Frederick Community College Electronic Transcripts Recipe for Success USM Oracle/PeopleSoft Regional conference Coppin State University June 2007

Frederick Community CollegeFrederick Community College

ElectronicElectronic TranscriptsTranscripts

Recipe for SuccessRecipe for Success

USM Oracle/PeopleSoft Regional USM Oracle/PeopleSoft Regional conferenceconference

Coppin State UniversityCoppin State University

June 2007June 2007


PresenterPresenter

Beth MilesBeth Miles Enterprise Application Analyst/ProgrammerEnterprise Application Analyst/Programmer PeopleSoft, Student Records since 2001PeopleSoft, Student Records since 2001


Frederick Community Frederick Community CollegeCollege

Celebrating Celebrating 50th 50th anniversaryanniversary


OverviewOverview

How we changed our transcript How we changed our transcript process to better serve our studentsprocess to better serve our students

Included all ingredients for successIncluded all ingredients for success


FCC PeopleSoft HistoryFCC PeopleSoft History

Financials Financials – Went live with version 7 in 1999Went live with version 7 in 1999– Upgraded to version 7.5 in 2001Upgraded to version 7.5 in 2001– Upgraded to version 8.8 in 2005Upgraded to version 8.8 in 2005

Student Records / HR Student Records / HR – Went live with version 7.6 in 2001Went live with version 7.6 in 2001– Upgraded to version 8.0 in 2003Upgraded to version 8.0 in 2003– Upgraded to version 8.9 in October 2006Upgraded to version 8.9 in October 2006– Currently on PeopleTools version 8.47Currently on PeopleTools version 8.47


Transcripts at FCCTranscripts at FCC 1957 Grade records were typed on typewriter with 1957 Grade records were typed on typewriter with

carbon paper used for multiple copies carbon paper used for multiple copies 1970s “Hard Cards” were photocopied for 1970s “Hard Cards” were photocopied for

transcripttranscript– Punch cards were typed & loaded to produce stickersPunch cards were typed & loaded to produce stickers– Computerized stickers were put onto “hard cards” Computerized stickers were put onto “hard cards”

1975 Legacy system introduced 1975 Legacy system introduced – Ability to print transcripts Ability to print transcripts

2001 PeopleSoft went live2001 PeopleSoft went live– Customized transcript process to print official transcriptsCustomized transcript process to print official transcripts– 2005/2006 sent out 8509 UGRD official transcripts2005/2006 sent out 8509 UGRD official transcripts– Also send CNED transcriptsAlso send CNED transcripts

Jan 2007 went live with electronic transcriptsJan 2007 went live with electronic transcripts


Facts about FCCFacts about FCC UGRD students in Fall 2006 UGRD students in Fall 2006

– 4825 students enrolled4825 students enrolled 38% full time 38% full time 62% part time 62% part time

– 63% transfer majors 63% transfer majors UGRD students in Spring 2007 UGRD students in Spring 2007

– 4778 students enrolled 4778 students enrolled 35% full time35% full time 65% part time65% part time

– 61% transfer majors61% transfer majors Continuing Education for 2006 Continuing Education for 2006

– 13707 students enrolled13707 students enrolled


Our top 5 schools for transfer Our top 5 schools for transfer studentsstudents

Fall 2006Fall 2006– University of MarylandUniversity of Maryland– HoodHood– Mount St Mary’s UniversityMount St Mary’s University– Towson UniversityTowson University– Salisbury UniversitySalisbury University


35 Colleges & Universities in Maryland are receivers35 Colleges & Universities in Maryland are receivers167 schools in country are receivers167 schools in country are receivers

Allegany College of MarylandAllegany College of Maryland Anne Arundel Community College Anne Arundel Community College Baltimore City Community College Baltimore City Community College Bowie State University Bowie State University Carroll Community College Carroll Community College CC Baltimore County – CatonsvilleCC Baltimore County – Catonsville CC Baltimore County – DundalkCC Baltimore County – Dundalk CC Baltimore County – EssexCC Baltimore County – Essex Cecil Community College Cecil Community College College of Southern Maryland College of Southern Maryland Coppin State UniversityCoppin State University Frederick Community College Frederick Community College Frostburg State University Frostburg State University Hagerstown Community College Hagerstown Community College Harford Community College Harford Community College Howard Community College Howard Community College Johns Hopkins U - Professional StdJohns Hopkins U - Professional Std

Montgomery College – GermantownMontgomery College – Germantown Montgomery College – RockvilleMontgomery College – Rockville Montgomery College - Takoma ParkMontgomery College - Takoma Park Prince Georges Community College Prince Georges Community College Salisbury University Salisbury University Towson University Towson University U of MD - Baltimore CountyU of MD - Baltimore County U of MD - Baltimore Cty Grad SchU of MD - Baltimore Cty Grad Sch U of MD - College ParkU of MD - College Park U of MD - College Park Grad SchoolU of MD - College Park Grad School U of MD - Eastern ShoreU of MD - Eastern Shore U of MD - Univ College Grad SchoolU of MD - Univ College Grad School U of MD - University CollegeU of MD - University College U of MD Baltimore – NursingU of MD Baltimore – Nursing U of MD Baltimore - Records OfficeU of MD Baltimore - Records Office University of Baltimore University of Baltimore Washington College Washington College Wor-Wic Community College Wor-Wic Community College


