ApresentationbyEducationPlannerBC TranscriptServicesReferenceGroup–WorkingGroupfortheXMLHighSchoolTranscript

AndrewArmour .GarnetKlatt .KyleVuorinenAndrewMacauley.BertvanderGeest.CathyvanSoest

GetBCHighSchoolTranscriptsFaster:ACollaborativeApproach

BCNET2017April27,2017

Panel

AndrewMacauley,MinistryofEducation

BertvanderGeest,MinistryofEducation

CathyvanSoest,EducationPlannerBC TranscriptServices

AndrewArmour,VancouverIslandUniversity

GarnetKlatt,Langara College

KyleVuorinen,DouglasCollege

Today’sPresentation

1. Welcome&Introductions2. OverviewoftheXMLHighSchoolProject3. TSRGWorkingGroup– XMLHighSchoolTranscript4. ProcessFlows5. Roundtablediscussion– Douglas,Langara,andVancouver

IslandUniversity6. PreparingYourInstitution

WhyXMLHighSchoolTranscripts?

Studentswillbeableto:

þ Requestelectronictranscriptsatanytime

þ Trackstatusandprocessing

þ Authorizeupdatesforinterimandfinalmarks

þ RespondtoPSItranscriptrequestsformissingtranscripts

WhyXMLHighSchoolTranscripts?

PSIswillbeableto:

þ Receiveofficialelectronichighschooltranscriptswhenrequired

þ Eliminateorreducerelianceonselfreportedgrades

þ Eliminatemanualprocessestoreceiveupdates

þ Processapplicationsandadmissiondecisionsmoreeffectively

þ Requestautomatedupdates

WhyXMLHighSchoolTranscripts?EducationPlannerBC TranscriptServiceswillbeableto:

þ ReceiveofficialelectronichighschooltranscriptsfromtheMinistryofEducationandprovidetheseviaTranscriptServicestechnicaldeliverysystemtothedesignatedpost-secondaryinstitutions

þ SupporttheprovisionofXMLHighSchooltranscriptsusingthesameTranscriptServicestechnicaldeliverysystemasforXMLpost-secondarytranscripts

þ EnabletheflowofXMLtranscriptrequestdocumentsforXMLhighschooltranscriptupdatesusingTranscriptServicestechnicalinfrastructure

EducationPlannerBC TranscriptServices

Post-secondarytranscriptexchangeinBC

• ExchangingPESCXMLpost-secondarytranscriptssince2012

• Sevenpartnerinstitutionsinproductionandtwointesting

• DevelopmentunderwayonanXMLtranscriptcapabilitywiththeColleagueinstitutions

WorkingwiththeMinistryofEducationontheXMLHighSchooltranscriptwiththeEducationPlannerBC TranscriptServicesReferenceGroup– WorkingGroupfortheXMLHighSchoolTranscript

BuildingtheSolutionMinistryofEducation(EDUC)ismodernizingitswholestudentdatainfrastructure,includingaweb-basedStudentTranscriptsserviceportal.

Featuresinclude:

Studenton-lineaccess

totheirtranscript

Enhancedstudentcontrolandprivacy

ContinuedsupportforPSIselections&existing

batchelectronictranscriptdistribution

SecurePDFofficialtranscriptdistribution

Automatedprint

requests

XMLhighschooltranscriptoption

forPSIs

StudentTranscripts Service

TRAX*Transcriptdistribution

hub

TranscriptServicesenabledPost-

SecondaryInstitutions

StudentEmployer/ThirdParty

OtherBCPost-SecondaryInstitutions

PDFOfficial

Transcript

PDFOfficial/UnofficialTranscript

BCMail

HardcopyOfficial

Transcript

Mail

EducationPlannerBCTranscriptServices

XMLTranscriptService

OtherPost-SecondaryInstitutions

PESCStandardOfficialandInterimMarkTranscripts

BatchOfficialandInterimMarkElectronic

TranscriptFiles

SchoolSIS

*TemporarilyinterfacedwithTRAXuntilreplacedwiththeStudentDataExchangeandTRAX2.0

WhataretheExpectedOutcomes?

