UTREx etranscripts Frequently Asked Questions

Transcription

1 UTREx etranscripts Frequently Asked Questions 2013 Hobsons. All rights reserved worldwide. 1

2 UTREx etranscripts Overview What is UTREx etranscripts? UTREx etranscripts is an online system that enables school districts and higher education institutions in Utah to send and receive student records and transcripts electronically. The Utah Office of Education contracted with the National Transcript Center (NTC) to build this system based upon NTC's deep expertise in processing secure online transactions of student data. Who can use UTREx etranscripts? Personnel of implemented institutions whom are responsible for sending, receiving (e.g., public high school guidance counselors and registrars or admissions offices and registrars at higher education institutions). UTREx etranscripts is a secure, convenient and effective solution for processing student records and transcript exchange. What can I do with UTREx etranscripts? How much does it cost? As part of a Statewide Longitudinal Data Systems Grant, the Utah State Office of Education is currently offering the following UTRex etranscripts Services at no cost: Send electronic student records to other in-state PK-12 districts, colleges and universities Send electronic student transcripts to in-state public colleges and universities and in-state private 4-year postsecondary institutions. Provide students the ability to initiate no-cost transcript requests to in-state public institutions via the OrderaTranscript.com consumer facing Web site. (Transcript requests can also be initiated and sent to out-of-state institutions for a fee that is paid by the parent/student.) Request records and transcripts from any school in the country Does UTREx etranscripts allow a student or a parent to request their transcript electronically? Yes. UTREx etranscripts includes access to OrderaTranscript.com, a Web application for students to order fast and secure electronic transcripts to be sent from your school to other institutions. The orders come to your UTREx etranscripts account for fulfillment. The service is easy and available 24/7, 365 days per year. Can we send electronic records and transcripts to schools outside the scope of capabilities defined in the question above? What about employers and the military? Yes. UTREx etranscripts is powered by the nation's largest e-transcript solution provider, giving you access to the largest network of trading partners. Your district can use UTREx etranscripts to send to any of the following for a $5/transaction fee: In-state private 2-year colleges All out-of-state schools: public and private, PK-12 and higher education Armed Forces NCAA Eligibility Clearinghouse Scholarship providers Employers Any recipient with an address. (Actual records/transcripts are not ed. A notification is sent via with a link to download the PDF.) Is UTREx etranscripts mandatory? No. However, over time, the benefits and resource savings for school counselors/registrars make UTREx etranscripts an extremely valuable solution, especially during the peak transcript-ordering season Hobsons. All rights reserved worldwide. 2

3 When can I start using UTREx etranscripts? Utah Transcript & Record Exchange is being rolled out to districts as SIS vendors publish their SIF agents. PowerSchool and SIS2000 are due to launch their agents first, followed by Skyward. How do I sign up? PK-12 Districts When a student information system vendor's agent has been created and beta tested, the administrators in each district using that software will be notified. At that time, they will be invited to register for participation in the project. Contact Clint Thomsen at USOE, clinton.thomsen@schools.utah.gov, for the latest update. Public Colleges & Universities If you would like to just receive PDF transcripts electronically, download and complete the Premium Receive Form and it to ntcsupport@hobsons.com. OR If you would like to send transcripts electronically, please contact NTC Support at ntcsupport@hobsons.com. Private Colleges & Universities If you would like to receive PDF transcripts electronically at no cost, download and complete Standard Receive Form and it to ntcsupport@hobsons.com. Contact us for details and pricing on our Premium Membership for sending transcripts. UTREx etranscripts Security How secure is the transmission of electronic records/transcripts sent through UTREx etranscripts? Extremely secure. UTREx etranscripts uses the same underlying security features as online banking Web sites. NTC uses secure and encrypted formats such as HTTPS and Secure FTP to facilitate transactions and student record management How can users be sure that the information they receive is authentic? UTREx etranscripts sends student data from the source institution and secures the end points in each transaction to create the highest level of confidence in the record/transcript authenticity. Additionally, each transcript is assigned a unique tracking number, which authenticates the information received. To view tracking information, go to pearsondatasolutions.com/transcripts and enter the tracking number in the space provided. Does OrderaTranscript.com offer the same security and authentication? Yes. Orders placed via OrderaTranscript.com are authenticated by the requestor's credit card information. A counselor or registrar receives the order for final approval. (Credit card numbers are not viewable to the guidance counselor/registrar.) For more information, or to be trained on the OrderaTranscript.com functionalities, visit How does NTC address transcript fraud? UTREx etranscripts prevents transcript fraud in several ways: UTREx etranscripts secures each transaction end points so that only the appropriate people see who sent a record from a source institution and who accepted a record at the target institution UTREx etranscripts utilizes state-of-the-art Internet security protocols to safeguard the transmission of the data The UTREx etranscripts central server is protected by sophisticated application security provisions and uncompromising physical security 2013 Hobsons. All rights reserved worldwide. 3

