Transcript Exchange System
What Is the Transcript Exchange System?
The Transcript Exchange System, made available by the Oklahoma State Regents for Higher Education and in cooperation with the Xap Corporation, is a free and secure process that allows Oklahoma high school counselors to electronically send student transcripts to Oklahoma college and university admissions offices.
More specifically, Oklahoma high school counselors can upload student transcript information extracted from their existing student information system to a database secured by Xap. Using utilities accessed from OKcollegestart.org, the transcripts can be forwarded to designated colleges at the click of a button by either the counselor or student. Using Xap’s Control Center, colleges can seamlessly import both applications and transcript data, making the college application process easier for everyone.
Please note that the Transcript Exchange System is currently available to schools using PowerSchool, SASIxp, Chancery SMS, WinSchool or MAS-Wengage. If you are not using one of the listed student information systems, Xap has a PDX solution that will allow you to participate.
How Does the Transcript Exchange System Work?
Xap provides comprehensive extract utilities, which enable many high schools to extract information from their student information system* into the Oklahoma Transcript Exchange System.
Quick Upload
High schools and districts can upload transcripts for selected students or an entire senior class to the exchange. Counselors are given the option to send the uploaded student transcripts immediately after uploading or send it later.
Fast Approval
Once uploaded into the database, counselors can either release those transcripts from the Counselor Center to designated colleges or allow students to request transcripts be sent to colleges participating in the Transcript Exchange System through OKcollegestart.org.
Easy Attach
With the click of a button, transcripts can be attached electronically to the student’s online college applications – creating a complete digital package.
Speedy Processing
The digital package is available to colleges within minutes. As a result, colleges can review and process the online application and transcript more quickly and efficiently.
* Please note that the Transcript Exchange System is currently available to schools using PowerSchool, SASIxp, Chancery, SMS, WinSchool or MAS-Wengage. If you are not using one of the listed student information systems, Xap has a PDX solution that will allow you to participate.
What are the benefits of the Transcript Exchange System?
Benefits To the High Schools and School Districts
- Free to use
- Saves time and money by eliminating photocopying and demands on staff
- Secure and accurate method of providing transcripts
- Easy to implement and use
- Works with most existing SIS and computer resources
- Confirmation report that transcripts have been uploaded and received
Benefits to Students
- Free to use
- Makes it easy to apply to more colleges
- Easy, quick and available 24/7
- Secure, private, reliable and timely transmission of transcripts
- Automatically send transcripts with online applications from OKcollegestart.org
- No lost transcripts
- Receipt and download confirmations when colleges and universities receive them
Is the Transcript Exchange System Secure?
The Transcript Exchange system offers multiple layers of security to safeguard and protect student data.
128-bit strong SSL encryption is used for data transmission (same encryption used by online banks). The information is digitally signed so that if any part of a transcript changes during transmission or through tampering, the entire transcript immediately becomes invalid. Lastly, the Transcript Exchange is protected by multiple tiers of state-of-the-art equipment including dual firewalls, smart switches and physically isolated databases.
How Much Does This System Cost to Use?
The Transcript Exchange System is sponsored by the Oklahoma State Regents for Higher Education and provided free of charge to all Oklahoma high schools, counselors, students and colleges.
The system requires no additional equipment for the school or student. It actually saves money by reducing demands on faculty/staff and eliminating the need for costly printing and mailing of transcripts.
How Does My School Sign Up For the Transcript Exchange System?
To enroll your school in the Transcript Exchange System, you will need to complete the Transcript Exchange Institution Agreement (PDF, 20K) and contact:
Sandy Decker
Oklahoma State Regents for Higher Education
405.225.9190
The Transcript Exchange System is currently available to schools using PowerSchool, SASIxp, Chancery SMS, WinSchool or MAS-Wengage. If you are not using one of the listed student information systems, Xap has a PDX solution that will allow you to participate.
Sequence of Steps
Once your school decides to join the Transcript Exchange System, the following is the sequence of steps that will most likely occur.
- Print and sign the Institution Agreement (click here to download, PDF, 20 K) and contact Sandy Decker with the Oklahoma State Regents for Higher Education, 405.225.9190.
- User accounts are created for the school with information taken from the registration form used to sign up for the training.
- Install (if needed) solution and upload the text file. This is done at the first meeting with school.
- Testing is performed to ensure that the uploaded data is accurate. This is usually done at the first meeting unless the school is using the PDX solution.
- After confirmation of data integrity, the school is able to participate in the Transcript Exchange.
Timeline
The total for MAS schools will be one day for (step one), two business days for (step two), and the rest is dependent on the school’s schedule.
Steps three and four can usually be performed on the same day unless using PDX which requires additional development and may take about two weeks.
Step five follows after testing confirms uploads are accurate. Technically, MAS schools could be functional in less than one week if the schedule permits.
Is More Information Available?
Anyone who is interested in learning more about the Transcript Exchange System can e-mail Sandy Decker or call 405.225.9190.