Targetedrequests

Accesstoelectronictranscriptsanytime

EliminateITInvolvementindownload

Eliminatemanualcontactwithschools

Changestobusinessprocesses

Time/effortsavings

ConvenedTSRGWGJuly2016

Members:CNC,Douglas,Langara,Okanagan,SFU,VIU,

EDUC,AVED/EPBC&EducationPlannerBCTranscriptServices

Meetregularly

Goals:DevelopSending/ReceivingRequirements

ConductPilotProjectShareResultsandRecommendations

TimelinesAnticipated:Phase1– InboundreceivinglateFall2016Phase2– RequestUpdatesSpring2017PilotCompletion- LateSpring2017

MemberSISs:XML-enabled

andNon-enabled

KeyProcesses:FlowbetweenEDUC,PSIs&

EducationPlannerBC TranscriptServices;Studenttranscriptrequestprocess;&PSIrequesttranscript

updates

TSRGWorkingGroupXMLHighSchoolTranscript

ProcessFlows

EPBCTranscriptServices

PESCStandardroutingof:

q Transcripts

q TranscriptRequests

q TranscriptResponses

TranscriptRequestTranscriptRequest

TranscriptResponseReason

RequestAuthorized

?

SendCurrentUpdatedTranscript

TranscriptResponseReason

TranscriptData

CurrentStudent

Transcript&Authorization

Date

PostSecondaryInstitutionYes No

SendTranscript

TRAX

Transcript&Authorization

Date

OptionsforCurrentandFormerStudents

FormerStudent

CurrentStudent

• Sendnow(one-time)*

• Sendnowwithupdates(daterange)*

• Sendnow

XML

RequestUpdateXMLAuth

valid?

Yes

No

XML

MinofEducationPost-Secondary

InstitutionStudentoptionsselected

IndividualstudentOr

GroupofstudentsfortheAdmission

cycle

*Includescourseswithinterimandfinalmarks

ProcessTranscript

XML

SendTranscript

ReceiveTranscript

ReceiveRequest

SendTranscript

ProcessTranscript

ReceiveTranscript

ReceiveResponse

EPBCTranscriptServices

SendResponse

RoundTableDiscussion:PSIView

DouglasCollege

Langara College

VancouverIslandUniversity

PreparingYourInstitutionþ FollowupdatesfromTSRGWorkingGroup

þ Getpost-secondaryXMLtranscriptssending/receivinginplace(BannerSISsolutionunderway;ColleagueSISsolutionwillbeunderwayfollowingpost-secondaryXMLtranscriptimplementation)

þ OtherSISInstitutions:ReviewtheTechnicalSpecificationsGuideforXMLHighSchoolTranscriptdocumentandassociatedappendices

þ InvolveyourITteamstobetterunderstandexistingprocessesformatchingtranscriptstostudentapplications

þ WorkwiththeEducationPlannerBC TranscriptServicesteamandpilotPSIstoidentifychangesrequiredforyourprocessesandsystems

þ Startplanningnowforimplementation

TSRGWorkingGroupMembersStevenPerison CollegeofNewCaledoniaKyleVuorinen Douglas CollegeGarnetKlatt Langara CollegeAllanHickey OkanaganCollegeJulianaHui SimonFraserUniversityArmity Namiranian SimonFraserUniversityAndrewArmour VancouverIslandUniversityMalcolmDunnett VancouverIslandUniversityChristieFoster MinistryofEducationBertvanderGeest MinistryofEducationDominicSeiterle MinistryofAdvancedEducation/

EducationPlannerBCCathyvanSoest EducationPlannerBC TranscriptServices

Contact

BertvanderGeest,ProjectDirector,IntegratedStudentDataPortfolioMinistryofEducationEmail:Bert.vanderGeest@gov.bc.ca

CathyvanSoest,Manager,EducationPlannerBC TranscriptServicesEmail:cathy@educationplannerbc.ca

AndrewArmour,AssociateRegistrar,VancouverIslandUniversityEmail:andrew.armour@viu.ca

GarnetKlatt,AssociateRegistrar&Director,Langara CollegeEmail:gklatt@langara.ca

KyleVuorinen AssociateRegistrar,DouglasCollegeEmail:vuorinenk@douglascollege.ca