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?

Xap Corporation

Year of incorporation    

Xap was incorporated 1996

How is your company organized?      

Xap is a privately owned company

List any other products/services you currently provide.       

Electronic Transcript Services, Online Applications, Education and Career Planning, and Professional Development

How many academic customers do you currently serve?    

Xap's 3,400 customers represent 15,000 academic institutions and agencies the US and Canada.

How long has your company been providing electronic transcript services?       

Xap has been providing electronic transcript services since 2004.

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

Keith Franco, Xap Corporation keith@xap.com or 530-520-3471.

Web link

www.eTranscriptCA.org 

Where or to whom should technical questions be directed?       

Keith Franco, Xap Corporation keith@xap.com or 530-520-3471.

Other information you wish to add   

eTranscript California
   
eTranscript California is a part of the Xap National Transcript Exchange Network

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
With UDE Extension for California GE & IGETC course details and certifications

  • ASCII/flat file - Yes
  • MS Word or MS Excel
  • Proprietary format - CCC-ASCII
  • Other -  HTML

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
  • EDI
  • XML - Yes
  • ASCII/flat file - Yes
  • MS Word or MS Excel
  • Proprietary format - CCC-ASCII
  • Other
Does your system create the PDF for the sending institution?   

Yes
    
If you deliver an electronic transcript in PDF format, does it include:  

  • Cover sheet?
No
  • If a cover sheet is provided, what information is included?
  • Link to school website?
No
  • Link to registrar's website?
No
  • Link to school course catalog?
No
  • School identity.
Yes
  • Transcript Key/Legend.
Yes
  • 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)

  • Texas Server delivers to each recipient using the senders' specified requirements. 
Yes
  • Provide a secure web service where receivers can retrieve transcripts.
Yes
  • We utilize a network registry.
Yes
  • We email the transcript.
Yes  
  • How are transcripts delivered to recipients unable to use the Texas Server or your in-network capabilities?
Transcripts delivered only between educational institutions

  •  Are recipients required to be registered with your service?
Yes, currently
2010 3 rd Quarter will enable delivery to non-subscribers via SPEEDE
  • Other, please describe.
Once delivered to the recipient, will the transcript expire?   

Yes/No
   
Expiration preferences are user configurable

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

Expiration preferences are user configurable

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?   

Optional
   
Automation tool (Communicator) is included with the application and can be installed on PC to Automate Uploads and Downloads

NOTE: Questions below may pertain only to a PDF transcript.   

How are "mailboxes" established for recipients?        

Control Center allows PDF downloads

Does your system deliver to multiple "mailboxes" at a single school/organization?   

Yes
   
Control Center allows user access by assigned password. Any department can access PDF.

Does your system deliver in batch to a single destination?

   
Yes
   
Batch sizes are controlled by recipient

Are recipients required to identify themselves each time transcripts are delivered?
   
No
    
Are email(s) delivered to the receivers with instructions (perhaps including passwords and URL's) whenever a transcript is ready for be retrieved electronically?   

No
   
Accessed via Control Center

Are students notified that their transcript requests have been delivered and have been opened by intended recipient?  

Yes/No
   
Automated email notifications are user configurable for a wide variety of notifications

Is the sending institution notified that transcripts have been delivered and opened by intended recipients?
   
Yes
   
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
   
This is not a repository based system. It is a request and fulfillment system

Does your service store transcript data after delivery of the transcript?   

Yes   

  • If so, for how long?
7 years

  • If so, can the transcript data be released multiple times?
No   

Each fulfillment is a fresh transcript from transcript source student information system (SIS)

  • If so, can the data be mined?   
n/a

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

n/a    

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.        

SIS Transcript Extraction - Banner, Datatel, PeopleSoft, and CCSC

SIS Transcript Upload “ PeopleSoft, SIMS, Homegrown Oracle db

Describe a typical installation process and the time required for implementation and activation of your system.
   
System is web-based. Activation can be done within a couple days.
   
Receiving transcripts PDF or data files can be accomplished in one day. Time for the recipient college to import the transcript into their internal processes depends on their goals and internal systems (from 1 “ 4 weeks)

Does your service require the use of proprietary software?
   
Use of eTranscript California system requires college subscription
   
Non-subscribers can send transcripts to subscribers via SPEEDE. Subscribers can send transcripts to non-subscribers via SPEEDE (mid 2010)

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

PC with Browser and access to file system to store downloaded transcripts

Describe how your system accommodates multi-campus delivery and reporting requirements.

Multi-campus or District-wide transcripts are supported

Transcript file system supports multiple colleges within one district in a single transcript submission and delivery. Data file support delivery in XML and EDI formats as well as PDF and online rendering by campus.

