The Kentucky Electronic The Kentucky Electronic Transcript Delivery Project Transcript Delivery Project AACRAO Annual Meeting April 14, 2009 Suzanne McGurk, System Registrar Kentucky Community and Technical College System Jacquie Hager, Associate Registrar University of Kentucky Freida Eggleton, Registrar Western Kentucky University Jenny Sawyer, Executive Director of Admissions University of Louisville 4/9/2009 1
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The Kentucky Electronic Transcript Delivery Project...• One state is using Docufide (()NE) • One state is using ARTSYS (NJ) • Six states are exploring Source: American Association
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The Kentucky Electronic The Kentucky Electronic Transcript Delivery ProjectTranscript Delivery Project
AACRAO Annual MeetingApril 14, 2009
Suzanne McGurk, System RegistrarKentucky Community and Technical College System
Jacquie Hager, Associate RegistrarUniversity of Kentucky
Freida Eggleton, RegistrarWestern Kentucky University
Jenny Sawyer, Executive Director of AdmissionsUniversity of Louisville
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The Kentucky Electronic The Kentucky Electronic Transcript Delivery ProjectTranscript Delivery Project
About the InstitutionsSystem Enrollment
Kentucky Community and Technical College gSystem (KCTCS): Peoplesoft 8.9 90,000 +
University of Kentucky: SAP 6.03 29,000
University of Louisville: Peoplesoft 8.9 22,000
Western Kentucky University: Banner 7.5 19,761
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The Kentucky Electronic The Kentucky Electronic Transcript Delivery ProjectTranscript Delivery Project
So What’sSo What’s New?
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The Kentucky Electronic The Kentucky Electronic Transcript Delivery ProjectTranscript Delivery Project
The topic of electronic transcript exchange has been around a long time:
• AACRAO Committee on the Standardization of Postsecondary Education Electronic DataPostsecondary Education Electronic Data Exchange (SPEEDE) - 1989
• Postscondary Electronic Standards Council (PESC) – late 1990’s
Source: American Association of Collegiate Registrars and Admissions Officers. (2008). EDX Primer. Washington, DC: AACRAO SPEEDE Committee.
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The Kentucky Electronic The Kentucky Electronic Transcript Delivery ProjectTranscript Delivery Project
• Ten states are using EDI or XML statewide• Five states are using EDI or XML (limited)• One state is using Docufide (NE)g ( )• One state is using ARTSYS (NJ)• Six states are exploring
Source: American Association of Collegiate Registrars and Admissions Officers. (2008). EDX Primer. Washington, DC: AACRAO SPEEDE Committee.
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The Kentucky Electronic The Kentucky Electronic Transcript Delivery ProjectTranscript Delivery Project
So why isn’t it moreit more
prevalent?
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The Kentucky Electronic The Kentucky Electronic Transcript Delivery ProjectTranscript Delivery Project
• Funding– No state/central funding– No institutional funding
• Student information systems– New implementations held up progress– Incompatibility between systems
• No central coordination– No legislative mandate– Autonomous institutions– Different priorities/missions
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The Kentucky Electronic The Kentucky Electronic Transcript Delivery ProjectTranscript Delivery Project
How and why did we move forward?
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The Kentucky Electronic The Kentucky Electronic Transcript Delivery ProjectTranscript Delivery Project
• How- Removed system compatibility as an issue- Collaborated within KACRAO
• Why- Desire to improve our services- Contribute to statewide transfer goals- Save resources – Go green
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The Kentucky Electronic The Kentucky Electronic Transcript Delivery ProjectTranscript Delivery Project
In fall 2007, the Registrars at the Kentucky public institutions were
h d b th N ti l St d tapproached by the National Student Clearinghouse requesting that we give them an opportunity to see what they could offer us.
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The Kentucky Electronic The Kentucky Electronic Transcript Delivery ProjectTranscript Delivery Project
National Student Clearinghouse offered:
• Statewide pilot program• XML, EDI or PDF formats• Assistance with testing and development• Cost effective product• Existing and trusted working relationship
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The Kentucky Electronic The Kentucky Electronic Transcript Delivery ProjectTranscript Delivery Project
This quickly gained the support of KACRAO.
We felt this was the first step toward the possibility of EDI exchange in the future.
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The Kentucky Electronic The Kentucky Electronic Transcript Delivery ProjectTranscript Delivery Project
KACRAO registrars decided to:
• Support one common product• Begin with PDF formatg• Conduct a pilot exchange between two
schools• Exchange college-to-college
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The Kentucky Electronic The Kentucky Electronic Transcript Delivery ProjectTranscript Delivery Project
Timeline• Nov. 2007: Meeting with state university registrars
– NSC presents a proposal for statewide implementation– Volunteers sought for pilot project
• Dec. 2007: The University of Kentucky and Bluegrass Community and Technical College agree to be volunteers
• Feb. 2008: PDF transcripts exchanged electronically between Bluegrass and UK