Online Transcript Ordering: More Features, More Discussion

1. Online Transcript Ordering: More Features, More Discussion Presented by: Bobby (Butch) Stokes, University Registrar Mississippi State University Tuesday, March 15, 2011 3:45 Session ID: 310

2. Session Rules of Etiquette • Please turn off your cell phone/pager • If you must leave the session early, please do so as discreetly as possible • Please avoid side conversation during the session Thank you for your cooperation!

3. Introduction Mississippi Electronic Transcript Project & Mississippi State University’s Transcript Process Automation

4. Mississippi Electronic Participants Network Senders: 9 Public Universities & Colleges: 7 Senders 8 Private Universities & Colleges: 3 Senders 15 Public Community Colleges: 15 Senders 158 Public School Districts In Progress 99 Private Schools In Progress Network Receivers: 57 Receiving Accounts Representing Mississippi Universities & Colleges 7 of 9 Private Universities & Colleges 15 Public Community Colleges

5. Mississippi Electronic Participants Other Agencies: • MAIS Teacher Certification • MS Board of Nursing • MS Community College Foundation • MS Department of Education-Teacher Certification • MS Rural Physicians Scholarship Program

6. Specific Electronic Delivery NOT Just To Mississippi State But …. • Mississippi State Undergraduate Admissions • Mississippi State Graduate Admissions • Mississippi State College of Veterinary Medicine • Mississippi State Cooperative Education • Mississippi State Human Resources • ….. AND • Out of Network Delivery to Secure Server for Individual Recipient Pickup with Email Notification

7. Mississippi Sending Data MSU Transcripts Sent: • Mar-Dec 2007 2,039 • Jan-Dec 2008 4,707 • Jan-Dec 2009 6,451 • Jan-Dec 2010 9,778 Mississippi Network Transcripts Sent: • Mar-Dec 2007 4,122 • Jan-Dec 2008 30,359 • Jan-Dec 2009 61,720 • Jan-Dec 2010 88,900

8. Why PDF Transcripts? Fastest Growing Method of Sending Postsecondary Student Transcripts…. PDF Format

9. Why PDF Transcripts? • Immediate alternative to sending data • Solution for increased demand • Fewer staff available/required • Opportunity for broader network Pk-20 • Solution for interim period before sending data • PDF – recognized standard

10. HS Transcripts: Why PDF? 75% of HS Transcripts… Contain Hand written Courses, grades, other entries.

12. Automating Transcript Process

13. Automating Transcript Process Person Orders Transcript Online Electronic or Paper Transcript Manual Process Manual Review & Send Transcript Order Receipt Processing Phase II Phase I Transcript Production

14. Automating Transcript Process Electronic or Paper Transcript Person Orders Transcript Online Phase III XML Data Downloads File Hands Free Production Transcript Order Receipt Processing Phase II Phase I Transcript Production Automates Process

15. Automating Transcript Process Phase I Processing Large Batches of Transcripts at the end of the Semester/Term: Transcripts Held for Grades Transcripts Held for Degrees Process allowed pre-entry

16. Automating Transcript Process Phase I Processing MSU Batch Transcripts Sends Official Paper Transcripts to Printer Sends Held-for-Grade Transcripts to Electronic Sending Server Sends Held-for-Degree Transcripts to Electronic Sending Server Speeds up end-of-term transcript processing

17. Automating Transcript Requests Phase II MSU Batch Transcript Request Upload Pulls transcript request (order file) from Transcript Request Provider Uploads transcript request data file from Transcript Request Provider into SIS Provides upload request verification & error file Uploads transcripts to server Automatically prints official transcripts & receipts Automatically prints fax transcripts & receipts

18. Automating Transcript Process Processes Batch of “Ready” Transcript Requests Prints Official Transcript & Receipt Route electronic transcripts to destinations Prints Fax Transcript & Receipt SIS Transcript Processing EOT Process Moves transcripts to server Work up Vault, Holds, cancellations

19. Automating Transcript Process Transfer Credit Transfer Credit Received in Admissions/RO Requires Re-keying of Data RO Records Evaluator Receives Admissions Images Transcript & Adds To Workflow RO Records Evaluator Enters Transcript Data In SIS

20. Automating Transcript Process Phase III - Planned Simultaneous Transmission of PDF & XML Data

21. Automating Transcript Process Transfer Credit Transfer Credit Received in Admissions/RO Automated Push Of XML Data to SIS RO Records Evaluator Receives Admissions Images Transcript & Adds To Workflow Articulation Automated In SIS

22. Summary Transcript Automation Process Benefits: • Process Large Volume of Transcript Requests in Less Time and With Less Staff • Reduces the Amount of Time to Process Transcript Requests • Reduces Cost • Speeds up transfer articulation process • Speeds up end-of-term processing

23. Questions

24. Thank You! Butch Stokes butch@registrar.msstate.edu Please complete the class evaluation form Session ID: 310