Processing Transcripts
eTranscript California serves as the mechanism that delivers completion data for course work completed by a student through cross-enrollment at a participating Teaching College to the student’s Home College so the course(s) taken can be evaluated for earned course credit. The implementation of eTranscript is a required part of being a participating college with the CVC Exchange.
Lifecycle: Student Journey and Cross Enrollment Process
In order for a student to cross-enroll through the CVC Exchange, they must consent to having their transcript sent automatically from the Teaching College to the Home College after the course ends.
Once a CVC student completes a course at a participating CVC Teaching College (One-Click Registration), the student’s transcript data will be transmitted back to the student’s Home College. The FICE code will be sent from CVC to the Teaching College so they can be reported upon each upload.
Two weeks after the Teaching College course ends, CVC will run an Enrollment Detail report in the administrative panel and email each Teaching College a list of students who need to have their transcript sent back to their Home College. CVC will provide this email to the Teaching Colleges after the winter, spring, summer, and fall term ends. It is best practice to send the transcripts back to the student’s Home College electronically through eTranscript California.
Two weeks later, CVC will reach out to the Home College to ensure they received the transcript from the Teaching College and ask them to start the evaluation process. CVC is not asking the Home College to change any current college processes, but it’s important to understand that many students who take courses through the CVC exchange need that final class in order to graduate. It is best practice for the Home College to start the evaluation process as soon as the transcript is received at the college.
If a cross-enrolled student is wishing to transfer to an alternate college or university (other than their declared Home College from the cross-enrollment) the student will need to request the transcript directly from the Teaching College to be sent to the other institution of their choosing. This request would follow the college’s standard transcript requesting process since it is student initiated and not part of the delivered functions of cross-enrollment. The student will incur any standard college processing fees for transcripts which the student would be obligated to pay if the student is requesting additional transcripts beyond their designated two free transcript requests.
How To Initiate The Unsolicited Transcripts Process in XAP Control Center
A sending institution can initiate an unsolicited transcript request by logging into the XAP control center and selecting the eTranscriptCA option in the navigation bar. Then, click on Fulfill College Transcript Requests.
From there, the user should click the radio button for, “I am requesting transcripts from my institution to go to another institution”. Click the “Next” button.
The user will then be navigated to the Transcript Request Wizard: Step 2 Screen. The box on the left side of the screen will show a list of institutions. The user should click on the institution that the transcript needs to be sent to. Once the institution is selected, click on the right blue arrow to add it to the Selected eTranscriptCA schools box on the right side of the screen. When finished, click the “Update” button.
NOTE: This can only be done for 1 student at a time. You can add multiple colleges for the transcript to be sent to.
The user will then be navigated to the Transcript Request Wizard: Step 3 screen. This screen will allow you to select other options such as holding the transcripts until degree is awarded, until grades are posted, until a certain date, etc. If none of these options are applicable to the student, press the “Process Immediately” radio button and then click “Next”.
From there, the user will be navigated to the Transcript Request Wizard: Step 4 page. Choose the desired format of the request.
On the same screen, you can copy and paste and input the student information into the text box or upload in a bulk upload.
The transcripts that were requested will then show up in the Transcript Reports page. This page will also show you additional information such as what transcripts your institution has received, which ones were requested, etc.
XAP Process Documentation
- Technical overview of eTranscript implementation: https://etranscriptca.org/tech-info/overview
- Access eTranscript Implementation Documentation
- eTranscript California Data Dictionary
- eTranscript CA Implementation Resources
- Sample ASCII Transcript Output
- Sample PDF Transcript
- XAP Documentation of Unsolicited eTranscript Process