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Online Transcript Request Submission Fred Verboom Manager, Administrative Information Systems

Online Transcript Request Submission Fred Verboom Manager, Administrative Information Systems Wilfrid Laurier University. Content Wilfrid Laurier University Challenge Solution Benefits Next Steps. Wilfrid Laurier University

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Online Transcript Request Submission Fred Verboom Manager, Administrative Information Systems

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  1. Online Transcript • Request Submission • Fred Verboom • Manager, Administrative Information Systems • Wilfrid Laurier University

  2. Content • Wilfrid Laurier University • Challenge • Solution • Benefits • Next Steps

  3. Wilfrid Laurier University • Wilfrid Laurier University is a public research university located in Waterloo, Ontario, founded in 1911. • ~17,000 students across 4 campuses – primarily Waterloo (~13,500), Brantford (~3500), with FSW in Kitchener, small MBA campus in Toronto • ~ 1650 F/T Staff and Faculty • ICT Statistics per CUCCIO • 68 IT Staff • Students per IT staff: 234 • Staff per IT staff: 21 • Fun Fact: 24 spoken languages

  4. Transcript Challenge from Service Laurier: • provide an online mechanism for WLU students and alumni to submit their requests for an official academic transcript, through a customized website which also includes a secured payment method. • Issue – accuracy of information submitted through online forms • Service Laurier – One Stop shop for students, for payment of accounts, course change requests, one-off transcript requests, etc.

  5. Stakeholders • Students/Alumni • Registrar • Service Laurier • ICT Solutions

  6. Objectives: • Ability for students and alumni to submit an electronic request for a transcript • A secure electronic payment process for applying charges • Ability for administrative staff (Service Laurier and Registrar’s Office) to view and fulfill the details of the request • Ability for the student/alumni to view the status of their request in LORIS (Laurier web Information System)

  7. Solution: • Web – student interface • PHP web application • MySQL database • Banner – ERP • Limited manual intervention

  8. Online Transcript Request Process: • Student / Alumni

  9. Transcript Fulfillment Process: • Registrar/Service Laurier

  10. Benefits • Student • Greater efficiency – ease of access • Reduced lineups at Service Laurier • Faster turnaround time – 50% reduction • 55% usage in 1st term Registrar / Records Reduced cost / resources / improved accuracy Fewer calls from students checking status – 80% savings Faster processing – 60% savings in typing/stuffing Improved reporting

  11. Transcript Statistics since October 2013 • Online Transcript request submissions: 3200; majority with delivery method by Mail and Courier • Form Transcript request submissions: 2726; majority of delivery method by Mail and Courier • Walk-in Transcript requests: 1209 • NOTE: high number of Form Transcript requests primarily due to Alumni and inactive students not having or remembering their network credentials

  12. Next Steps – Phase 2 for Online Transcripts: • Online form changes: • Forward and back navigation, saving data throughout online request process • Ease of use • Student authentication without network id’s for inactive students / Alumni • Opportunity for student to provide feedback • Notification to student when transcript Sent to destination(s)

  13. Contact Information: • Fred Verboom, Manager, Administrative Information Systems • fverboom@wlu.ca • 519.881.0710 x3076 • Andrei Kovacsik, Systems Analyst III - Web • akovacsik@wlu.ca • 519.884.0710 x • Robert Kalbfleisch – Systems Analyst III (Banner – Registrar) • rkalbfleisch@wlu.ca • 519.884.0710 x

  14. Thank you • Questions • Appendix: Process Flows for Online Transcript and Fulfillment Processes

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