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CollegeSource Support

Transcript Importer

 

New in 4.5.2!

Transfer evaluators charged with importing student transcripts can use the new Transcript Importer to improve throughput and eliminate data entry errors.

By automating the manual process of entering courses from a student transcript, Transcript Importer alleviates the burden on encoders. This means more time to focus on encoding and student success.

Match an unmatched transcript in Transcript Importer screenshot.jpg

Learn more about the subscription-based Transcript Importer below:

 

Requirements

  • uAchieve version 4.5.2 or later AND the transfer articulation (TA) functionality within uAchieve
  • Use of one of the following supported institutional identification codes:
    • FICE
    • IPEDS
    • ATP
    • ACT
    • CEEB
    • OPEID
  • The ability to receive electronic transcripts (PESC-formatted XML transcript data) from a transcript processing service or central repository
  • An annual subscription agreement
    • After subscribing, you'll receive a product key that's required to access Transcript Importer functionality. To learn more about subscribing, contact Melani@CollegeSource.com

 

How it Works

The workflow diagram below illustrates how the Transcript Importer processes data.

(See the process steps below for step-by-step detail.)

image2018-4-2 8_39_57.png

 

^ third party creates transcript ^

XML file (light blue)

^ work done by the institution based on ^

student content of the transcript file

(dark blue)

^ Transcript Importer (light blue box) ^

^ CollegeSource utilities ^

that the institution has

(yellow)

^ Kick off transfer ^

evaluation process

(bright blue)


optional

 

 

NOTE: Upgrade to 4.5.2 is required

You must upgrade your uAchieve environment (to 4.5.2) to use Transcript Importer.

 

Process Steps

  1. Student makes a request to send their academic transcript from their school (the sending school)
  2. The transcript goes to an XML Transcript repository (local or clearinghouse)
  3. Next is accepting a student transcript. This is a 2-part process requiring effort first on the part of the institution and then CollegeSource:
    1. The institution creates a student record for the student
      1. The receiving school retrieves the sent transcript from the repository
        1. The institution is responsible for finding the student in the SIS and creating a STUNO if the student is not in STU_MASTER
          1. What does this value mean in the uAchieve STUNO? e.g., SchoolAssignedPersonID  image2018-2-27 11_29_29.png
        2. Validation occurs prior to calling the Transcript Importer and before calling the URL
        3. Transcript Importer performs no validation to match a STUNO to a file to attach–the institution must perform the validation check
      2. The institution is responsible for calling the URL (post-XML and STUNO)
    2. CollegeSource parses and evaluates student course work from other institutions and adds that to the student record
      1. The Transcript Importer URL
        1. In the transcript file, there is a Source (sending) institution ID and a Destination (receiving) ID; this is where the transfer-institutions.xml file comes into play

          image2018-2-27 10_51_3.png

        2.  

          image2018-2-27 10_53_34.png

          Code Sets

          Code sets may include FICE, IPEDS, ATP, ACT (Codes may be different for transfer tables if all of the TA is in IPEDS, for example). New in 4.5.2  Handling now includes CEEB and OPEID codes thanks to a new property added in Collegesource.properties.

          Aliases

          At this time, the Transcript Importer works only with standard coding systems (e.g., FICE, IPEDS, ATP, ACT). Some institutions encode their TA tables without using standard code sets, but instead use aliases.

          1. Example: If the INSTIDQ value is 71, one can assume that all of the transfer articulation and rules use the IPEDS code, as well. If the Transcript Importer sees that the database collegesource.properties file is 71 but the receiving ID is 73, it goes to the file and finds the conversion

  4. Use the Student Finder in the Dashboard. If a student is not found in the SIS, the student falls to the "Unmatched" list. In the validation process, if the STUNO found tied to a transcript is pushed to us, it falls into the "Unmatched" transcripts categories if:
      1. The STUNO passed is not in the uAchieve Stu_Master table, or,
      2. The STUNO is not passed to us at all
  5. Transcript Importer inserts into STU_ACADREC; this is the conversion step
    1. Transcript Importer saves the transfer course work with the Source institution standardized code set that the receiving institution uses (based on the value found in the XML file) 
    2. If it does not find the incoming code set from the transcript looking it up in the transfer institution XML file, we will insert courses using the standardized code set that came in the transcript for the sending institution
  6. TA kick off by the Transcript Importer (controlled by a config)
    1. Optional new COM.LOCKTRAN setting, lock and certify with a value of 'X' after kicking off a transfer evaluation
  7. Auto-lock and export via the CollegeSource Transfer Bridge

 

Multiple Transcripts

Note about Multiple Transcripts

If uploading multiple transcripts for a single student from the same transfer institution, discerning what will be updated versus deleted or inserted is based upon if a course is considered a "new" course as opposed to an update to an "existing" course.

For example:

  • A student took MUS 100 in Fall 2018 on the first transcript
  • Another transcript for the same student comes in with MUS 100 in Fall 2019

In this scenario, the 2019 course is considered a "new" course; the 2018 course is removed/deleted because it is considered a different course.

 

Implementation

This upgrade guide steps technical users through the upgrade process of the Dashboard installation that requires uAchieve 4.5.2.

Transcript Importer FAQs

View answers to the most frequently asked questions regarding Transcript Importer here.

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