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Implementing Avow’s Online Ordering System & Electronic Transcript Service

Presented by Michele Neary & Oralia Gomez, Northwestern University 2011 IACRAO Annual Conference. Implementing Avow’s Online Ordering System & Electronic Transcript Service. Northwestern University The Facts. Private university founded in 1851 Three campuses Evanston Chicago Doha, Qatar

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Implementing Avow’s Online Ordering System & Electronic Transcript Service

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  1. Presented by Michele Neary & Oralia Gomez, Northwestern University 2011 IACRAO Annual Conference Implementing Avow’s Online Ordering System & Electronic Transcript Service

  2. Northwestern UniversityThe Facts • Private university founded in 1851 • Three campuses • Evanston • Chicago • Doha, Qatar • 11 distinct schools • 2,500 full-time faculty members

  3. Enrollment Stats for Fall 2010 Term • Freshman class size of 2,128 students • Full-time students: • Undergraduates: 8,397 across 6 schools • Graduate/Professional: 7,870 • Part-time students in the School of Continuing Studies: 1,100 • Total enrollment: approximately 19,000

  4. TRANSCRIPT REQUESTS Info • Evanston Registrar Office produces transcripts for students in all schools with the exception of Medicine, Law, and School of Continuing Studies • 2010-2011 transcript requests stats

  5. Phased Implementation Approach • Phase 1: Online ordering for paper transcripts (go live date - May 2010) • 30-days after contract signing • Smooth migration from existing online system due to Deployment Guides provided by Avow • Phase 2: Automated electronic delivery for students who graduated 2000 and after

  6. EMAIL COMMUNICATION TO STUDENTS • Account creation • Order confirmation • Status update – by document • Document delivered • For electronic documents only: • Recipient opened electronic document

  7. lessons Learned • Special instruction block in e-transcript form • Combining separate transcript types • Separate account creation from transcript ordering • Communication plan (i.e. new service, prices, etc.) • Don’t announce go-live prematurely • FAQ • Ensure student is individual placing the order

  8. MORE Lessons Learned • Importance of Project Manager • Defining scope • Managing expectations • Creating contingency plans • Developing testing timeline • Involving all technical stakeholders

  9. The numbers • Week/Month 1 • Today

  10. Results Realized • Two hour (or less) turnaround time for electronic transcript delivery • Same day turnaround time for most requests for paper transcripts • Reduction of workload, by half, for two FTE transcript services positions • Change in the nature of the work – more troubleshooting and reporting of technical issues encountered

  11. Next Phase(s) • Phase 2.5: Manual processing for electronic delivery for pre-2000 population • Phase 3: Automated electronic delivery for pre-2000 population • Efforts to include other schools at NU

  12. Discussion

  13. Michele Neary Associate University Registrar Northwestern University Phone: 847.491.8466 Email: m-neary@northwestern.edu Oralia Gomez Senior Assistant Registrar Northwestern University Phone: 847.491.8457 Email: o-gomez@northwestern.edu

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