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<span style="color: black; font-family: Arial, Helvetica, sans-serif; font-size: 14pt;" class="elementToProof">SBCTC-ITD Memorandum</span><br>
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<span style="color: black; font-size: 11pt; line-height: normal;" class="ContentPasted1">Date: Feb. 21, 2023</span><span style="mso-fareast-font-family:"Times New Roman";color:black" class="ContentPasted1"><span class="normaltextrun"><o:p class="ContentPasted1"><span style="font-size: 11pt; line-height: normal;"> </span></o:p></span></span></p>
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<span style="font-size: 11pt; line-height: normal;">FROM:</span><span style="font-size: 11pt; line-height: normal;"> </span><span style="font-size: 11pt; line-height: normal;">Grant Rodeheaver </span><o:p class="ContentPasted1"><span style="font-size: 11pt; line-height: normal;"> </span></o:p></div>
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<span class="normaltextrun"><span style="font-family: "Franklin Gothic Book", sans-serif; color: black; font-size: 11pt;" class="ContentPasted1">SUBJECT: Legacy Transcript Application Project Update</span><o:p class="ContentPasted1"><span style="font-size: 11pt;"> </span></o:p></span></p>
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<span style="font-size: 11pt; line-height: normal;">Dear college community:</span><o:p class="ContentPasted1"><span style="font-size: 11pt; line-height: normal;"> </span></o:p></p>
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<a class="ContentPasted1"><span style="font-size: 11pt; line-height: normal;">A new Legacy Transcript application has been piloted at six colleges for the past year and will deploy to the remaining colleges within the next few months.
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<span style="font-size: 11pt; line-height: normal;" class="ContentPasted1">The Legacy Transcript application was developed in collaboration with an advisory group of registrars representing the Admissions and Registration Council (ARC) who assisted with business
requirements definition and design.</span><span style="mso-bookmark:_Hlk127862992" class="ContentPasted1"><o:p class="ContentPasted1"><span style="font-size: 11pt; line-height: normal;"> </span></o:p></span><span style="font-size: 11pt; line-height: normal;">The
application will be released in phases. Colleges will be notified in advance of their group assignment and timeline.</span><o:p class="ContentPasted1" style="color: inherit; font-family: inherit; font-size: inherit; font-style: inherit; font-variant-ligatures: inherit; font-variant-caps: inherit; font-weight: inherit;"><span style="font-size: 11pt; line-height: normal;"> </span></o:p></p>
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<span style="font-size: 11pt; line-height: normal;">The application will be the repository for those student transcripts currently stored in the Legacy HP-UX system
</span><span style="font-size: 11pt; line-height: normal;"><i class="ContentPasted1" style="line-height: normal;">which were not converted into ctcLink during the colleges’ conversion to PeopleSoft</i></span><span style="font-size: 11pt; line-height: normal;">. </span></p>
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<span style="font-size: 11pt; line-height: normal;">Legacy environments must be shut down before June 30, 2023, and the Legacy Transcript application will ensure a secure and sustainable environment for retaining student transcript records.</span><o:p class="ContentPasted1"><span style="font-size: 11pt; line-height: normal;"> </span></o:p></p>
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Legacy Transcript Application Key Features<o:p class="ContentPasted1"> </o:p></h2>
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The application is web-based, accessible, and provides self-service functionality for students and includes Legacy HP-UX system functionality for staff users, such as:<o:p class="ContentPasted1"> </o:p></p>
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<span style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">Search for student transcript records</span><o:p class="ContentPasted1"><span style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;"> </span></o:p></li><li class="ContentPasted1" style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">
<span style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">View and edit student demographic information and Privacy Restriction (FERPA) settings</span><o:p class="ContentPasted1"><span style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;"> </span></o:p></li><li class="ContentPasted1" style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">
<span style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">Merge student records</span><o:p class="ContentPasted1"><span style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;"> </span></o:p></li><li class="ContentPasted1" style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">
<span style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">Print unofficial and official transcripts</span><o:p class="ContentPasted1"><span style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;"> </span></o:p></li><li class="ContentPasted1" style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">
<span style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">View, print, and send transcripts to other colleges and universities</span><o:p class="ContentPasted1"><span style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;"> </span></o:p></li><li class="ContentPasted1" style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">
<span style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">Modify course/class information</span><o:p class="ContentPasted1"><span style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;"> </span></o:p></li><li class="ContentPasted1" style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">
