The document discusses an electronic transcript management system (eTMS) that allows applicants to request transcripts online from their former high schools. It outlines the existing paper-based process, and how eTMS streamlines the process electronically. eTMS benefits applicants through faster service and lower costs. It benefits institutions like OCAS and colleges through reduced paperwork and quicker admission decisions. The Toronto Catholic District School Board piloted eTMS and found it improved efficiency by automatically processing 82% of requests without staff intervention.

1. Electronic Transcript Management System ECNO CONFERENCE JUNE 5 TH , 2007 David Millar Manager, Marketing & Communication OCAS John Brighton Senior Systems Manager Toronto Catholic DSB Jerry Lu Senior Developer Toronto Catholic DSB Bill McKee Director Operations OCAS

2. Agenda Background What is the problem? Solution How it works at OCAS How it works at TCDSB

3. Security © 2007 Torstar Corporation

5. Service … For approximately 90,000 or 60% of College applicant to obtain transcript On average, over 2 weeks to get my OST Delay in an admission decision for my application Involves multiple parties OCAS, High School, College … schools and boards to provide transcript How do I get my transcript not always clear and easy to find e.g. my school closed, information not available on web site etc. Service after hours and schools closed during summer … for OCAS Not offering the same service level we offer current active Ontario High School Applicants. We assist them in getting their grades. … Ontario colleges OCAS processes less than half, the other 50,000 go directly to the colleges (which may delay an admission decision)

6. Cost … applicant to obtain transcript On average, incur $60 in personal costs … schools and boards to provide transcript High Schools report it takes on average over 17 minutes and $4 to produce a paper transcript … for OCAS Receipt and sorting of transcripts which must be matched to application, data-entered into our system, and then sent to the colleges Receive approximately 140,000 paper transcripts including duplicates, not including ones Colleges may have received

7. Existing process for an applicant not currently in high school to obtain a transcript High School Apply here p p OR mail Data enter

8. Electronic process for an applicant not currently in high school to obtain a transcript School Board Apply here e e

10. eTMS Transcript Pilot Results

11. TCDSB Limitations Secondary Schools Responsible for current students and former students up to 5 years of departure Staff Reductions of the 1990’s reduced the Records Department to 1 staff member 5 to 7 days to process Transcripts 1940-1986 Require Conversion – Time Consuming Student Transcripts stored in 3 Information Sources Pre 1986 – Microfilm 1986-2000 – Legacy SMS 2000 to Present – Trillium eTMS Transcripts Pilot – Transcripts 1997 to Present

12. TCDSB eTMS Transcript Considerations eTMS Transcripts Pilot Transcripts 1997 to Present Integration with TCDSB Web Applications eTMS processed centrally no school intervention Data Access Trillium 2000 to Present Historical Transcript System 1997 - 2000 Auto-Fulfill Rate

13. eTMS Transcript Workflow Receive Transcript Requests Acknowledge Receipt Locate Student Student Located Microfiche Search Student Located Print and Mail Transcript to OCAS Set Status to Student “ Not Found” Set Status to “ Mailed” Yes No Submit Status Submit To OCAS Receive Acknowledge- ment End Last Attended 1997+ No Yes Render Transcript in XML Format Review and Modify Transcript No Yes Update Historical Transcript

16. Electronic Data Interchange Download request and confirm with OCAS the request is received Search the student transcript from the student management system TCDSB translate transcript data into XML file follow the EDI standard format Upload the transcript file to OCAS Receive the transcript acknowledgement from OCAS and set the request status to “Complete”

17. The eTMS pilot has delivered… Advantages to applicants Improved Service Less time and cost vs. requesting transcripts in person and sending to OCAS or colleges of choice Quicker Admission decision Advantages to OCAS Reduced paper handling/data entry costs & contact centre Improve services to our customers Advantages for colleges Faster admission decisions Reduced data entry Secure & trusted grade information Increase number of applications with support grades 20% or greater Advantages to the boards Improved Operational Efficiency – 82% of transcript requests automatically processed, including payment, without staff intervention. Savings in transcript paper, toner, envelopes, and postage Improved Security Advantage to SIS Vendor Happy clients

18. eTMS Transcripts Highlights Two files are sent between boards and OCAS to fulfill a transcript request: the request and the transcript There is an ability to indicate why a transcript can’t be fulfilled and the reason why The process follows an electronic data interchange (EDI) workflow that is has been used by thousands of institutions over the last decade Board users can interact with a web application to review transcript requests and upload an electronic transcript to OCAS Has been used by Ontario Colleges for over 3 years and follows North American standards for postsecondary electronic data exchange

19. eTMS Transcripts Highlights OCAS uses the PESC XML High School standard to exchange data PESC is supported by numerous institutions and educational software vendors. Standards are created with the assistance of colleges, universities, and vendors to ensure acceptability across the educational community OCAS was the first Canadian institution to become a member and is active in creating standards for North America.

20. eTMS Transcripts Highlights Agreement with SRB to release XML transcript extract utility as part of Trillium update Discussions with Maplewood underway Contact with other SIS vendors has been initiated including: AAL Trevlac Peel (in-house)

21. OCAS Contact David Millar Manager, Marketing & Communications 519.767.6875 [email_address]

22. Questions