4 Confidentiality Does UTREx etranscripts comply with FERPA (Family Educational Rights and Privacy Act)? Absolutely. UTREx etranscripts is a fully FERPA-compliant solution and integrates cleanly with the current business processes used by members. NTC personnel are experts in FERPA compliance and student confidentiality, so the system builds upon the existing safeguards schools have in place. Members must accept the Terms of Use before they can send or receive records. Agreeing to this policy acknowledges that members have the right to send, view or request a student's record. How does UTREx etranscripts protect confidential information such as student data? UTREx etranscripts has several layers of security in place to ensure that only the right people have access to the right data. UTREx etranscripts displays student information only to authenticated users relevant to a particular transaction (e.g., users from the sending or receiving institutions). Even approved users are unable to view data not related to their institution. Moreover, when a general user tracks a particular transaction from NTC's public Web site, only a narrow subset of student data is returned. Speed How long does it take to send a record/transcript through UTREx etranscripts? Sending a record/transcript through UTREx etranscripts only takes a few seconds. The process of selecting a student and even multiple target institutions can be completed in as few as six mouse clicks! The records/transcripts are delivered to the recipient(s) within a few seconds. How long does it take to receive a record/transcript through UTREx etranscripts? Upon logging in, a user will be notified of any new records/transcripts that have arrived. At that time, they can be viewed and/or accepted. Once a record is accepted, downloading it is practically instantaneous. Miscellaneous Do the recipients of records/transcripts receive real data or PDF images of data? UTREx etranscripts offers both. Utah institutions send a record/transcript as actual data, but recipients may view it as a PDF or download the data (for higher education institutions, the ability to download data requires Premium Receive membership; Standard Receive members only receive PDFs). If I send a record/transcript through UTREx etranscripts, will it always be delivered electronically? If the recipient institution is an NTC member, then the record/transcript will be sent electronically. Otherwise, the record/transcript will be processed through NTC's secure print center and mailed via USPS. Regardless, the process is the same for the sending institution. What standards are supported by UTREx etranscripts? The Utah Office of Education has determined that the school districts will use the SIF SRE XML data standard. NTC members across the country each select their preferred data standard (e.g. PESC High School XML, PESC College XML, SPEEDE EDI, SIF), and NTC will automatically translate between the formats as necessary. This allows UTREx etranscripts to send records and transcripts to schools regardless of their preferred receiving format. If the recipient isn't ready to receive records/transcripts electronically, NTC will print the record/transcript on secure transcript paper and send it via USPS. How long do the student records/transcript uploaded by my district live in UTREx etranscripts? This depends on the purge policy determined by each district or the state district. The minimum is one day; the maximum length of time allowed for the purge policy is 270 days Hobsons. All rights reserved worldwide. 4

5 If a student's record/transcript is uploaded after the fall semester, what happens if this same student's record/transcript is also uploaded after the spring semester? The new transcript will replace the old one if there is a match is found. How much training is required to use UTREx etranscripts? Training needs are minimal. Because the user interface was designed with input provided by registrars and admissions officers, the solution is very intuitive. By simply clicking through the Web interface, most users easily navigate and use UTREx etranscripts without any necessary training Hobsons. All rights reserved worldwide. 5