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eTranscript California – Enhancements for Electronic Transcripts Exchange via SPEEDE ServereTranscript California Colleges;Wednesday, March 26, 2014 Xap Corporation will deploy new functionality from the eTranscriptCA Betaenvironment into eTranscript California (eTranscriptCA) production environment. The release of theenhancements has been approved by the eTranscriptCA Steering Committee as of November 14, 2013.All functionality has been through Quality Control testing at Xap Corporation. These enhancements havebeen on eTranscriptCA Beta Site since February 2013. This means that each of the colleges that begantesting and using eTranscriptCA on the Beta Site since February 2013, to obtain their AB-1056 mini-grantfunds, has been testing the main stream code changes. As of January 2014 all defects that wereidentified during the beta test have been corrected.Adopting use of the new functionality is determined on a per college basis. Once the new functionalityhas been deployed into production colleges will be able to work with their Xap Client Service Manager(CSM) to have the new functionality activated for their college. Once it is activated and the college hasapplied the applicable setup and testing the college will be able to exchange transcripts with noneTranscriptCA colleges registered on the SPEEDE Server.Who is affected:At some level the deployment will affect all Institutions on the Productionsystem since the code changes include some error corrections as well as newenhancements.What is included:Primary purpose of the enhancements is to provide the eTranscriptCA collegeswith the ability to exchange transcripts from eTranscriptCA Control Center withany technically capable registrants on the SPEEDE Server (Standardization ofPostsecondary Education Data Exchange) located at http://speedeserver.org/. Inaddition, there are other minor updates or corrections to eTranscriptCA system.When:Deployment to Production will occur on Wednesday, March 26th, time TBD.Notification will again be provided approximately two weeks prior todeployment date.Where:All deployment activities will be handled by Xap Corporation on Xap Servers.Why:This new functionality was part of the original requirements defined foreTranscriptCA (CCCTran) back in 2006. It expands capabilities of eTranscriptCAand opens Transcript exchange with universities that are not a part of theeTranscriptCA Transcript Exchange System.How will this affect my institution if I choose to continue business as usual? Transcript Requests within eTranscriptCA: There is no change to how aneTranscriptCA college requests transcripts from another eTranscriptCA college. Response to Transcript Requests within eTranscriptCA: There is no change onhow an eTranscriptCA college responds to Transcript Requests from anothereTranscriptCA college.ReleaseNotes - eTranscriptCA EDI-XML Enhancement FD2007-01Page 1
eTranscript California – Enhancements for Electronic Transcripts Exchange via SPEEDE Server Sending Transcripts between eTranscriptCA Colleges: For colleges using CCCASCII to build transcripts for sending to another eTranscriptCA college there isno change. For colleges using PESC XML to build transcripts for sendingtranscripts to another eTranscriptCA college you will need to comply with PESCXML College Transcript schema version 1.2. Current production supportsschema version 1.0. Delivering Transcripts between eTranscriptCA Colleges: The delivery oftranscripts will not change. Those colleges that have chosen to receivetranscripts via SPEEDE Server will continue with that method. Those receivingtranscripts via the Control Center will not change. Downloading Transcripts sent by another eTranscriptCA College: The process ofdownloading a Transcript for viewing, printing, or saving in PDF or HTML will notchange. The process for downloading a Transcript in EDI format will not change.The process for downloading a Transcript in PESC XML format will change. Forcolleges downloading in PESC XML you will need to comply with PESC XMLCollege Transcript schema version 1.2. Current production supports schemaversion 1.0.How will this affect my institution if I choose to engage with non-eTranscriptCA colleges on SPEEDE? Transcript Recipients will be able to receive transcripts from educationinstitutions that are registered on SPEEDE Server, have a recognized code forFederal Interagency Committee on Education (FICE) or code for CollegeEntrance Examination Board (CEEB), are not subscribers of eTranscriptCA, andfollow the designated format for delivering EDI or PESC XML transcripts toeTranscriptCA members. Transcripts will arrive to your institution in the samemethod transcripts would arrive from eTranscriptCA subscribers. Noconfiguration is