Frequently Asked Questions

Electronic Transcript Exchange is a highly secure service that enables participating high schools and other educational institutions to exchange electronic transcripts via the Clearinghouse secure network.

Yes, because your students' transcripts can be immediately accessed by other educational institutions, such as colleges.

 

You’ll realize many benefits, including the ability to:

• Speed transcript delivery 
• Reduce the cost and time involved in printing and sending paper transcripts 
• Deliver transcripts in a safer format than paper
• Decrease transcript fraud

Electronic Transcript Exchange features include:

• Easy-to-use for senders and recipients
• Support of all file formats
• Multiple secure send/receive options
• Automatic validation of senders and recipients
• Ability to track transcript delivery status and receipt

When you sign up for Electronic Transcript Exchange, you select the format(s) you want to use to send and/ or receive electronic files. If you like, you can authorize multiple offices to receive transcripts, which will each receive a unique Electronic Transcript Exchange identification number. All participating schools are listed on our Electronic Transcript Exchange Registry, along with their identification number and the file type(s) they accept.

When you are ready to send a transcript, you simply sign onto your Clearinghouse secure account, upload the file and specify the recipient (consult the registry to obtain the recipient’s identification number and file type). Each time you successfully upload a file, you will receive a confirmation email. When someone sends a transcript to you, you will receive an email with a secure link where you can log on and retrieve the file.

Contact the Clearinghouse as soon as possible. If the recipient hasn’t yet retrieved the transcript, we can recall the transcript for you.

You can log on to your secure account to view the status of any transcript file you’ve uploaded.

A transcript can be downloaded an unlimited number of times by the recipient. The recipient can also delete the file at any time. Files are permanently deleted after 90 days, whether they have been downloaded or not. A copy of each file is also stored in the recipient’s archive folder, where it is permanently deleted after 180 days.

No. Transcript files are only stored in the recipient’s secure account and are automatically deleted after 180 days.

Electronic Transcript Exchange supports all file formats, including:

• All system or statewide standard data record formats

• All graphical formats, which look like your paper-based transcripts

Yes.

No.

Yes, if you select a file format that is compatible with your system.

Yes. Authorized senders and recipients are validated before a transcript is exchanged. In addition, the Clearinghouse uses the highest industry security standards for all of its services. We also take active defensive measures that limit the risk of lost or stolen data.

Yes. Like all Clearinghouse services, Electronic Transcript Exchange is fully compliant with FERPA.

Electronic Transcript Exchange is free to schools that participate in our educational research service, StudentTracker for High Schools, which is only $425 per year. Otherwise, the annual fee to send an unlimited number of transcripts using Electronic Transcript Exchange is $500. There is no cost to receive transcripts.

For questions or to obtain an Electronic Transcript Exchange agreement, please contact the Clearinghouse at service@studentclearinghouse.org.