AACRAO Survey of Electronic Transcript Delivery Services


AACRAO's VP for Records and Academic Services has directed a workgroup to collect information and report on the current availability and pricing of electronic transcripts delivery services. To this end we have developed this survey to identify prospective suppliers for the electronic delivery of transcripts and to describe their companies, services, and pricing. Results of this survey will be made available to AACRAO members in a report that will be published In AACRAO's College and University, as well the AACRAO website. In addition, the work group will also present the results of the survey at the AACRAO annual meeting in New Orleans, April 2010.

Please note that the workgroup will not recommend any one technology, vendor, or practice over another. The questions are intentionally exploratory and encourage you to provide detailed responses so that AACRAO members may conduct a prudent evaluation of the features, prices and services offered by each company. Our purpose is to describe the current state of electronic transcripts and to provide useful information to the AACRAO membership that will help them make an informed decision regarding whether or not they should deploy an electronic transcript service.

Thank you in advance for taking the time necessary to complete the survey.



Part 1
CORPORATE INFORMATION

         Short Answer
(Yes, No, n/a, number, etc)
Description / Explanation
What is your company's full name

Credentials Solutions
Credentials Inc. is the corporate name
Year of incorporation


1997

How is your company organized?


Subchapter S  
List any other products/services you currently provide.
ParkingPlus ®
Online order and fulfillment of parking stickers


Online Registrations Online registration for orientation and campus tours


Diploma Ordering Online order of replacement diplomas
How many academic customers do you currently serve?



130+

How long has your company been providing electronic transcript services?


2 years

Where or to whom should schools interested in learning more about your service be directed?


sales@credentialssolutions.com
Web link

www.credentials-inc.com

www.credentialssolutions.com


Where or to whom should technical questions be directed?


sales@credentialssolutions.com


Other information you wish to add
Automated processing from order acceptance to fulfillment using custom software interface





Part 2
ELECTRONIC TRANSCRIPT FORMATS



Short Answer
(Yes, No, n/a, number, etc)

Description / Explanation
In what format(s) can you deliver electronic transcripts? (Check all that apply)



  • PDF

Yes

  • EDI (ANSI X12 standard)

Yes

  • XML (PESC standard)

Yes

  • ASCII/flat file

No

  • MS Word or MS Excel

No

  • Proprietary format

No

  • Other

Yes
Zap ASCII File




Part 3
CREATION OF THE ELECTRONIC TRANSCRIPT


Short Answer
(Yes, No, n/a, number, etc)
Description / Explanation
What data format do you require from the school as you prepare to deliver the school’s transcript electronically? (Check all that apply)



  • PDF

Yes

  • EDI

Yes

  • XML

Yes

  • ASCII/flat file

n/a

  • MS Word or MS Excel

n/a

  • Proprietary format

n/a

  • Other

We can accept or extract data depending on the environment.

Does your system create the PDF for the sending institution?

Yes/No
It depends on the environment; if we extract, we create the PDF.
If you deliver an electronic transcript in PDF format, does it include:



  • Cover sheet?

Not school to school
Not sending to third parties right now.
  • If a cover sheet is provided, what information is included?

Yes
Included in our design for third parties
  • Link to school website?

Yes

Can be branded by school
  • Link to registrar’s website?

Yes
Can be branded by school
  • Link to school course catalog?

Yes
Can be branded by school
  • School identity

Yes
Can be branded by school
  • Transcript Key/Legend

Yes
Can be branded by school
  • Other features







Part 4
DISTRIBUTION OF OUTGOING ELECTRONIC TRANSCRIPTS


Short Answer
(Yes, No, n/a, number, etc)

Description / Explanation

How do you distribute transcripts (Check all that apply)
School to school

Third Parties
Closed network

Secure pull down
  • Texas Server delivers to each recipient using the senders’ specified requirements

Yes
  • Provide a secure web service where receivers can retrieve transcripts.

Yes Users access using ID/PIN

  • We utilize a network registry

Yes

Users access using ID/PIN

  • We email the transcript

No


  • How are transcripts delivered to recipients unable to use the Texas Server or your in-network capabilities?

FASTER
Ohio Board of Regents
eTranCA
Other Hubs


  • Are recipients required to be registered with your service?

Yes

No

School to school

Third parties

  • Other, please describe



Once delivered to the recipient, will the transcript expire?
No

Remains available for up to 60 days

Once opened by the recipient, will the transcript expire for the recipient?
No




Part 5
RETRIEVAL/DISTRIBUTION OF INCOMING ELECTRONIC TRANSCRIPTS


Short Answer
(Yes, No, n/a, number, etc)

Description / Explanation

Other than a PDF reader, does your system require any special software installation to receive delivered transcripts?


No
NOTE: Questions below may pertain only to a PDF transcript.




How are “mailboxes” established for recipients?


We do not use mailboxes
User ID accesses secure site
Does your system deliver to multiple “mailboxes” at a single school/organization?


N/A Multiple users can view transcript
Does your system deliver in batch to a single destination?


Yes Optionally
Are recipients required to identify themselves each time transcripts are delivered?


Yes Recipients required to log in to system.
Are email(s) delivered to the receivers with instructions (perhaps including passwords and URL's) whenever a transcript is ready for be retrieved electronically?
Yes School to school: receive an e-mail that tells them that transcripts are waiting to be viewed.

