eTranscript California
Electronic Transcript Standard
Mini-Grant 2014-2015

California Community Colleges Chancellor’s Office, Grant 13-084 California Community College Education Planning Initiative, supports the expansion of standardized electronic transcripts across California. Electronic transcripts have been identified as a critical component of an education planning system, and supporting the implementation of electronic transcripts at all community colleges is a goal of the Education Planning Initiative.

  eTranscript California (http://etranscriptca.org) is a project funded by the
   Chancellor's Office through the CCC Technology Center grant to Butte CCD.

Apply Today Application should be made by Admissions & Records Director, VP, or similar college leadership.

• Districts may apply for multiple colleges
• Each college within a district may have up to 5 grants (one for each option)
• Colleges who have participated in a prior mini grant program are eligble

• No grant applications will be accepted after June 30, 2015
• Colleges must complete their grant requirements between July 1, 2014 - January 31, 2016
  
• Retroactive applications are accepted

Background

California Community Colleges Chancellor’s Office, Grant 13-084 California Community College Education Planning Initiative, supports the expansion of standardized electronic transcripts across California. Electronic transcripts have been identified as a critical component of an education planning system, and supporting the implementation of electronic transcripts at all community colleges is a goal of the Education Planning Initiative.

eTranscript California is a grant funded project of the CCC Technology Center and is governed by the eTranscript CA Steering Committee, which defined the standards and requirements to implement a system of electronic transcripts across all of the educational segments in California. 

The California Electronic Transcript Standard

The California Community Colleges Chancellor’s Office, through the eTranscript California project, has established a California Electronic Transcript Standard that fully supports the intent of the California Community College Education Planning Initiative by establishing a standard for the transmission of IGETC certification, General Education certification, Associate Degree for Transfer (SB-1440) data elements, and District-wide Transcript delivery. Both the CSU and UC systems, through the piloting and adoption of eTranscript California, accept this standard for the transmission of this crucial transfer data.

The standard is implemented as a User Defined Extension to the Postsecondary Electronic Standards Counsel (PESC) XML transcript standard and the EDI transcript standard.  Specifications for the California Electronic Transcript Standard may be found at www.eTranscriptCA.org, and are outlined to some extent within this document.

General Requirements

Mini Grant Requirements for the California Electronic Transcript Standard

To qualify for an implementation mini grant, each college must be able to transmit and receive electronic transcripts in the California Electronic Transcript Standard format. The funding is available for colleges implementing these standards within eTranscript California. A college may employ a secondary transcript service provider in addition to eTranscript California. Funding is only available for eTranscript California implementations.

Term of the Mini Grants

The term period of the mini grant is for implementations that are completed between July 1, 2014 and June 30, 2015. The mini grant has a deadline of June 30, 2015 for completion of implementation requirements.

No grant applications will be accepted after June 30, 2015.

Total funding available for all combined components of this mini-grant is Six-Hundred Thousand dollars ($600,000). It is first come, first served for grant applications and implementation completion. Time is of the essence.

Verification of Completion

The Admissions & Records Director, or similar administrator, will send notification via the eTranscript California listserv to other institutions in California that they have the ability to provide the items covered in this option when sending electronic transcripts through eTranscript California. The eTranscript California Steering Committee will then monitor the college’s activity for one month and then determine a recommendation for payment of the mini grant based on satisfactory performance.

Grant Payment Schedule

Entire payments will be made upon a satisfactory performance determination by the eTranscript California Steering Committee.  Satisfactory performance is determined by the college including the data necessary for each Mini Grant Option selected.  For complete details see this webpage  http://etranscriptca.org/events/mini-grants-2014-2015. The college must be providing all data as defined within their electronic transcripts delivered through eTranscript California in the “Production” (Live) environment.

Mini Grant Options

Colleges may choose up to all five (5) of the following grant options. Each option will be added to the funds available to the college. Each college in the district may apply for all options they are eligible to request.  

Option 1:  Requirements Certification for CSU GE / CSU IGETC / UC IGETC / CSU U.S. History, Constitution, and American Ideals

This option best suits colleges that are not currently including this Certification within their eTranscript California electronic transcripts.  Successful implementers of this option will include General Education Certification information in the electronic transcript data format delivered through eTranscript California.  

Requirement

Transcript data format will include certification for each completed area of CSU GE, CSU IGETC, and UC IGETC. Include completion indicator for CSU U.S. History, Constitution, and American Ideals courses.  See eTranscript California Data Dictionary II Data Definitions Rev 3.0 and the Transcript View Specs v3.0 at http://etranscriptca.org/file-repository/Support-Files/Data-Specifications/.

Technical Overview

eTranscript California Data Dictionary 05A20 through 05A58 provides the details for mapping the CCC-ASCII file.

Transcript View Specification page 5 coupled with page 13 will help explain the Transcript rendering based on the mapping. See webpage for details - http://etranscriptca.org/events/mini-grants-2014-2015

Total Grant Amount

Total Grant Amount: $5,000 per college (example: 3 colleges in a district can earn $15,000 for the district).

