution Workshop May 1, 2008 5/1/20081ATC-Institution Face-to-Face