Third Parties: receive password and URL
Are students notified that their transcript requests have been delivered and have been opened by intended recipient?


Yes By e-mail
Is the sending institution notified that transcripts have been delivered and opened by intended recipients?


Yes

Status code available through secure site.

Are transcripts delivered in real time?
Yes


Other






Part 6
DATA STORAGE


Short Answer
(Yes, No, n/a, number, etc)
Description / Explanation
Does your service require a copy of the sending school’s transcript data base?


No
Does your service store transcript data after delivery of the transcript?
Yes Transcript data stored up to 60 days;
Transaction data stored longer
  • If so, for how long?

Yes 60 days
  • If so, can the transcript data be released multiple times?

Yes



No
School to school access to authorized users through secure site.

Third parties only once.
  • If so, can the data be mined?

No

Yes
Transcript data

Transaction data
How are delivered transcripts documented and reported if (after) they are physically removed from the system?



We remove transcript data

Transaction data may be reported at any time.
Other information you wish to include






Part 7
TECHNICAL REQUIREMENTS


Short Answer
(Yes, No, n/a, number, etc)
Description / Explanation
List the Student Information Systems on which you have installed your electronic delivery service.


PeopleSoft, Banner, Datatel, Jenzabar, legacy

Describe a typical installation process and the time required for implementation and activation of your system.
Varies by ERP; 30-60 days on average
Installation includes transcript ordering, order processing, hold processing, training and customer service for all transcript orders both electronic and archive;

School to school set up is less than an hour.
Does your service require the use of proprietary software?
Yes


No
RoboRegistrar ® for automatic extraction

Delivery Only
What are the minimum hardware/software requirements that your service requires of a school, if any?


Windows PC and Java runtime
For extraction only

Web browser for delivery only
Describe how your system accommodates multi-campus delivery and reporting requirements.


Registrar Support Services application
Online transcript management administrative tool.
Describe the on-line help capability your system provides to all users.
Online customer service link for students; Registrar Support Services for schools





Part 8
SECURITY


Short Answer
(Yes, No, n/a, number, etc)
Description / Explanation
How are institutional/campus administrators selected and authorized?


By school administrators

Is the data that you send/receive encrypted?


Yes All transmission of data is encrypted.
Is the data that you send sent through some form of secure FTP?


Yes Optionally
Are any networks secured?


Yes
Are any servers secured?


Yes
If you deliver PDF transcripts, are they secured via a digital signature?
No

Yes
In network (like SPEEDE)

Out of network-third parties
If NO, how does your system ensure that transcripts are authentic and have not been altered?



Can include SHA hashing algorithm
How are delivered electronic transcripts verified as authentic over time?



SHA hashing algorithm
Describe the use and assignment of user passwords
School to School


Third Party
User must be 8 characters and include one numeric.

Randomly generated by the system




Part 9
HIGH SCHOOLS


Short Answer
(Yes, No, n/a, number, etc)
Description / Explanation
Is your service utilized in high schools?


No

Describe any features only used by high schools.

No





Part 10
REPORTING FEATURES


Short Answer
(Yes, No, n/a, number, etc)
Description / Explanation
What reporting functions are included with your service?


Full monthly report and daily report are online

Can you report the number (by type, e.g. PDF, XML, EDI) of transcripts delivered on a monthly basis, weekly basis, etc.?


Yes Planned enhancement
Are your reporting services offered at additional cost?

No




Part 11
PRICING/CONTRACT TERMS


Short Answer
(Yes, No, n/a, number, etc)
Description / Explanation
Is a binding contract required?


Yes
If yes, please describe contract period.


1 year
Negotiable
Is there a per transcript fee? How much?


Yes

Is there an installation/initiation fee?

No


Is there an annual fee?


Yes

Are there initial or annual third party license fees?


Only Datatel
Do you offer tiered pricing/service models? If so, please explain.


No
Are there charges for training?

No


Do you offer discounts?


Yes
Are there code escrow fees?


No
Are there charges for upgrades or new releases?


No
Are fees borne entirely by the sender?


Optional

Are there fees borne by the recipient?




Is pricing bundled to other services?


No
Describe your customer support program.


800 number, 12 hrs/day

How is your transcript delivery system documented?

PDF manual





Part 12
SUMMARY


Short Answer
(Yes, No, n/a, number, etc)
Description / Explanation
Please list and describe the 5 top benefits of your system.

  • RoboRegistrar ® Software Interface
  • Automated Processing
  • Toll free customer service
  • Download electronic data in SIS
  • Integration into PeopleSoft, Banner, Datatel, Jenzabar, Legacy



Describe any features of your service not previously mentioned.






Part 13
AFFILIATIONS


Short Answer
(Yes, No, n/a, number, etc)
Description / Explanation
Are you an AACRAO member?


Yes
Are you a PESC member?


No
Are you contracted to provide services to a state(s), region or consortium?


Yes
List any other affiliations pertinent to electronic transcript services.




Attach a list (or active link) identifying the postsecondary institutions using your services as receiving and/or sending institutions.







Part 14
TRANSCRIPT ORDERING SERVICE


Short Answer
(Yes, No, n/a, number, etc)
Description / Explanation
This area is focused on transcript delivery. Briefly describe:



Do you offer a transcript ordering service


Yes
Is your ordering service integrated with your delivery service


Yes
Can other ordering services be used with your delivery service?
Yes