Option 2:  Course Level Transferability and Eligibility

This option best suits colleges that are not currently including course level transferability and eligibility information within their eTranscript California electronic transcripts.  Successful implementers of this option will include CSU GE, CSU IGETC, UC IGETC Areas matched to courses in the electronic transcript data format delivered through eTranscript California. 

Requirement

Transcript data format will include course level data for each qualifying area certified of CSU GE, CSU IGETC, UC IGETC, Transferability, and CSU U.S. History, Constitution, and American Ideals courses.  See eTranscript California Data Dictionary II Data Definitions Rev 3.0 and the Transcript View Specs v3.0 at http://etranscriptca.org/file-repository/Support-Files/Data-Specifications/.

Technical Overview

eTranscript California Data Dictionary section 08E Course Details provides the details for mapping the CCC-ASCII file.

Transcript View Specification page 7 coupled with page 18 will help explain the Transcript rendering based on the mapping. See webpage for details - http://etranscriptca.org/events/mini-grants-2014-2015

Total Grant Amount

Total Grant Amount: $5,000 per college (example: 3 colleges in a district can earn $15,000 for the district).

Option 3:  Associate Degree for Transfer (SB-1440)

This option best suits colleges that are not currently sending electronic transcripts containing the necessary information for Associate Degrees for Transfer (SB-1440).

Requirement

Transcript data format will include all the values associated with the Associate Degree for Transfer. The data is very important to the CSU trading partners. Successful implementers of this option will include Data Dictionary elements 06A Degree / Certificate Segment for degree values including Degree Type indicator, Completion indicator, SB-1440 Transfer indicator, and the CCC Program CO-Unique Code. See eTranscript California Data Dictionary II Data Definitions Rev 3.0 and the Transcript View Specs v3.0 at http://etranscriptca.org/file-repository/Support-Files/Data-Specifications/.

Technical Overview

eTranscript California Data Dictionary section 06A Degree / Certificate Segment provides the details for mapping the CCC-ASCII file.

Transcript View Specification page 4 coupled with page 12 will help explain the Transcript rendering based on the mapping. See webpage for details - http://etranscriptca.org/events/mini-grants-2014-2015

Total Grant Amount

Total Grant Amount: $5,000 per college (example: 3 colleges in a district can earn $15,000 for the district).

Option 4:  District-wide Transcript Support for CSU Delivery

This option best suits colleges that are within one of the ten community college districts that send district-wide transcripts (multi-college transcripts). Delivering district-wide transcripts through eTranscript California will format the transcript data file into a format that is easily consumed by CSU recipients. The system retains college / college relations while providing standardized data for all recipients. When a recipient selects to receive transcript data in EDI format then eTranscript California delivers data in separate transcript data files facilitating data import to recipient systems. 

Requirement

Transcript data format will include all the values associated with the District-wide Transcripts. The EDI data file format is very important to the CSU trading partners. Successful implementers of this option will include Data Dictionary elements specific for District-wide Transcripts. Elements include: District Identity as one that includes data for multiple colleges within one transcript data submission. Transcript Request Responses are necessary to convey potential hold conditions for more than college. See District-wide Transcript Specifications, eTranscript California Data Dictionary II Data Definitions Rev 3.0 and the Transcript View Specs v3.0 at http://etranscriptca.org/file-repository/Support-Files/Data-Specifications/.

Technical Overview

eTranscript California Data Dictionary section 03A District Identity; 03B College Identity; and RSP Response Segments provide the details for mapping the CCC-ASCII file. Transcript View Specification pp. 3, 4 and 9 will help explain the Transcript rendering based on the mapping. See web page for details - http://etranscriptca.org/events/mini-grants-2014-2015

Total Grant Amount

Total Grant Amount: $5,000 per college (example: 3 colleges in a district can earn $15,000 for the district).

Option 5:  New eTranscript California Colleges – Send and Receive Electronic Transcripts

This option best suits colleges that are new to eTranscript California, sending and receiving electronic transcript data files.

Requirement

Colleges must be delivering and receiving transcripts through eTranscript California. Colleges are not restricted from utilizing other transcript vendors. The new eTranscript California implementer must be using eTranscript California for sending transcripts to other eTranscript California members.

See eTranscript California Data Dictionary II Data Definitions Rev 3.0 and the Transcript View Specs v3.0 at http://etranscriptca.org/file-repository/Support-Files/Data-Specifications/.  See eTranscriptCA Implementation Guide, Rev.2c, at: http://etranscriptca.org/file-repository/Support-Files/Implementation-Docs/.

Technical Overview

Implementation of eTranscript California according to the Implementation Guide and Data Dictionary. Must adhere to theCalifornia Electronic Transcript Standard. See web page for details:  http://etranscriptca.org/events/mini-grants-2014-2015

Total Grant Amount

Total Grant Amount: $7,500 per college (example: 3 colleges in a district can earn $22,500 for the district).