Transcript Electronic Transcripts Automating the process

Electronic
Transcripts
Recipe for Success
USM Oracle/PeopleSoft Regional conference
Coppin State University
June 2007
Frederick Community College
Presenter

Beth Miles
Enterprise Application Analyst/Programmer
 PeopleSoft, Student Records since 2001

Frederick Community College
Frederick Community College
Celebrating
50th
anniversary
Frederick Community College
Overview
How we changed our transcript process to
better serve our students
 Included all ingredients for success

Frederick Community College
FCC PeopleSoft History

Financials
– Went live with version 7 in 1999
– Upgraded to version 7.5 in 2001
– Upgraded to version 8.8 in 2005

Student Records / HR
– Went live with version 7.6 in 2001
– Upgraded to version 8.0 in 2003
– Upgraded to version 8.9 in October 2006
– Currently on PeopleTools version 8.47
Frederick Community College
Transcripts at FCC
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1957 Grade records were typed on typewriter with
carbon paper used for multiple copies
1970s “Hard Cards” were photocopied for transcript
– Punch cards were typed & loaded to produce stickers
– Computerized stickers were put onto “hard cards”

1975 Legacy system introduced
– Ability to print transcripts

2001 PeopleSoft went live
– Customized transcript process to print official transcripts
– 2005/2006 sent out 8509 UGRD official transcripts
– Also send CNED transcripts

Jan 2007 went live with electronic transcripts
Frederick Community College
Facts about FCC

UGRD students in Fall 2006
– 4825 students enrolled
 38% full time
 62% part time
– 63% transfer majors

UGRD students in Spring 2007
– 4778 students enrolled
 35% full time
 65% part time
– 61% transfer majors

Continuing Education for 2006
– 13707 students enrolled
Frederick Community College
Our top 5 schools for transfer
students

Fall 2006
– University of Maryland
– Hood
– Mount St Mary’s University
– Towson University
– Salisbury University
Frederick Community College
35 Colleges & Universities in Maryland are receivers
167 schools in country are receivers
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Allegany College of Maryland
Anne Arundel Community College
Baltimore City Community College
Bowie State University
Carroll Community College
CC Baltimore County – Catonsville
CC Baltimore County – Dundalk
CC Baltimore County – Essex
Cecil Community College
College of Southern Maryland
Coppin State University
Frederick Community College
Frostburg State University
Hagerstown Community College
Harford Community College
Howard Community College
Johns Hopkins U - Professional Std
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Montgomery College – Germantown
Montgomery College – Rockville
Montgomery College - Takoma Park
Prince Georges Community College
Salisbury University
Towson University
U of MD - Baltimore County
U of MD - Baltimore Cty Grad Sch
U of MD - College Park
U of MD - College Park Grad School
U of MD - Eastern Shore
U of MD - Univ College Grad School
U of MD - University College
U of MD Baltimore – Nursing
U of MD Baltimore - Records Office
University of Baltimore
Washington College
Wor-Wic Community College
Frederick Community College
Goals of new process
Reduce staff time to send transcript
 Wanted user friendly interface
 Wanted quick and easy batch interface
 Wanted data to mirror our customized
transcript
 Reduce resource costs

Frederick Community College
Advantages of ET
Secure, data transferred via SSL or Secure FTP
 Quick, enter the student’s request and the
transcript is sent today
 Easy, just enter the student’s ID# and school
 Cheap, savings in resources
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– Each sheet of transcript paper costs almost $1.00
– Postage on each transcript
– Toner costs
Frederick Community College
Technical
Frederick Community College
Specs
st
1
page – Import Schools
Download the participating schools into a
text file, use the ET system – List senders
 Import the file into PS

Frederick Community College
st
1
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SQR – Import the schools
This SQR will import the downloaded text
file into the PS table PS_FCC_ET_SCHOOL
Frederick Community College
nd
2
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page – School Maintenance
Can add new schools here or do
maintenance on existing schools
Frederick Community College
rd
3
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page – Transcript entry
Enter the receiving school code, attention
to and student’s id#.
Frederick Community College
th
4
page – Export Transcripts
Exports the selected students transcripts
into a text file
 Use the ET system – Upload Transcripts to
send
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Frederick Community College
nd
2
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SQR – Create export file
This SQR will export the transcript data
from PS_FCC_ET_STUDENTS into a text
file
Frederick Community College
Audit Report
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The SQR produces a PDF report
– Shows the students & transcript destination
Frederick Community College
Text file
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The SQR produces the text file
Frederick Community College
Header Record “00”
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General demographics for student
– Name \ Address
– CUM GPA
– Total taken progress & earned & grade points
– Program & Hegis code
Frederick Community College
Term Record “01”
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Each term the student is enrolled in
classes
Frederick Community College
Course record “02”
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Each class the student was enrolled in
Frederick Community College
Degree record “03”
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All degrees the student earned
Frederick Community College
Cumulative Summary “12”
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Totals for student, credits & GPA
Frederick Community College
Transfer Credit “13”
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Transfer credit for student
Frederick Community College
Sent to record “07”
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The school code and department where
the transcript is being sent
Frederick Community College
Totals “99”
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Total number of records for this student
Frederick Community College
PS Custom records
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Participating Schools Record
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Student Record
Frederick Community College
PS Custom records cont’
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Run Control Record
Frederick Community College
PS Custom Fields
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FCC_ET_ATTN_TO
– 2 char - translate
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FCC_ET_CODE_TYPE
– 2 char - translate
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FCC_ET_INST_TYPE
– 8 char
Frederick Community College
Challenges
Two terms begin in same month; Jan term
and spring term begin in January
 ARTSYS cleanup
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– Grading legend
– Missing courses
– GEN ED’s
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Hegis Codes – not current on “inactive”
majors
Frederick Community College
Success
Staff loves it
 Saves time to process each transcript
request
 Saves transcript paper & postage
 Easy to use

Frederick Community College
Questions
Frederick Community College
?
Contact
Beth Miles
 Email address: [email protected]
 SQRs available upon request

Frederick Community College