<span style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">Okta/Active Directory Authentication</span><o:p class="ContentPasted1"><span style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;"> </span></o:p></li><li class="ContentPasted1" style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">
<span style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">Show transcript data on screen and allow editing of class data, along with transcript notes</span><o:p class="ContentPasted1"><span style="font-size: 11pt; font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;"> </span></o:p></li></ul>
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Legacy Transcript Project Status<o:p class="ContentPasted1"> </o:p></h2>
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Much of the technical work has been completed, such as setting up development servers; creating processes to migrate data to SQL (structured query language, a standard programming language used to manage relational databases and perform various operations on
the data in them); user login authentication and authorization; and transcript application development.<o:p class="ContentPasted1"> </o:p></p>
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Next Steps<o:p class="ContentPasted1"> </o:p></h3>
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<span style="font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">Survey pilot colleges for feedback on application usage</span><o:p class="ContentPasted1"><span style="font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;"> </span></o:p></li><li class="ContentPasted1" style="font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">
<span style="font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">Continue testing transcript transfers to ctcLink</span><o:p class="ContentPasted1"><span style="font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;"> </span></o:p></li><li class="ContentPasted1" style="font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">
<span style="font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">Develop transcript transfers to four-year colleges</span><o:p class="ContentPasted1"><span style="font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;"> </span></o:p></li><li class="ContentPasted1" style="font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">
<span style="font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">Develop Okta security integration for multi-factor authentication</span><o:p class="ContentPasted1"><span style="font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;"> </span></o:p></li><li class="ContentPasted1" style="font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">
<span style="font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">Develop a production deployment plan</span><o:p class="ContentPasted1"><span style="font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;"> </span></o:p></li><li class="ContentPasted1" style="font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">
<span style="font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">Migrate data for all colleges</span><o:p class="ContentPasted1"><span style="font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;"> </span></o:p></li><li class="ContentPasted1" style="font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">
<span style="font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;">Create documentation for end-users</span><o:p class="ContentPasted1"><span style="font-family: "Franklin Gothic Book", "Avenir Next Condensed", sans-serif;"> </span></o:p></li></ul>
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The Legacy Transcript Application project is led by Ray Gartner, SBCTC Application Services Director. David Coffman, Senior Software Engineer, is serving as the lead developer on the project.<o:p class="ContentPasted1"> </o:p></p>
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<span class="normaltextrun"><span style="font-family:"Franklin Gothic Book",sans-serif;color:black" class="ContentPasted1">Stay tuned for more details over the coming months and please reach out to me at
</span></span><span style="color:black;mso-color-alt:windowtext"><span style="font-family:"Franklin Gothic Book",sans-serif"><a href="mailto:grodeheaver@sbctc.edu" title="mailto:grodeheaver@sbctc.edu" data-loopstyle="link" id="LPlnk493553">grodeheaver@sbctc.edu</a></span></span><span class="normaltextrun"><span style="font-family:"Franklin Gothic Book",sans-serif;color:black" class="ContentPasted1"> or
Ray Gartner, at </span></span><span style="color:black;mso-color-alt:windowtext"><span style="font-family:"Franklin Gothic Book",sans-serif"><a href="mailto:rgartner@sbctc.edu" title="mailto:rgartner@sbctc.edu" data-loopstyle="link" id="LPlnk222473">rgartner@sbctc.edu</a></span></span><span class="normaltextrun"><span style="font-family:"Franklin Gothic Book",sans-serif;color:black" class="ContentPasted1">,
if you have any questions or concerns.</span></span><span class="normaltextrun"><span style="font-family:"Arial",sans-serif;color:black" class="ContentPasted1"> </span></span><span class="eop"><span style="font-family:"Franklin Gothic Book",sans-serif;mso-bidi-font-family:"Segoe UI";color:black" class="ContentPasted1"> <o:p class="ContentPasted1"> </o:p></span></span></p>
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<p class="paragraph" style="margin:0in;font-size:11pt;background:white"><span class="normaltextrun"><span style="font-family:"Franklin Gothic Book",sans-serif;color:black" class="ContentPasted1">Thank you,</span></span><span class="eop"><span style="font-family:"Franklin Gothic Book",sans-serif;mso-bidi-font-family:"Segoe UI";color:black" class="ContentPasted1"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;color:black"><o:p class="ContentPasted1"> </o:p></span></p>
