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State Requires or Authorizes the Use of E-Transcripts

E-transcripts (or electronic transcripts) are beginning to replace paper transcripts at the high school and secondary levels. E-transcripts can save time and cost in transfering student records across districts, from high schools to postsecondary institutions, and from across postsecondary institutions.

Why does it matter?

  • E-transcripts save students, parents and schools the time and cost of transfering student records.
  • E-transcripts facilitate access to student information as students navigate the college and financial aid application process, and facilitate transfers across districts at the high school level.
  • This is the 21st century, after all. The train has left the station.

    Highlights:
  • Five states appear to require the use of e-transcripts at the high school level.
  • Eight states make e-transcripts available at the high school level, but do not require schools and districts to use them.
  • E-transcript programs in an additional five states are under development as of July 2008.
  • Many state e-transcript programs are designed to allow students to submit their transcripts electronically when applying for college and/or financial aid.

    Methodology: This information was collected from state statutes, rules and regulations, and state education agencies, and will be updated as new policies and programs are enacted.

    Sources for all data points are available through this link.

    Last updated: July 22, 2008

    Research conducted by Michael Colasanti. Please contact Jennifer Dounay Zinth at 303.299.3689 or jdounay@ecs.org with comments or questions about this database.
  • State requires or authorizes the use of e-transcripts
    Arkansas All high schools and higher education institutions in the state must use a uniform method of formatting transcripts, in order to transmit electronically to the department of higher education transcripts to process state financial aid applications. Any higher education institution that does not submit the electronic transcripts to the department of higher education is not eligible to receive state financial aid on behalf of students.
    Florida The Florida Automated System for Transferring Educational Records (the "FASTER System") allows high schools and postsecondary institutions to exchange transcripts and other student records electronically. According to the department Web site, "the system can be used to transfer three kinds of student records:

    • Interdistrict Records (and Bright Futures, High School Academic Evaluations, and Talented Twenty Records)
    • Secondary Transcripts (and Bright Futures, High School Academic Evaluations, and Talented Twenty Records)
    • Postsecondary Transcripts (and Teacher Certification, Dual Enrollment and Postsecondary Feedback)
    Georgia Beginning May 2007, each school system and private school was required to adopt the reporting system described below for purposes of identifying and qualifying graduating seniors for the HOPE scholarship program and other programs. Each school system and private school is required to transmit an electronic transcript of courses and course grades for each graduating senior that reflects the complete high school academic record of the student, including scores on any state tests required for graduation, the grading scales used by the school system or private school for the time periods referenced by the transcripts, and any other information required by the Georgia Student Finance Commission.
    Illinois The Illinois Electronic Transcript Exchange, hosted by the Illinois Student Assistance Commission, offers an e-transcript service at no cost to all high schools, to allow counselors and students to submit transcripts and other data to postsecondary institutions along with students' college applications.
    Indiana The Indiana Department of Education and the Indiana Commission for Higher Education partnered to develop e-transcripts to facilitate transfer of information among high schools and to postsecondary institutions in the state.
    Iowa One of the duties of the department of education is to develop and implement a "comprehensive management information system" which includes the electronic transfer of student records between schools, districts, postsecondary institutions and the department.
    Kentucky Through the GoHigherKY.org Web site, students and counselors may submit an e-transcript and online college application at the same time.
    Louisiana Beginning with the Class of 2003, all schools and districts have been required to submit student transcripts electronically through the Student Transcript System (STS) to determine students' TOPS scholarship eligibility. In addition, according to the STS user guide for the 2007-2008 school year, "The Official Transcript System (OTS) will be used to access all official transcripts for Louisiana graduates. OTS electronically creates images which become the official high school transcripts."
    Maryland An early adopter, Maryland began developing its e-transcript efforts in the 1990s. As early as 1997, "all 11 UMS degree-granting institutions, 12 Maryland community colleges, Morgan State University, St. Mary’s College of Maryland, The Johns Hopkins University School of Continuing Studies, and Villa Julie College" were using the Electronic Transcript Transmission System (ET) ... The first pilot project with the secondary schools was successfully implemented during the spring of 1996."
    Minnesota The state has partnered with the Midwestern Higher Education Compact to launch the Minnesota e-Transcript Initiative. High schools may register to send transcripts electronically. Postsecondary institutions may register to receive high school and postsecondary transcripts or send their own transcripts electronically.
    Nebraska The Nebraska E-Transcript Initiative allows high schools to sign up to send electronic transcripts to postsecondary institutions, and allows postsecondary institutions to sign up to receive such transcripts.
    North Carolina The Transcript Manager on the College Foundation of North Carolina Web site allows students in participating public high schools to request their transcript electronically and submit it when they apply for college through the CFNC Web site.
    Ohio By April 30, 2009, "the department of education and the Ohio board of regents jointly shall propose a standard method and form for documenting on high school transcripts high school credits earned that are compatible with the standards for credit transfer and articulation adopted by the board of regents under sections 3333.16 and 3333.161 [3333.16.1] of the Revised Code and any electronic clearinghouse for student transcript transfer developed by the board of regents."
    Oregon The state board of education is authorized to establish rules for the content and format of an electronic student record, to be used to transfer student record information from one educational institution to another. The electronic student record includes "a full and complete copy of the official student permanent record, student education record and certificate of immunization status that are required by state and federal law."
    Tennessee The eTrans system was launched in 2005 to allow public and private high schools to transfer student transcripts to the Tennessee Higher Education Commission (THEC) to determine lottery scholarship eligibility and to postsecondary institutions to apply and transfer student transcripts online.
    Texas By the 2007-2008 school year, each school district, open-enrollment charter school, and institution of higher education shall participate in an electronic student records system that satisfies standards approved by the commissioner of education and the commissioner of higher education. The student record includes the following information: course or grade completion, teachers of record, assessment instrument results, receipt of special education services and the personal graduation plan.
    Utah Utah state board rule includes a definition, effective July 2010, of the Utah eTranscript and Record Exchange (UTREx) system. By rule, the system will allow individual detailed student records to be exchanged electronically among Utah public schools and LEAs and the state office of education, and will allow electronic transcripts to be sent to any participating postsecondary institution. All LEAs will be required to participate in UTREx as of July 2010.
    Virginia

    As of June 2008, the state is piloting an e-transcript program with nine school divisions and two postsecondary institutions.

    Wyoming As of 2008, Wyoming is in the process of developing e-transcripts through the Wyoming Transcript Center. It is not clear as of July 2008 whether all high schools and public postsecondary institutions will be required to use e-transcripts, or if they will be simply optional.


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