Online Transcript Request Submission Fred Verboom Manager, Administrative Information Systems...

Online TranscriptRequest Submission

Fred VerboomManager, Administrative Information SystemsWilfrid Laurier University

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

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

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.

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

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)

Solution:• Web – student

interface• PHP web

application• MySQL database• Banner – ERP• Limited manual

intervention

Online Transcript Request Process:Student / Alumni

Transcript Fulfillment Process:Registrar/Service Laurier

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

Benefits

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

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)

Contact Information:

Fred Verboom, Manager, Administrative Information Systems fverboom@wlu.ca519.881.0710 x3076

Andrei Kovacsik, Systems Analyst III - Webakovacsik@wlu.ca519.884.0710 x

Robert Kalbfleisch – Systems Analyst III (Banner – Registrar)rkalbfleisch@wlu.ca519.884.0710 x

Thank youQuestions

Appendix: Process Flows for Online Transcript and Fulfillment Processes