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Frequently Asked Questions

Q: Why is the CCC Chancellor's Office paying the annual fees for eTranscript California?

Recognized as a key initiative to support the work of the Student Success Act of 2012 (SB1456) and AB1056, eTranscript California is a Chancellor's Office supported project at the forefront of addressing electronic transcript data needs specific to California.

Q: Our District is already a member of eTranscript California. What do we need to do?

For colleges already utilizing eTranscript California to exchange transcripts, no action is required. Beginning this fiscal year, your annual fees will be paid centrally and you will no longer be invoiced for this service.

Q: Our district is currently using a vendor. Why should we migrate to eTranscript California?

  • Colleges using other transcript exchange systems should consider the cost and time saving benefits of migrating to eTranscript California:
  • 100% of your eTranscript California annual fees will be paid for by the Chancellor's Office. That's a cost-savings of approximately $6,200 per year!
  • eTranscript California is a CCC Chancellor's Office supported project at the forefront of addressing electronic transcript data needs specific to California.
  • eTranscript California's open-format, automated exchange is equipped to deliver transcripts in the California Transcript Standard.
  • Colleges may belong to multiple electronic transcript systems at the same time, however payment for other services will be the responsibility of the college.

Q: What are the benefits to students and colleges for processing electronic transcripts?

Streamlining the student transfer process enables transfer credits to be easily applied at Universities. Students get their admissions decisions sooner, allowing them more transfer options. More time to make their final decision.

Transcript automation is ‘key’ to easing the transfer process and facilitating graduation. Demand for admission at all of California's colleges has never been higher. The demand to facilitate student success and graduation has also never been higher. The efficiency gained from transcript automation can help meet these demands, while overcoming budget reductions.

Q: Who is using eTranscriptCA?

About 102 higher education institutions are currently registered users of eTranscriptCA. For a complete list see Colleges Online.

Q: If I am already using a transcript vendor can I still use eTranscriptCA?

Yes, several colleges and universities have current working relationships with more than one electronic transcript vendor. For CA community colleges it is not uncommon for a college to use eTranscriptCA along with Credential Solutions. Both bring value to the operation and business needs drive the decisions.

Q: How long does it take to get up and running with eTranscriptCA?

eTranscriptCA is an automated transcript exchange system working between trading institution SIS systems. It is very robust and offers every step from electronic transcript requests to electronic transcript delivery. When implementing eTranscriptCA the transcript sending institutions will configure their student transcripts into a simple text data file for transmitting to the recipient college. This takes a bit of time and the college should allow about 3 to 4 months for implementation and testing.

Q: Is there an agreement between the members and the project?

Each individual college participating with eTranscript California must complete the CCC Institution Agreement. Please see Becoming a Member for more information about the CCC Institutional Agreement.

Q: How can I see a demo of eTranscriptCA?

Q: Are students required to pay transcript fees?

Colleges that use eTranscript California can continue to charge student transcript fees as their policy indicates today. Some of the colleges currently using eTranscript California have chosen to only “push” transcripts to their trading partners making sure the student transcript fee has been collected prior to transcript release.

Other colleges have chosen to waive student transcript fees and utilize the automated eTranscript California function to automatically respond to electronic requests received from their trading partners online. The latter option allows for the greatest system automation and the greatest personnel cost savings. Ultimately it is up to the transcript college to decide how they can best utilize this flexible system.

Some colleges use eTranscriptCA with their own in-house student portal where they collect transcript fee from students then release the transcript for delivery. Other colleges are using Credential Solutions with eTranscriptCA and allowing Credentials to collect the transcript fee then release the transcript to delivery to eTranscriptCA within that membership network.

Q: What is the California Electronic Transcript Standard and why is it important?

The California Electronic Transcript Standard establishes a data format for transmitting California specific student transfer data (IGETC, CSU GE Breadth, CSU AI, Certification information, Associate Degree for Transfer details, and District-wide Transcript support). The importance of the transcript data files to contain this information is to provide a complete picture of the student achievements to the recipient college / university. Transcript recipients receiving this data have the options of how to import into their own systems for student evaluations.

Q: What is the IT Involvement?

eTranscript California is a very robust, yet flexible tool. Depending upon an institution’s current business practices or desired business practices, eTranscript California can be implemented and deliver value to a transcript recipient institution within one week. They can receive PDF and HTML transcripts and use them for evaluation or insertion into degree audit or imaging systems without having to programmatically interface to upload the data into their own SIS. Read more about the IT involvement in the eTranscript California project.

Q: What are the steps to becoming a member?

Visit the Membership page of this website to learn more about the eTranscript California program and Becoming a Member.

Q: Where can I find detailed system specifications?

See all system Technical Specifications here. The File Repository also contains project technical information.