Automated Data Exchange for Co-Enrolled Students

“WAFAX” is a tool developed by the HECB that institutions can use to exchange data electronically regarding co-enrolled students.  In 2007, a workgroup of institution representatives determined the system’s features and data elements. The HECB developed the system using grant funds from the K-20 Qwest Settlement fund.

Highlights of the system features include:

• Secondary match ID (SSN not required)

• Staff “Roles” of full, partial, and limited access

• Only directory information viewable unless release of information agreements received and coded

• Ability to enter single records or upload file

• Files exchanged via XML

• Ability to edit records after file uploads

• Use of comment fields per record or as institution

• Institution table with specific information (grade definitions, term dates, contact information, etc.)

The University of Washington Tacoma and Tacoma Community College have used the system to share course load information for dual enrollment students, and several Seattle area community colleges have begun using the system as automated financial aid “consortium agreements” for concurrently enrolled students. 

Other institutions have expressed an interest in using the tool to share data regarding co-admitted students. A demonstration of WAFAX using a web-based interactive meeting tool was recently provided to Spokane-area institutions.

For a demonstration or to receive more information, contact Rachelle Sharpe, rachelles@hecb.wa.gov or 360-753-7872.