ETranscripts 3 - National Student Clearinghouse

eTranscripts

Quick Start Guide for Ellucian Systems

Transcript & Data Exchange

This quick start guide shows the steps needed to implement eTranscripts from the National Student Clearinghouse and add "touch-free" transcript processing to your institution's Ellucian administrative system (Banner?, Colleague?, or PowerCampusTM).

In just six steps, you can provide your students and alumni with transcripts in 15 minutes or less, from order to secure electronic delivery anywhere in the world.

Project Scope and Planning

Before you begin, meet with your institution's registrar to understand the current transcript process.

Your discussion should cover: ? Current business processes, from transcript ordering

through fulfillment ? School holds ? Transcript options ? Staff availability ? Timelines

Work with your registrar to identify opportunities to migrate the software into production during periods that are least disruptive for registrar staff and students. This will help you develop a timeline and select a target activation date. With that information at hand, review the documentation available on the Ellucian Hub and get in touch with your Clearinghouse implementation contact.

Your Clearinghouse implementation contact will provide you with Clearinghouse documentation throughout the process, from basic Transcript Ordering set up through automated production with eTranscripts.

Following the Clearinghouse's implementation plan, including providing dedicated resources, will help you get eTranscripts up and running faster so can start saving time and resources quicker!

Learn more about our Transcript Services at

Implementation Steps

1 2 3 4

5 6

Software Install

? Install eTranscripts and the API software

? Request an Ellucian Cloud login

IT

SFTP Set Up (to send transcript PDFs to the Clearinghouse)

Your Clearinghouse implementation contact will provide you with an sFTP user account name. Once you receive it, you will: ? Identify where transcript PDFs will be stored ? Set up an app server path and SSH directory ? Generate a private/public key pair (you will send your public key to the Clearinghouse

during testing)

Cloud Set Up

? Open your firewall to enable API calls from the Ellucian Cloud (APIs must be accessible via Ellucian-defined ports)

? Log in to the Ellucian Cloud after receiving your account and enter:

> Your Ellucian SIS software's URL

> Username/password

> Cloud polling time (the time each day you want the Ellucian Cloud to request order status updates)

? Perform your diagnostic test to confirm your Ellucian Cloud account is ready to communicate with eTranscripts

Ellucian SIS Configuration

These technical and functional steps are typically split between IT and the Registrar's Office.

? Configure role permissions

& Registrar's IT

? Configure rules and new forms, such as:

Office

> Matching criteria/logic

> Restrictions/holds

> Transcript types mapping

> Delivery type rules

> Future processing options

> Printing/PDF requirements

? Modify transcript templates

? Assign a dedicated printer that will be used during implementation and, afterwards, in production

Test

? Perform at least 50 acceptance tests using the testing matrix provided by your Clearinghouse implementation contact

? Document business process changes ? Make adjustments to your rules or forms, as needed

Registrar's Office

Production

? Migrate software into production

? Configure the production Cloud ? Perform your diagnostic test

IT

? Confirm activation date

? Activate Transcript Ordering and eTranscripts

Learn more about our Transcript Services at

?2020 National Student Clearinghouse. All rights reserved. 0920-00

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