necessary on the Control Center but the recipient will need towork with the sender if the data expected is different than the data they’veincluded within their Transcript files. Transcript Senders will be able to send transcripts from their institution to othereducation institutions that are registered on the SPEEDE Server, have arecognized FICE or CEEB code, are not subscribers of eTranscriptCA, and allowtranscripts in your data format to be delivered to their college via SPEEDE. Thisprocess does require the eTranscriptCA sending college to register with SPEEDEand allow your transcripts to be delivered by Xap through the SPEEDE service(no charge).Summary of Changes:The eTranscript California EDI and PESC XML project enhances the existingeTranscript California Transcript routing and messaging system to route EDI andReleaseNotes - eTranscriptCA EDI-XML Enhancement FD2007-01Page 2
eTranscript California – Enhancements for Electronic Transcripts Exchange via SPEEDE ServerPESC XML college transcripts via the SPEEDE server and utilize EDI and PESC XMLRequest and Response messaging to manage and provide status of thetranscripts. Essentially, this set of enhancements opens the ability foreTranscriptCA subscribers to send their transcripts to any registrant on theSPEEDE registration list, as well as receive EDI and PESC XML transcripts fromSPEEDE registrants.Details – NEW Transaction sharing between eTranscriptCA and SPEEDE Server:Transactions between SPEEDE Server non-eTranscriptCA CollegesEDIXMLand eTranscriptCA Subscribers:eTranscriptCA Colleges Receive Electronic Transcript Requests from NonXXeTranscriptCA subscribers (initiated on SPEEDE in EDI or PESC XML format).Requests appear within your Xap Fulfillment Manager Page and continue tobe downloaded in CCC-ASCII or PESC XML format only.eTranscriptCA Colleges Respond to Electronic Transcript Requests withResponse Files to Non-eTranscriptCA subscribers. eTranscriptCA Subscriberscontinue to format their Responses either interactively, CCC-ASCII, or PESCXML format. Response transmissions are Delivered to SPEEDE Subscriber inEDI or PESC XML format.eTranscriptCA Colleges Respond to Electronic Transcript Requests bySending Electronic Transcripts to Non-eTranscriptCA subscribers.eTranscriptCA Subscribers continue to upload Transcripts to eTranscriptCAin either PESC XML or CCC-ASCII format. Delivery to Non-eTranscriptCAsubscribers is either PESC XML or EDI depending on data format of sourceRequest.eTranscriptCA Colleges may ‘Push’ or ‘Send’ Unsolicited Transcripts to NoneTranscriptCA subscribers. Transcripts uploaded to eTranscriptCA must beeither PESC XML or CCC-ASCII format. Delivery to Non-eTranscriptCAsubscribers is either PESC XML or EDI format depending on Recipients setupon SPEEDE Server registration.eTranscriptCA Colleges may Receive Unsolicited Electronic Transcripts thatmay have been ‘Pushed’ to them from Non-eTranscriptCA subscribers onSPEEDE. Transcripts Received may be Viewed online, printed, ordownloaded in PESC XML or EDI format.XXXXXXXXHow can I send a Transcript to a non-eTranscriptCA College? From eTranscriptCA a Sending College may enter a Request from their owncollege to send (push) a Transcript to other colleges on the SPEEDE Server. Usingthe Control Center in the example below the user may search then select thedestination college for sending a Transcript. Of course, the sending college musthave the programming to support the creation of a Transcript based on thisRequest (same functionality your college would use today to send (push) aTranscript to an eTranscriptCA institution).Note: each eTranscriptCA college will want to make contact with their trading partnersin advance of sending them a Transcript. Initially, a follow-up contact will be necessaryReleaseNotes - eTranscriptCA EDI-XML Enhancement FD2007-01Page 3
eTranscript California – Enhancements for Electronic Transcripts Exchange via SPEEDE Serverto make sure your Transcripts are arriving to their destination in the format therecipient can use.The other eTranscriptCA Request screens within the process remain unchanged.ReleaseNotes - eTranscriptCA EDI-XML Enhancement FD2007-01Page 4
eTranscript California – Enhancements for Electronic Transcripts Exchange via SPEEDE ServerDiagram of interactions with eTranscript California System, eTranscript California Subscribers, SPEEDEServer and SPEEDE Colleges (non-eTranscriptCA Colleges)ReleaseNotes - eTranscriptCA EDI-XML Enhancement FD2007-01Page 5