<p class="paragraph" style="margin:0in;font-size:11pt;background:white"><span class="normaltextrun"><span style="font-family:"Franklin Gothic Book",sans-serif;color:black" class="ContentPasted1">-Grant</span></span><span class="eop"><span style="font-family:"Franklin Gothic Book",sans-serif;mso-bidi-font-family:"Segoe UI";color:black" class="ContentPasted1"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;color:black"><o:p class="ContentPasted1"> </o:p></span></p>
<p class="paragraph" style="margin:0in;font-size:11pt;background:white"><span class="normaltextrun"><span style="color:black" class="ContentPasted1"> </span></span><span style="color:#1F497D" class="ContentPasted1"> <span class="eop ContentPasted1"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;color:black"><o:p class="ContentPasted1"> </o:p></span></p>
<p class="paragraph" style="margin:0in;font-size:11pt;background:white"><span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Franklin Gothic Medium",sans-serif;color:#003764" class="ContentPasted1">Grant Rodeheaver</span></span><span class="eop"><span style="font-size:12.0pt;font-family:"Franklin Gothic Medium",sans-serif;mso-bidi-font-family:"Segoe UI";color:#003764" class="ContentPasted1"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;color:black"><o:p class="ContentPasted1"> </o:p></span></p>
<p class="paragraph" style="margin:0in;font-size:11pt;background:white"><span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Franklin Gothic Medium",sans-serif;color:#0070C0" class="ContentPasted1">Deputy Executive Director / CIO, IT Division</span></span><span class="eop"><span style="font-size:12.0pt;font-family:"Franklin Gothic Medium",sans-serif;mso-bidi-font-family:"Segoe UI";color:#0070C0" class="ContentPasted1"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;color:black"><o:p class="ContentPasted1"> </o:p></span></p>
<p class="paragraph" style="margin:0in;font-size:11pt;background:white"><span class="normaltextrun"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#003764" class="ContentPasted1">Washington State Board for Community and Technical
Colleges</span></span><span class="eop"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;mso-bidi-font-family:"Segoe UI";color:#003764" class="ContentPasted1"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;color:black"><o:p class="ContentPasted1"><span style="font-size: 10pt;"> </span></o:p></span></p>
<p class="paragraph" style="margin:0in;font-size:11pt;background:white"><span style="color:black;mso-color-alt:windowtext"><a class="ContentPasted1"><span style="font-family: "Franklin Gothic Book", sans-serif; font-size: 10pt;">grodeheaver@sbctc.edu</span></a></span><span class="normaltextrun"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#003561" class="ContentPasted1"> </span></span><span class="normaltextrun"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#003764" class="ContentPasted1">•
o: 360-704-3939</span></span><span class="normaltextrun"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#003764" class="ContentPasted1"> </span></span><span class="normaltextrun"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;mso-bidi-font-family:"Franklin Gothic Book";color:#003764" class="ContentPasted1">•</span></span><span class="normaltextrun"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#003764" class="ContentPasted1">
c: 360-280-4733</span></span><span class="eop"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;mso-bidi-font-family:"Segoe UI";color:#003764" class="ContentPasted1"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;color:black"><o:p class="ContentPasted1"><span style="font-size: 10pt;"> </span></o:p></span></p>
<p class="paragraph" style="margin:0in;font-size:11pt;background:white"><span style="color:black;mso-color-alt:windowtext"><a href="https://www.sbctc.edu/" target="_blank" class="ContentPasted1" data-loopstyle="link"><span class="normaltextrun"><span style="font-size:10.0pt;mso-ascii-font-family:Calibri;mso-hansi-font-family:Calibri;color:blue">sbctc.edu</span></span></a></span><span class="normaltextrun"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#003561" class="ContentPasted1"> </span></span><span class="normaltextrun"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#003764" class="ContentPasted1">•
Twitter: </span></span><span style="color:black;mso-color-alt:windowtext"><a href="https://twitter.com/SBCTCWashington" target="_blank" class="ContentPasted1" data-loopstyle="link"><span class="normaltextrun"><span style="font-size:10.0pt;mso-ascii-font-family:Calibri;mso-hansi-font-family:Calibri;color:blue">@SBCTCWashington</span></span></a></span><span class="normaltextrun"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#003764" class="ContentPasted1"> •
Facebook: </span></span><span style="color:black;mso-color-alt:windowtext"><a href="https://www.facebook.com/wasbctc/" target="_blank" class="ContentPasted1" data-loopstyle="link"><span class="normaltextrun"><span style="font-size:10.0pt;mso-ascii-font-family:Calibri;mso-hansi-font-family:Calibri;color:blue">@WASBCTC</span></span></a><span class="eop ContentPasted1" style="font-size: 10pt;"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;color:black"><o:p class="ContentPasted1"><span style="font-size: 10pt;"> </span></o:p></span></p>
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<o:p class="ContentPasted1"> </o:p></p>
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<b><span class="normaltextrun"><span style="font-family: Arial, sans-serif; color: black; font-size: 14pt;" class="ContentPasted1">Please DO NOT REPLY to SBCTC-ITD Mail regarding this email. SBCTC-ITD Mail is an unmonitored mailbox, and your message will not
be received.</span></span><span class="eop"><span style="font-family: Arial, sans-serif; color: black; font-size: 14pt;" class="ContentPasted1"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;color:black"><o:p class="ContentPasted1"><span style="font-size: 14pt;"> </span></o:p></span></b></p>
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