Describe the on-line help capability your system provides to all users.


Page content Help is available as well as downloadable PDF documents describing system functions, data dictionary, implementation guides, etc.

Part 8
SECURITY

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


How are institutional/campus administrators selected and authorized?   

Online Account Management System
   
Primary user is setup with initial installation allowing administrative rights to add password protected user profiles. Granting access to the features pertinent to their job assignments.

Is the data that you send/receive encrypted?
   
Yes
   
128 bit encryption

Is the data that you send sent through some form of secure FTP?
  

Yes   

Only when using SPEEDE as the delivery vehicle otherwise transcripts are a direct download from the eTranscriptCA website

Are any networks secured? 

Yes

Are any servers secured?   

Yes
    
If you deliver PDF transcripts, are they secured via a digital signature?   

No   

PDF are only delivered to subscribing colleges and are downloaded directly from eTranscriptCA so they are secured with data transmission encryption and digital signatures are not required.

If NO, how does your system ensure that transcripts are authentic and have not been altered?

PDF are only delivered to subscribing colleges and are downloaded directly from eTranscriptCA so they are secured with data transmission encryption and digital signatures are not required.

How are delivered electronic transcripts verified as authentic over time?

This system provided only institution to institution delivery between trading partners so safety is inherent in delivery. Any transcripts coming to a subscriber from a non-subscriber via SPEEDE are only delivered in data file format from SPEEDE registrants.

Describe the use and assignment of user passwords.
   
Managed and assigned by college system administrator   

Required by the system for access sign-on.

Part 9
HIGH SCHOOLS

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


Is your service utilized in high schools?
   
Yes
   
Beginning May 2010 high school transcripts will be delivered to subscribing colleges from any California high school capable of sending electronic data to the California School Information Services system.

Describe any features only used by high schools.  

n/a

Part 10
REPORTING FEATURES

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


What reporting functions are included with your service?   

Multiple online reports are available
   
Transcripts Sent, Transcripts Received, Transcripts Requested, Transcripts Waiting to be Received, and Transcripts requested from my college.

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

Yes
   
Type is irrelevant because each and every transcript can be downloaded / received in multiple formats. Reports can be viewed by date range.

Are your reporting services offered at additional cost?   

No
   
Included with eTranscriptCA

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.

1-3 year term
   
Is there a per transcript fee? How much?

Not at this time

Is there an installation/initiation fee?

Generally not
   
But in some instances a fee could apply

Is there an annual fee?   

Yes
     
Are there initial or annual third party license fees?
   
No   
 
Do you offer tiered pricing/service models? If so, please explain.  

Yes  

Depends on size and scope of agreement

Are there charges for training?   

No  

Initial training is included

Do you offer discounts?
   
Yes   

Depends on size and scope of agreement

Are there code escrow fees?   

Typically No
   
Depends on terms of agreement

Are there charges for upgrades or new releases?   

No
    
Are fees borne entirely by the sender?

Are there fees borne by the recipient?   

No  

System is sold as a subscription membership and each college can choose to send or receive as desired.

Is pricing bundled to other services?   

Yes
   
Depends on type, size and scope of bundle

Describe your customer support program.    
   
Each Xap Client is assigned a designated Customer Service Manager. Help Desk Hours are open between 5:30 AM to 8:30 PM. Extended hours are available.

How is your transcript delivery system documented?

Online and PDF documentation is available

Part 12
SUMMARY

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


Please list and describe the 5 top benefits of your system.
    

1. Non-Repository system. Each request is fulfilled with a transcript derived from the source SIS specifically to fulfill the request. Provide real-time up to date information.
      
2. Automated processing allows A&R staff to get involved only when there's an exception. Transcripts are delivered unattended in an automated system.       

3.Common Data Dictionary allow consistent transcript data communications between trading partners. No need to negotiate individually with each new trading partner.

4.Standardized Transcript View online and printed. All college transcripts will have the same format.

5. Sending institution does not need to be concerned with format or delivery method preferred by receiving institution.  Sender writes one upload in ASCII or XML and translation and transmission is automatically handled to deliver to any recipient.

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?   

Yes
   
Past Award Winner

Are you contracted to provide services to a state(s), region or consortium?
   
Yes   

CA, IL, GA, KY, NC, OK, RI, TN, NCAA

List any other affiliations pertinent to electronic transcript services.   

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

www.eTranscriptCA.org

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  

Internal to eTranscriptCA is a direct Transcript Request system directed to other subscriber institutions.

Is your ordering service integrated with your delivery service?   

Yes
   
Requests and Fulfillment are directly linked within the system

Can other ordering services be used with your delivery service?  

Yes  

Future development