eTranscript California – Enhancements for Electronic Transcripts Exchange via SPEEDE ServerSPEEDE Server:Through an agreement between eTranscript California, Xap and SPEEDE, each eTranscript Californiasubscriber college will be listed on SPEEDE registrant list with its own identifier (FICE or CEEB).Transactions (requests or transcripts) sent from nonsubscribers to eTranscript California subscribercolleges will be routed through Xap to the destination institution identified within the transaction.As part of the implementation, Xap will notify eTranscript California subscribers of the opportunity to beregistered on the SPEEDE server. Xap will compile a list of those colleges that wish to be added to theSPEEDE registrant list and will deliver the list to SPEEDE. SPEEDE will add each college to the registrantlist using the college’s FICE or CEEB code and any additional information that is unique to the college,but designating the Xap server as the destination. eTranscript California colleges that opt-out will not beable to use eTranscript California for transcript exchanges with non-Transcript California subscribersusing the SPEEDE server. As new institutions come onto eTranscript California, Xap will facilitate theirinclusion on the SPEEDE list.Colleges may have SPEEDE Server presences other than for eTranscript California transactions if theydesire. The College’s eTranscript California registration will be strictly for transactions being exchangedvia Xap server. SPEEDE presences other than for eTranscript California transactions go directly betweenthe college and SPEEDE server. SPEEDE server administration will require an approval letter for eachcollege being listed by Xap with a destination as the Xap server. This is to authorize Xap to act as thecollege agent for student transcript exchanges. This will need to be on original college letterhead signedby an authorized institution representative and emailed to SPEEDE Server (see below sample letter).Attn: SPEEDE ding:Xap Corporation100 Corporate Pointe, Suite 100Culver City, CA 90230Attention: Robert Tritt: rtritt@xap.comRe: Consent and AuthorizationThe undersigned college is currently a participant in an electronic transcript exchange system known as“eTranscript California” that has been designed, developed, operated and maintained by XapCorporation (“Xap”).The undersigned desires to register with the SPEEDE Server and be listed on the Standardization ofPostsecondary Education Electronic Data Exchange (“SPEEDE”) registrant list and to authorize SPEEDEServer to release and transfer uploaded electronic transcripts (intended for transmission to theundersigned) from the SPEEDE Server to Xap’s server for transfer to the undersigned.By signing below, the undersigned hereby authorizes (i) SPEEDE Server to register the undersigned withthe SPEEDE Server and to include the undersigned on the SPEEDE registrant list in accordance with itsrules, (ii) SPEEDE Server to release, transfer or exchange uploaded transcripts (intended for transmissionto the undersigned) to Xap’s server, and (iii) Xap to receive and/or access all such transcripts or files, andto release or transfer all such transcripts or files to the undersigned through Xap’s server.ReleaseNotes - eTranscriptCA EDI-XML Enhancement FD2007-01Page 6
eTranscript California – Enhancements for Electronic Transcripts Exchange via SPEEDE ServerBy signing below, the undersigned acknowledges and agrees that Xap shall have no liability or obligationof any kind arising from or related to any transmission from the SPEEDE Server through Xap’s server, theundersigned’s registration with SPEEDE Server, and the undersigned’s listing on and use of the SPEEDEsystem.Authorized RepresentativeFor PESC XML College Transcript users:PESC XML College Transcript schema version is being updated from version 1.0 to version 1.2 ineTranscript CA Production environment. Schema version 1.2 is already in use with eTranscriptCA Betaenvironment. Colleges downloading PESC XML Transcripts will need to update your schema version forproduction environment to version 1.2 prior to deployment date. Options are:1. Update the parser now to accept both schemas, version 1.0 and 1.22. Update the parser on the day of deploymentOther changes included with the software release:Change Order 2010-02, Course Title ASCII field Length: Expands the CCC-ASCII Course Title fields (08E14and 07E14) to allow a maximum of 60 characters per field. This is to accommodate some of theuniversities with longer course title lengths than the previous version allowed. No action is necessaryunless a sending college would like to take advantage of the longer Course Title fields.ReleaseNotes - eTranscriptCA EDI-XML Enhancement FD2007-01Page 7
downloading a Transcript for viewing, printing, or saving in PDF or HTML will not change. The process for downloading a Transcript in EDI format will not change. The process for downloading a Transcript in PESC XML format will change. For colleges downloading in PESC XML you will need to comply with PESC XML College Transcript schema version 1.2.
