Presentation Transcript

1. E –TRANSCRIPTS (and other transcript process improvements) Kortney Briske, Senior Associate University Registrar
2. E-Transcripts - Agenda I. What is an electronic transcript? II. Background III. Why are we implementing eTranscripts? IV. What is changing? V. How will this all work? VI. Questions/Comments
3. E-Transcripts - Agenda I. What is an electronic transcript? II. Background III. Why are we implementing eTranscripts? IV. What is changing? V. How will this all work? VI. Questions/Comments
4. What is an electronic transcript? A transcript that comes in any of the following formats: EDI (SPEEDE), XML, PDF or other standardized electronic (non-hardcopy) format.
5. E-Transcripts - Agenda I. What is an electronic transcript? II. Background III. Why are we implementing eTranscripts? IV. What is changing? V. How will this all work? VI. Questions/Comments
6. Background We are implementing eTranscripts soon (we hope)! Project Team Members RO: Randi, Tim, Kortney, Michelle, Irfan, Paul, plus others ITS: Lisa Emery, Tena White, Joe Easthope, Kari Gluski, Erin Deietrich, plus others Avow: Nick Geanetta, Paul Jensen, Chris Kaschmitter, Scott Gilbertson, plus others
7. E-Transcripts - Agenda I. What is an electronic transcript? II. Background III. Why are we implementing eTranscripts? IV. What is changing? V. How will this all work? VI. Questions/Comments
8. Why are we implementing eTranscripts? Provide better service to our students Immediate delivery anywhere in the world Weekends Holidays Season days 4 a.m. (students can order pizza from Bell’s and an eTranscript at the same time!)
9. Why are we implementing eTranscripts? Reduce operating cost Stamps Envelopes Transcript paper Labels Paper Toner Person hours (note – there are no plans to actively reduce our workforce)
10. Why are we implementing eTranscripts? Commonly Accepted Registrar Practice Process is considered FERPA compliant People are commonly sending both PDF and XML transcripts Our peer institutions are doing it. Most Big Ten schools are either live or have plans to be live soon. This project has support from the Provost’s Office and committed ITS resources
11. E-Transcripts - Agenda I. What is an electronic transcript? II. Background III. Why are we implementing eTranscripts? IV. What is changing? V. How will this all work? VI. Questions/Comments
12. What is changing? Students will be able to elect to have transcripts sent electronically. Students can check the status of their orders online. Students can pay for expedited processing or delivery of paper transcripts online. Improved communications regarding orders – tweaked existing messages plus new messages for each electronic transcript order. Enhanced Operational Page for RO Transcript Staff Avow portal available for troubleshooting and reporting New Transcripts web site accessible from RO Home Page (to supplement RN Knowledgebase)
13. E-Transcripts - Agenda I. What is an electronic transcript? II. Background III. Why are we implementing eTranscripts? IV. What is changing? V. How will this all work? VI. Questions/Comments
14. How will this all work?
15. How will this all work? Paper Transcript Process Flow
16. Postage Envelopes Send Printer Labels Transcripts Reports Order Confirmation Paper Transcript Process Flow Wolverine Access TOES NEW - Check order status TOES Order Transcript Online Payment NEW- Make credit card payment for expedited processing or delivery Login Joe Student TCD Staff Submit Paper Order form Process Order and Payment Joe Student TCD Staff
17. How will this all work? -Paper New – Check Order Status From TOES
18. Check Order Status - Grid
19. Check Order Status - Detail
20. How will this all work? - Paper New – Pay for Expedited Processing and Delivery From TOES Students now have ability to order transcripts with expedited delivery/rush processing online Allows students to pay using credit card Integrated into TOES Should reduce the manual processing of rush paper transcript orders in the office
21. Pay for Expedited Processing and Delivery From TOES
22. How will this all work? Electronic Transcript Process Flow
23. Assembled Secured Posted Notification and Passcode to Recipient Electronic Transcript Process Flow (Entire process flow is new!) Notification to Student Order Confirmation Notification to Student Wolverine Access TOES NEW - Check order status TOES Order eTranscript Login Plain PDF transcript sent to Avow Jill Student Bill Gates PDF Transcript Download
24. Assembled Secured Posted Notification and Passcode to Recipient Electronic Transcript Process Flow (Entire process flow is new!) Notification to Student Order Confirmation Notification to Student Wolverine Access TOES NEW - Check order status TOES Order eTranscript Login Plain PDF transcript sent to Avow Jill Student Bill Gates PDF Transcript Download
25. Plain PDF Transcript – Securely sent to Avow
26. Assembled Secured Posted Notification and Passcode to Recipient Electronic Transcript Process Flow (Entire process flow is new!) Notification to Student Order Confirmation Notification to Student Wolverine Access TOES NEW - Check order status TOES Order eTranscript Login Plain PDF transcript sent to Avow Jill Student Bill Gates PDF Transcript Download
27. Avow Assembles Transcript
28. Assembled Secured Posted Notification and Passcode to Recipient Electronic Transcript Process Flow (Entire process flow is new!) Notification to Student Order Confirmation Notification to Student Wolverine Access TOES NEW - Check order status TOES Order eTranscript Login Plain PDF transcript sent to Avow Jill Student Bill Gates PDF Transcript Download
29. How will this all work? - eTranscripts Avow Secures Transcript The blue ribbon symbol is the recipient’s assurance that the digital certificate is valid, the document is authentic, and the contents of the transcript have not been altered. Avow Posts Transcript for Recipient to Download
30. Assembled Secured Posted Notification and Passcode to Recipient Electronic Transcript Process Flow (Entire process flow is new!) Notification to Student Order Confirmation Notification to Student Wolverine Access TOES NEW - Check order status TOES Order eTranscript Login Plain PDF transcript sent to Avow Jill Student Bill Gates PDF Transcript Download
31. How will this all work? - eTranscripts Avow automatically sends notification emails To Recipient: “Jill Student sent you a transcript” To Recipient: “Here is the passcode to download Jill’s transcript” To Jill Student: “Your transcript is available for Bill Gates to download”
32. Recipient “transcript sent” notification
33. Recipient “access code” notification
34. Requestor Notification
35. Assembled Secured Posted Notification and Passcode to Recipient Electronic Transcript Process Flow (Entire process flow is new!) Notification to Student Order Confirmation Notification to Student Wolverine Access TOES NEW - Check order status TOES Order eTranscript Login Plain PDF transcript sent to Avow Jill Student Bill Gates PDF Transcript Download
36. How will this all work? - eTranscripts Bill Gates (recipient) Downloads Transcript Uses link and access code emailed from Avow Transcript is in PDF format and fully assembled Cover letter is appended to the front of the transcript Legend is appended to the back of the transcript Transcript can be saved locally and printed Jill Student receives and email indicating that Bill Gates has downloaded her transcript TOES Order Status Page reflects downloaded status
37. Assembled Secured Posted Notification and Passcode to Recipient Electronic Transcript Process Flow (Entire process flow is new!) Notification to Student Order Confirmation Notification to Student Wolverine Access TOES NEW - Check order status TOES Order eTranscript Login Plain PDF transcript sent to Avow Jill Student Bill Gates PDF Transcript Download
38. E-Transcripts - Agenda I. What is an electronic transcript? II. Background III. Why are we implementing eTranscripts? IV. What is changing? V. How will this all work? VI. Questions/Comments
39. eTranscripts - Questions / Comments or Jokes?