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Request For Applications
Technology Model Applications Pilot Project Funds
(TMAPP)


Title: Electronic Transcript Exchange

RFA Identification Number: 96-0481


Funding Source: Telecommunications Model Applications Pilot Project (TMAPP) Funds

Term of Grant: June 15, 1997 through July 31, 1999

Funding Category: Student Support Services

Maximum Funds Available: $371,500 (Range of awards $25,000 to $150,000)

Number of Awards: Four to ten

Application Due Date: May 12, 1997


The grant award specified in this Request for Application (RFA) will be for two years. There will be no continuation funding for any award resulting from the favorable review of a grant proposal developed pursuant to this RFA.

 

Purposes/Uses of the Fund

This project is designed to expand access to and usage of electronic transmission of transcripts between and among campuses and districts of California public higher education systems. The pilot would involve the operational transmission of electronic transcripts to and from community college campuses and districts, high school districts, and CSU and UC campuses. Regional consortium approaches are encouraged, but preference will not necessarily he given to large projects (see Recommended Budget).

A number of campuses and partnerships are already engaged in electronic transcript exchange activities and potential applicants are encouraged to contact them before undertaking this project.

The Northern California EDI Center for California State University is a leading pioneer in the use of EDI technology and had offered to provide training to successful applicants for the implementation of electronic transcripts. Depending on the number and kinds of awards, the training may be provided regionally.

Successful applicants will:

  1. Implement projects which will utilize the existing protocol (ANSI X12) established nationally through the "SPEEDE/EXPRESS" standards as adopted by the American Association of Collegiate Registrars and Admissions Officers (AACRAO).

  2. Develop a users manual that documents the implementation and operating procedures necessary for the successful transmission of electronic transcripts. The manual would be prepared and used in consultation activities and would be available thereafter for new users.

  3. Provide consultation services to other colleges seeking to replicate the project, upon completion of the project.
  4.  

Need

The primary goal of the project is to expand electronic transcript exchange to as many community colleges and collaborating institutions as possible. Students will benefit from this endeavor throughout the instantaneous receipt of transcripts, community colleges will be able to keep better track of student course histories as they transfer among community college campuses, and colleges will be better situated to communicate transcript and related information among themselves and with other systems.

 

Objectives

  1. Develop and implement an operational system for electronic transcript exchange with representatives of at least two public education systems (CCC, K-12, CSU and/or UC).
  2. Demonstrate that electronic transcripts are integrated into the everyday business of the college (regular use by counselors, students, etc.), and will be maintained as a regular activity of the institution or institutions.
  3. Demonstrate how the project is designed to be student-centered, and include information on which students will directly benefit and/or be served by implementation of the project.

The applicant will demonstrate the ability to design, implement and manage a technical project, and will demonstrate that sufficient technology and infrastructure are in place or proposed to carry out scope and objectives of the proposal. Technical readers will be included in the review process in order to assess this technical viability of the proposal.

Project length should be no more than 18-24 months before completely operational (including testing) with a consultation agreement up to 24 months from completion of project; that is, grantee(s) will provide consultation up to 24 months for other colleges and their trading partners seeking to replicate the project. It is entirely feasible that this project could be completed within a one year time frame. In this case the consultation portion of the project would continue between the 12th and 24th month. Consultation may include conference presentations, as deemed appropriate and agreed upon by Chancellor's Office and grantee(s).

Upon completion of the project, grantee will submit a project-end evaluation and report. Questions and issues will include but not be limited to the following:

  • Identification of the number of transcripts actually sent among participants.
  • Evidence of institutionalization of the project.
  • Adaptability of the project to other colleges/districts/regions, including an analysis of costs.
  • Endurance: how actively are transcripts being used among trading partners 6-12 months later?
  • Numbers and types of students served/benefited.
  • Quality of operations manual (based on review by new users/CO).

 

Recommended Budget

In the interest of maintaining flexibility, and because colleges may be at various stages of readiness with varying needs in order to become operational, specific award amounts have not been established. The Chancellor's Office is planning to fund a combination of grants ranging from $25,000 to $150,000.

The proposal review committee will determine what combination of proposals will have the maximum impact on the system; i.e., what combination will contribute the furthest to across the system implementation of electronic transcript exchange. It is very likely that high impact proposals requesting lower awards will be funded, as well as proposals requesting larger grant amounts and involving a greater number of partners.



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