FACTS.org Overview: Advising Florida’s Students High ... · PDF fileUSF and FIRN staff...
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FASTER Florida Automated System for Transferring Educational Records
Transcript of FACTS.org Overview: Advising Florida’s Students High ... · PDF fileUSF and FIRN staff...
FASTERFlorida Automated System for
Transferring Educational Records
An Electronic Transcript System
System Evolution
High School Transcript Database
An Electronic Transcript System
Store and forward email systemVirtual ‘mailboxes’ created in a central database (DB2) for all institutionsInstitutions build files of transcript requests, filing in as much demographic identification information as possibleInstitutions transmit transcript request files via NWRDC to the central database and run programs to load them into their addressees’ mailboxesAddressees run programs to extract files of requests from their mailboxes and retrieve them via NWRDCAddressees use the demographic information in the requests to match against their local systems and build transcript files to respond to the requests
An Electronic Transcript System
Store and forward email systemInstitutions transmit files of transcript responses to the central database and run programs to load them into the requesting institutions’ mailboxesRequesting institutions run programs to extract files of transcript responses sent to them, and retrieve them using NWRDCRequesting institutions use information in response header records to match against original requestsTranscript information can then be loaded into the requesting institution’s local data system, eliminating the need for manual data entryTransmission of unsolicited transcripts also permitted
An Electronic Transcript System
Covers all 3 levels of public educationSchool DistrictsState Community CollegesState Universities
Three types of transcripts:Interdistrict (called “student records” instead of transcripts, to distinguish from high school transcriptsSecondary-to-Postsecondary (high school transcripts, similar to Interdistrict Records)Postsecondary
An Electronic Transcript System
Aging Reports – Track Requests and Responses Incoming Aging ReportOutgoing Aging Report
Data Files – For Automated ProcessingPrint Programs – To Print Transcripts
System Evolution
In 1988 the FASTER system was deployed.Meetings between the Texas Electronic Transcript Network, Florida, Washington, New York, and California (under the auspices of NCES and AACRAO) culminate in the adoption of the SPEEDE/ExPRESS formats by the ANSI X.12 committeeExchange of transcripts using SPEEDE/ExPRESS formats piloted in 1991
System Evolution
FASTER institutions had been using Florida’s proprietary fixed-length formats for over 5 yearsRather than require them (especially school districts) to convert to the more complex EDI formats, the DOE opts to create an interface that will perform a 2-way conversion of Florida formats to ANSI formats (goes into production on 10/3/93)
System Evolution
University of South Florida converts from FASTER to SPEEDE/ExPRESS
Newly acquired Banner system had the ability to create SPEEDE/ExPRESS formatsUSF and FIRN staff cooperate in transitioning USF from FASTER to SPEEDE/ExPRESSIn 1998-99, over 25,000 transcripts are exchanged using Banner and FASTER’s SPEEDE/ExPRESS interface (in parallel with standard FASTER transmissions)By December 2001, USF conversion complete
System Evolution
Following USF’s example, 7 other schools have converted, or are in the process of converting, to SPEEDE/ExPRESS:
3 of Florida’s 28 state community colleges:Manatee Community CollegeValencia Community CollegeSeminole Community College (converting)
System Evolution
Converts to SPEEDE/ExPRESS:5 of Florida’s 11 state universities:
Florida Agricultural and Mechanical UniversityFlorida Atlantic UniversityUniversity of Central FloridaUniversity of North FloridaUniversity of South Florida
System Evolution
With the conversion of these 8 institutions to SPEEDE/ExPRESS, FASTER is one of the top two users of the UT Austin EDI Server.ANSI Standard EDI Formats (with acknowledgements)Encryption with PGPIn 2005-2006, almost 36% of all traffic through the UT Austin EDI Server originated in FASTER
System Evolution
The great majority of transmissions are to the 8 former FASTER institutions. Significant numbers, though, are being exchanged with private Florida postsecondary schools (University of Miami and Barry University). Smaller numbers of transcripts are being exchanged with about 40 other out-of-state institutions each month.
System Evolution
MSIX – electronic transfer of migrant student education information
Incoming TransmissionsNew Arrivals – District staff request an electronic transcript from the MSIX systemMSIX stores the transcript in Florida’s directory on their secure FTP server in XML formatPeriodically, FASTER retrieves files from this directory, translates them into FASTER formats, and stores them in addressee mailboxesThese transmissions can also include requests for transcripts of students who have moved on to other schools.
System Evolution
MSIX – An electronic transfer of migrant student education information
Outgoing TransmissionsDistricts create FASTER transcripts addressed to MSIXFASTER periodically batches these up, converts them to XML, and FTPs them to Florida’s directory on the MSIX secure FTP serverMSIX uses this information to update its files on these studentsTransmissions should be made in response to MSIX requests, and whenever new grades are entered for the student (end of term)
High School Transcript Database
In 1991, the DOE began collecting a limited number of transcripts via FASTER for its Academic Scholarship program1997-98, Bright Futures Scholarships created:
Funded by Florida Lottery proceedsAcademic Scholarship (100% tuition + $600 fees)Medallion Scholarship (75% tuition)Gold Seal Vocational (originally for technical school, but convertible to Medallion at university level)Merit based45,000 students apply30,000 receive awards (including about 27,000 out of 105,000 public school seniors)
High School Transcript Database
In 1998, the Florida Legislature funds the current scholarship evaluation system.
