ELECTRONIC TRANSCRIPT EXCHANGES AT THE UNIVERSITY OF ARIZONA

ELECTRONIC TRANSCRIPT EXCHANGES AT THE UNIVERSITY OF ARIZONA Beth Acree Assistant Vice President, Enrollment Management acree@email.arizona.edu Deborah Thompson Director, Student Affairs Systems Group dbthomps@email.arizona.edu

Current Transcript Formats Paper PDF - Portable Document Format EDI - Electronic Data Interchange XML - Extensible Markup Language

Arizona Community Colleges Sending Formats Sending College ASU NAU UA System Arizona Western College Paper Paper Paper Datatel Central Arizona College NSC-PDF NSC-PDF NSC-PDF Banner Cochise Community College NSC-PDF NSC-PDF NSC-PDF Banner Coconino Community College Parchment Parchment Parchment Banner Dine College Paper Only Paper Only Paper Only Jenzabar Eastern Arizona College Paper Only Paper Only Paper Only Homegrown Maricopa County CC District SPEEDE SPEEDE SPEEDE PeopleSoft Mohave Community College NSC-PDF NSC-PDF NSC-PDF Jenzabar EX Northland Pioneer College Paper Only Paper Only Paper Only Jenzabar CX Pima County CC District Paper Paper SPEEDE Banner Tohono O'odham CC Paper only Paper only Paper only Jenzabar Yavapai College NSC-PDF NSC-PDF NSC-PDF Banner

Sending Data Electronically Through SPEEDE SPEEDE - Standardization of Postsecondary Education Data Exchange PESC - Postsecondary Electronic Standards Council SPEEDE History University of Texas National Student Clearinghouse

Sending Data Electronically Through SPEEDE SPEEDE SERVER Hosted by NSC

Sending Data Electronically Through SPEEDE Transcript Vendor SPEEDE SERVER Hosted by NSC

Arizona Community Colleges Sending Formats Sending College ASU NAU UA System Arizona Western College Paper Paper Paper Datatel Central Arizona College NSC-PDF NSC-PDF NSC-PDF Banner Cochise Community College NSC-PDF NSC-PDF NSC-PDF Banner Coconino Community College Parchment Parchment Parchment Banner Dine College Paper Only Paper Only Paper Only Jenzabar Eastern Arizona College Paper Only Paper Only Paper Only Homegrown Maricopa County CC District SPEEDE SPEEDE SPEEDE PeopleSoft Mohave Community College NSC-PDF NSC-PDF NSC-PDF Jenzabar EX Northland Pioneer College Paper Only Paper Only Paper Only Jenzabar CX Pima County CC District Paper Paper SPEEDE Banner Tohono O'odham CC Paper only Paper only Paper only Jenzabar Yavapai College NSC-PDF NSC-PDF NSC-PDF Banner

Who uses SPEEDE? More than 1,000 institutions are registered to use SPEEDE Six Arizona institutions receiving SPEEDE data: Arizona State University Grand Canyon University Maricopa County Community College District Northern Arizona University University of Arizona University of Phoenix Three Arizona institutions sending SPEEDE data: Maricopa County Community College District Pima Community College University of Phoenix

Benefits of Electronic Data Exchange Cost Savings - Sender Paper and supplies Postage Equipment maintenance Less staff time to produce Cost Savings Receiver Less staff time to process Opening mail Locating student record Entering data/verifying data

Benefits of Electronic Data Exchange Student Benefits Faster processing No lost transcripts Immediate access to transcript data for campus partners Accuracy and integrity of transcript data Improved document security

Benefits of Electronic Data Exchange Time Saved for Students and Staff Step Student orders transcript online or at PCC Manual Processing Time 1 day 1 day Transcript is sent to UA 3-5 days 1 day Transcript is received, opened, pretreated Transcript is scanned Transcript is verified and data is pushed into UAccess Evaluated coursework available to student and staff after first placing transcript order at PCC 3-5 days 1 day 1-3 days 1 day 9 days - Average during normal processing times Electronic Processing Time 3 days

Getting Started with Electronic Exchanges Establish an account with Clearinghouse Establish an FTP server and put in place the authentication process Establish a partner relationship with a feeder school. There is a testing flag and a production flag for each school you are sending/receiving from. Well defined file formats are TS130 (EDI) and PESC XML

EDI - Electronic Data Interchange

XML - Extensible Markup Language

Getting Started with Electronic Exchanges Build the capacity to process received files. Test thoroughly Once process is in production, sending school usually sends only electronic transcripts to receiving school.

Getting Started with Electronic Exchanges UA Experience Goals: Accept EDI transcripts Process transcripts Adjust the transcript data to fit the established workflow through document management (Singularity) into the student information system (PeopleSoft) Challenges: Develop a program to extract data from PESC XML and TS130 file formats Variations between senders (terms, grades, in progress classes) A defined file format does not imply uniformity Sender business processes impact file processing (Single vs multiple colleges in file)

Getting Started with Electronic Exchanges Production Phase

S Reporting

Resources AACRAO (American Association of Collegiate Registrars and Admissions Officers) Info on SPEEDE: http://www.aacrao.org/home/about/committees/aacrao-speede-committee SPEEDE http://speedeserver.org/ National Student Clearinghouse http://nationalstudentclearinghouse.com/ PESC http://www.pesc.org/