Processing Transcripts
In order for a student to cross-enroll through the CVC Exchange, they must consent to having their transcript sent automatically from the Teaching College to the Home College after the course ends.
Once a CVC student completes a course at a participating CVC Teaching College, the student’s transcript data will be transmitted back to the student’s Home College. The FICE code will be sent from CVC to the Teaching College so they can be reported upon each upload.
CVC has partnered with Parchment Inc. to fully automate the process for sending transcripts for all cross-enrolled students who enroll at a Teaching College that is already a Parchment subscriber. This transcript delivery will be processed at no cost to the Teaching College. Colleges that do not use Parchment to send transcripts will still need to send transcripts manually for students who cross-enroll.
Colleges who have integrated with Parchment will have transcripts delivered electronically via XAP (eTranscript California) or as a PDF three weeks after the course end date. Additionally, both Home and Teaching Colleges will have the ability to monitor transcripts using the Term Transcript Report, which displays a list of cross-enrolled students and their transcript’s status. This report can be found on the administrative dashboard under Enrollment Management > Term Transcript Report.
Students Transferring to a Four-Year University
Cross-enrolled students wishing to transfer to an alternate college or university (other than their declared Home College from the cross-enrollment) will need to request the transcript directly from the Teaching College. This request should follow the college’s standard transcript-requesting process since it is student-initiated and not part of the delivered functions of cross-enrollment. The student will incur any standard college processing fees for transcripts which the student would be obligated to pay if the student is requesting additional transcripts beyond their designated two free transcript requests.
Training & Reference Materials
- Frequently Asked Questions
- Cross-Enrollment Transcript Requests: Quick Reference Guide
- Cross-Enrollment Transcripts: Sending Matrix (lists how and when colleges send transcripts)
- Cross-Enrollment Transcripts: Receiving Matrix (lists the transcript file type by Home College)
- How to Mark Transcripts Sent in the CVC Exchange Quick Reference Guide
- How to Check the Status of Incoming Cross Enrollment Transcripts Quick Reference Guide
- Technical Overview of eTranscript implementation
- XAP Documentation of Unsolicited eTranscript Process