Goals of new processGoals of new process

Reduce staff time to send transcriptReduce staff time to send transcript Wanted user friendly interfaceWanted user friendly interface Wanted quick and easy batch Wanted quick and easy batch

interfaceinterface Wanted data to mirror our Wanted data to mirror our

customized transcriptcustomized transcript Reduce resource costsReduce resource costs


Advantages of ETAdvantages of ET

Secure, data transferred via SSL or Secure Secure, data transferred via SSL or Secure FTPFTP

Quick, enter the student’s request and the Quick, enter the student’s request and the transcript is sent todaytranscript is sent today

Easy, just enter the student’s ID# and schoolEasy, just enter the student’s ID# and school Cheap, savings in resourcesCheap, savings in resources

– Each sheet of transcript paper costs almost $1.00Each sheet of transcript paper costs almost $1.00– Postage on each transcriptPostage on each transcript– Toner costsToner costs


Technical Technical SpecsSpecs


11stst page – Import Schools page – Import Schools

Download the participating schools Download the participating schools into a text file, use the ET system – into a text file, use the ET system – List senders List senders

Import the file into PSImport the file into PS


11stst SQR – Import the schools SQR – Import the schools

This SQR will import the downloaded This SQR will import the downloaded text file into the PS table text file into the PS table PS_FCC_ET_SCHOOLPS_FCC_ET_SCHOOL


22ndnd page – School page – School MaintenanceMaintenance

Can add new schools here or do Can add new schools here or do maintenance on existing schoolsmaintenance on existing schools


33rdrd page – Transcript entry page – Transcript entry

Enter the receiving school code, Enter the receiving school code, attention to and student’s id#. attention to and student’s id#.


44thth page – Export Transcripts page – Export Transcripts

Exports the selected students Exports the selected students transcripts into a text filetranscripts into a text file

Use the ET system – Upload Use the ET system – Upload Transcripts to sendTranscripts to send


22ndnd SQR – Create export file SQR – Create export file

This SQR will export the transcript This SQR will export the transcript data from PS_FCC_ET_STUDENTS into data from PS_FCC_ET_STUDENTS into a text filea text file


Audit ReportAudit Report

The SQR produces a PDF report The SQR produces a PDF report – Shows the students & transcript Shows the students & transcript

destinationdestination


Text fileText file

The SQR produces the text fileThe SQR produces the text file


Header Record “00”Header Record “00”

General demographics for studentGeneral demographics for student– Name \ AddressName \ Address– CUM GPACUM GPA– Total taken progress & earned & grade Total taken progress & earned & grade

pointspoints– Program & Hegis codeProgram & Hegis code


Term Record “01”Term Record “01”

Each term the student is enrolled in Each term the student is enrolled in classesclasses


Course record “02”Course record “02”

Each class the student was enrolled Each class the student was enrolled inin


Degree record “03”Degree record “03”

All degrees the student earnedAll degrees the student earned


Cumulative Summary “12”Cumulative Summary “12”

Totals for student, credits & GPATotals for student, credits & GPA


Transfer Credit “13”Transfer Credit “13”

Transfer credit for studentTransfer credit for student


Sent to record “07”Sent to record “07”

The school code and department The school code and department where the transcript is being sentwhere the transcript is being sent


Totals “99”Totals “99”

Total number of records for this Total number of records for this studentstudent


PS Custom recordsPS Custom records

Participating Schools RecordParticipating Schools Record

Student RecordStudent Record


PS Custom records cont’PS Custom records cont’

Run Control RecordRun Control Record


PS Custom FieldsPS Custom Fields

FCC_ET_ATTN_TOFCC_ET_ATTN_TO– 2 char - translate 2 char - translate

FCC_ET_CODE_TYPE FCC_ET_CODE_TYPE – 2 char - translate2 char - translate

FCC_ET_INST_TYPE FCC_ET_INST_TYPE – 8 char8 char


ChallengesChallenges

Two terms begin in same month; Jan Two terms begin in same month; Jan term and spring term begin in Januaryterm and spring term begin in January

ARTSYS cleanupARTSYS cleanup– Grading legend Grading legend – Missing courses Missing courses – GEN ED’sGEN ED’s

Hegis Codes – not current on Hegis Codes – not current on “inactive” majors“inactive” majors


Success Success

Staff loves itStaff loves it Saves time to process each Saves time to process each

transcript requesttranscript request Saves transcript paper & postageSaves transcript paper & postage Easy to useEasy to use


Questions ?Questions ?


ContactContact

Beth MilesBeth Miles Email address: Email address: [email protected]@frederick.edu SQRs available upon requestSQRs available upon request

Documents

Frederick Community College Electronic Transcripts Recipe for Success USM Oracle/PeopleSoft Regional conference Coppin State University June 2007