Go Green, Go Electronic in the State of Kansas

KBOR Conference

June 14, 2012

Brief History and Update Contract Timelines MHEC Request for Proposal Clarify Service Offerings Participating Schools Planned Enhancements Post Initiative Pricing New Services Questions

Brief History2005 Indiana Launched Statewide Initiative

2006 Student Access Advisory Committee of the Midwest Higher Education Compact (MHEC) Recommended MHEC Initiative

2007 Minnesota Launched Statewide Initiative from MHEC Master Agreement

2008 Council of Faculty Senate Presidents (COFSP) requested the Board of Regents to Facilitate a Kansas Initiative

2009 Kansas Department of Education (KSDE) Received a Statewide Longitudinal Data System grant (SLDS)

2009 KSDE Launched eTranscript Initiative

2010 KACRAO Letter of Support

2010Kansas Department of Education (KSDE) and Kansas Board of Regents (KBOR) Received a Statewide Longitudinal Data System grant under the American Recovery and Reinvestment Act (SLDS ARRA)

2010 KBOR Launched eTranscript Initiative

Secondary Update Contract Extended – Expires September 2013 High Schools Must Sign Up by September 2012 82% of High Schools are registered 65% are live with Sending Services More than 229 High Schools have sent over

21,000 transcripts electronically. NCAA prefers Electronic Transcripts

Postsecondary Initiative

KBOR Contracted with Docufide by Parchment from MHEC Master Agreement (1.6 Million Transcript Exchanged in 2011)

Board Objective: Electronic Delivery in Kansas

Foresight 2020 ALIGN SYSTEMS & INSTITUTIONS Achieve alignment between the state’s preK-12 and higher

education systems and continue to enhance alignment between higher education institutions.

1.4 Address Institutional Alignment• – The Board and TEA have established a framework and

process for technical program alignment• – The Board has worked with KSDE and postsecondary

institutions on implementation of an etranscript initiative• – The Board has established a Transfer and Articulation

Advisory Council and will be approving a set of general education courses and a quality control system within the next year.

Foresight 2020 Why We Care

Efficient Use of Resources Transferability Shorter Time to Degree=Less Debt

• “In a time of limited resources, it is imperative that the Kansas public higher education system use resources as efficiently as possible. It is also critical that students be able to move across the system with ease in order to ensure a reasonable time to degree completion and to avoid incurring excessive debt in pursuit of a degree.”

Postsecondary State Agreement

Kansas Board of Regents (KBOR) signed the MHEC Master Contract with Docufide by Parchment for Sender Services (December 2010)

KBOR Contract Pays Installation Cost plus Three Year Student Offset for Participating Kansas Public and Independent Colleges

Each Institution signs a School Agreement with the Vendor (Begins Three Year Clock for Student Offset)

Kansas Public and Independent Institutions all Participate in “Receiver Limited” Services

KBOR Contract Supports Free “Receiver Full” Services through December 2013

Contract Timelines

KSDE September 2009 2010 2011 2012 *September 2013

KBOR December 2010 2011 2012 +December 2013

KBOR Rollout April 2011 Early Adopters ^October 2011 Statewide Rollout ^October 2012 Late Adopters June-Dec 2013 Maintenance and Closeout

*KSDE has one year extension for free transcripts but high schools must sign up and implement by September 2012+Ends Sender Services Free Installation and Free “Receiver Full” Services^Don’t Miss Out. Sign up now!

MHEC Master Agreement

MHEC Drafting Request for Proposal (RFP)

First Draft June or July, 2012 RFP Contents Confidential until Published

Kansas PostsecondaryDesired Attributes

Receipt of XML Data File at low or no cost; More Flexibility Regarding Student Charges

(whether a student pays or the fee is deducted from the institution’s surcharge);

Same standard electronic fee whether in-network or out-of-network;

Desired Attributes - Continued Option for student to order and pay online but

pick up a paper copy locally; Ability to levy sales tax on additional copies of

paper transcripts (Or comply with the sales tax laws in each state regarding transcript fees);

Can download transcripts in a batch, and transcripts are indexed in multiple ways – type (graduate, undergraduate, international, high school); institution code or high school code for example;

Desired Attributes - Continued State common core numbering on

transcript and in data file along with institution/high school course numbering;

Indicator that signifies whether a course counts toward the state's core curriculum and which subject area;

Test scores on the transcript;

Desired Attributes - Continued Hold for grades; hold for end of term; Free to institution; Low cost to student; PDF in addition to data file; Vendor collect fees along with surcharges; Ability to receive transcripts in bulk; Surcharges reimbursed monthly; Institutional watermark on transcript.

Desired Attributes - Continued Ability for institution to request a refund or

adjustment when the student was charged twice; Ability to waive a single fee; Ability to waive

surcharge for a given population, i.e. alumni records;

Credentialing agencies can register as a receiver and download transcripts from authenticated site; (KSBN for example);

Desired Attributes - Continued Web Portal plug ins for Single Sign In and Web

Integration to SIS transcript processing system (KS SIS Systems primarily include Banner, Datatel, Jenzabar POISE, and PeopleSoft);

Preferred vendor list: Parchment, AVOW, and NSC doing business in Kansas for postsecondary.

The Docufide by Parchment Platform

New ServicesComing Soon

KBOR Agreement

Limitedv.