GPA, test score, and course evaluations now performed at the state level, using FASTER transcriptsDownloadable evaluation summary print reports available to school districts
Major enhancements added in 1999Evaluation reports tell guidance counselors exactly how student courses were used in the qualification processEvaluation reports also made available over the webA “practice” system was added to help districts correct problems with transcripts (districts also allowed to use practice system to evaluate underclassmen)
High School Transcript Database
A second evaluation cycle (middle of senior year) added in 2000.
Provides early qualification information to postsecondary financial aid systemsSchool districts make more use of the practice system to evaluate underclassmen to provide progress reportsFASTER transmissions exceed 1,000,000 annually, including about 400,000 Bright Futures transcripts
By 2001, over 40,000 students were qualifying for scholarships, out of 77,000 applicants
Legislature considers mandating progress reports be provided to studentsProposal to add “Bright Futures GPA” to report cards!!
High School Transcript Database
Major Problem!!There are multiple Bright Futures GPAsNo practical way to use centralized system to receive, evaluate, correct, and then download Bright Futures GPAs to school districts during the grade reporting processTo put Bright Futures GPAs on report cards, districts would have to replicate the central evaluation program (20,000 lines of COBOL code), as well as build in communication with the ACT/SAT Test Score Repository
A solution: make guidance counselor’s detailed evaluation report available to students over a secure web system.
Bright Futures Evaluation Report
Bright Futures Evaluation Report
High School Transcript Database
While guidance counselors love this report, it’s a little difficult on the eyes to the layman.
In 2002, FACTS recast this report in a form that was user friendly for students and their parents.
The goal of the FACTS High School Advisement Tool was to provide up-to-date reports on student progress towards scholarship eligibility.
To all public high school students.
High School Transcript Database
To make this happen, school districts were asked to submit transcripts for all their high school students 3 times each year:
after students have registered for their classes,after fall term grades are posted, andat the end of the spring term.
This process began in December of 2002, and the volume of transcripts exchanged via FASTER tripled.By fiscal year 2006-07, over 4,050,000 transcripts were begin exchanged annually, with over 80% addressed to Bright Futures.
Questions?
Pete TanzyManager, K20 Applications Support SectionOffice of Applications SupportFlorida Department of Education325 West Gaines St., #1154BTallahassee, FL 32399(850)[email protected]
Presented By:Dr. Connie GraunkeExecutive Director Florida Center for Advising & Academic SupportFlorida Department of EducationMarch 25, 2008
Florida’s Student Advising System
What is FACTS.org?Florida’s central web resource for student advisingFor K-20, adult and returning studentsCustomized student informationDistributive system accessing postsecondary institutions’ information systemsCentralized system for secondary functionsAssists students plan and track educational progressFacilitates seamless transfer
FACTS.org Plan
Getting In• admissions
• college searchGetting Through
• audits• transient forms
Getting Ready•ePEP
•high school evals•career planning
1995 Legislation passed (s. 1007.28 F.S.)
Charged the Board of Regents and the State Board of Community Colleges with the establishment and maintenance of “a single, statewide, computer assisted student advising system…”
Background
Average of Excess Credit Hours by Major Changes
Source: DOE, State University System
1998 Prototype and Plan Completed
Distributive SystemUtilizing Florida Information Resource Network (FIRN)FASTER TranscriptsInstitutional AuditsWeb Access
1998 Legislature funded effort2000 System rolled out
INSTITUTION E, F, . . .
INSTITUTION A, B, . . .
Institutional Communication Servers -Applications and Data at Host SitesUsers
FACTS.org Postsecondary Data Flow
FACTS.org
College Degree/Program Audits
Compare a student’s transcript to degree requirements (real-time, Florida-based)
– Any program, any school, any time!• Guest Audit• Local Audit• Remote Degree/Program Shopping• 2+2 University Transfer Evaluation
2+2 Evaluation Data Sources
Users
FACTS.org2+2
Evaluation Community College Gen Ed
Common Prerequisites
SUS Upper & Lower Level Courses
Background
2001 Department of Education Re-org
2002 High School Academic Evaluations
2005 ePEP (High School Course Planner)
2006 A++ Legislation
FY 00-01 2,015,872FY 06-07 12,539,391
ePEP FeaturesPlan high school courses (from Middle to High School)Select College Prep, Career Prep, or Standard Graduation PrepCustomized by school and grad planSelect Major Area of Interest coursesAlternate views (by subject area or grade level)Ability to print with signature lines Compare feature Import Students Transcript
FY 05-06 113,172FY 06-07 316,.210
High School Academic EvaluationsCompare actual student transcript information to:– Bright Futures Scholarships – State University Admissions – Graduation Requirements
FY 02-03 121,709FY 06-07 229,236
Users
FACTS.org
ePEP
ePEP Data Sources
State Master School ID File
State Student InformationSystem
State High School TranscriptDatabase (NWRDC)
Major Areas of InterestDatabase
State K-20 Datawarehouse
Value AddedStudent access to recordsInteractive advisingEmpowered students (and parents)Customer-drivenTechnology for today’s studentStudent Activity SystemMAI Reconciliation File
Questions?
Dr. Connie W. GraunkeFlorida Center for Advising & Academic SupportFlorida Department of Education325 West Gaines St., #1724Tallahassee, FL 32399(850) [email protected]
FACTS.org Helpdesk (866) 324-2618