Full

The Docufide Network

National and International Delivery

7000+ High School Senders

200+ Higher Ed Senders

1600+ Electronic Receivers

1.6 Million+ transcripts delivered in 2011

Basic Sender Services Fee Subsidy for

Students Portal Integration Open API for

Integration Institutionally Branded

Docufide Standard Transcript Format

Surcharge and Transcript Fee Capture

Transactional Reporting

Dedicated Higher Ed Account Executive Support

Training and Customer Support

Integrated Sender Services Institutionally Developed using Docufide APIs Parchment Developed in partnership with IData

• Additional Professional Services contract required Automated receipt of student request in

institutions ERP Existing business rules determine queuing of

request Automated approval and return of transcript data

Subsidized Student Pay Model Transcript Fee

• Electronic Delivery ►within MHEC FREE►Outside of MHEC $2.55

• Paper Deliver $4.25• Expedited and/or International Delivery Available

Institutional Surcharges Allowed• 7.5% Credit Card Transaction Fee for Surcharges

Sender Services Participants Barton Community College (Live) Bethel College (Live) Cloud County Community College Coffeyville Community College Colby Community College Cowley County Community College

(Live) Dodge City Community College Donnelly College Flint Hills Technical College (Live) Friends University Fort Scott Community College (Live) Garden City Community College

Independence Community College (Live)

Johnson County Community College (Live)

Kansas City Kansas Community College

Kansas Wesleyan University McPherson College Pittsburg State University (Live) Tabor College

MHEC Receiver Network Approximately

700 Institutions across 12 States

Significant Increases in Ohio and Illinois destinations in 2012

More than One Million Transcripts Delivered

Kansas Receiver Network More than 60 destinations have received

over 30,000 transcripts All Kansas Public and Independent

Postsecondary Institutions Kansas Board of Nursing

Receiver Services ComparisonFeature Docufide Receiver

Full LicenseDocufide Receiver

Limited License

PricingAnnual Subscription

(free during KBOR agreement – discounted pricing after –

no commitment to continue)

FREE

Easy Online Access ✓ ✓

Reporting ✓ ✓

PDF Delivery Format ✓ ✓

Index File ✓ ×

Multiple Data Formats ✓ ×

Automated Delivery ✓ ×

Transcript Direct ✓ ×

Receiver Full & Limited Easy Online Access

• Authenticated Login• Download transcripts and other admissions

document to a local ZIP file via Docufide’s web interface.

Reporting: Analyze transactional information such as number of transcripts received over selected time periods.

PDF Delivery Format: Receive transcripts and admissions documents as PDFs for processing.

Receiver Full Index File: Receive enhanced Index files with

transcripts and admissions documents for easier data import into your SIS or enterprise content management system.

Multiple Data Formats: Take advantage of flexibility in receiving transcripts as PDF, TIF, or data (PESC XML or SPEEDE EDI)

Receiver Full Automated Delivery (SFTP/Web Services)

• Auto-receive transcripts via SFTP, or build into application, in place of manual downloading.

Transcript Direct• Embed Transcript Request into institutional

eApplication workflow• Leverage existing student accounts (High School

to College)• Request Final Transcripts

Participating in “Receiver Full” Services

Bethany College Emporia State University Kansas Wesleyan University Southwestern College

Electronic with Other VendorsName Vendor Status

Benedictine NSC Live

Central Christian College NSC Not Started

Cowley County Community College NSC Implementing

Emporia State University NSC Not Started

Fort Hays State University NSC Not Started

Kansas State University Avow Live

University of Kansas Avow Live

Washburn University NSC Not Started

Wichita State University NSC Implementing

KBOR Contract Services Details

• Paid Installation Ends December 2013• Student Offset Ends Three Years From School Agreement

Date

Sender Services

• Free Services End December 2013• Institution Must Sign Agreement for Free Services• Costs after Dec 2013 are Discounted for KBOR Participants• Future Costs Negotiated by the School• No Requirement to Continue Services; Requires Separate

Contract

Receiver Full Services

• Receiver Limited Services Continue Beyond KBOR AgreementReceiver

Limited Services

Post-Initiative Licenses Sender Services

• Student Pay Model – Parchment Current Fees ($3 Electronic, $5 Paper)

• No License Fee Receiver Limited Services – No Cost Receiver Full Services

• Volume-based License Fee, with options to cover Transcript Fees on behalf of Applicant

Receiver Full License FeesDiscounted Rate Card

Receiver Full Base License

Volume Annual Fee< 500 $5,0001,000 $7,0002,000 $9,0003,000 $11,0004,000 $13,0005,000 $15,0006,000 $17,0007,000 $19,000

Subscriber Pay BundlesVolume

MinVolume

Max Annual FeePer

Transcript- 5,000 $14,000 $2.80

5,001 7,500 $20,250 $2.707,501 10,000 $26,000 $2.60

10,001 12,500 $31,250 $2.5012,501 15,000 $36,000 $2.4015,001 17,500 $40,250 $2.3017,501 20,000 $44,000 $2.2020,001 25,000 $52,500 $2.1025,001 30,000 $60,000 $2.00

As of June 2012

Parchment Planned Enhancements

Docufide Sender• Admin Initiated Request• New Surcharge Settings

Docufide Receiver• Support TIFF as Delivery Format• Advanced Integration Options 

Parchment Discover Peer-driven, using co-app and co-admit data to benchmark peer

institutions and discover learners Real-time, providing in-cycle analytics with data that traditionally

has been unavailable or post-hoc Empirically based, statistical models drawing on thousands of

data points to estimate applications, admissions and matriculations.

Geographically filtered, allowing you to drill down from national to local levels for all analyses.

Easy-to-use, opening critical analytics directly to your full admissions team on a productized basis.

Parchment Discover

www.parchment.com/discover

Questions?

Cynthia Farrier Jason Weaver

Director of Data, Research and Planning Director, Services

Kansas Board of Regents Parchment

cfarrier@ksbor.org jweaver@parchment.com

(785) 296-2452 (480) 719-1646 ext 1017

Go Green, Go Electronic