Presented by Michele Neary & Oralia Gomez, Northwestern University 2011 IACRAO Annual Conference

Presented by Michele Neary & Oralia Gomez, Northwestern University

2011 IACRAO Annual Conference

Private university founded in 1851

Three campuses

Evanston

Chicago

Doha, Qatar

11 distinct schools

2,500 full-time faculty members

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

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

Paper E-Transcript Total% E-Transcript % Paper

Fall qtr. 2010 10,463 10,463 100.0

Winter qtr. 2011 7,041 7,041 100.0

Spring qtr. 2011 3,984 834 4,818 17.3 82.7

Summer qtr. 2011 2,599 745 3,344 22.3 77.7

Total 2010-11 24,087 1,579 25,666    

Phase 1: Online ordering for paper transcripts (go live date - May 2010)30-days after contract signingSmooth migration from existing online system due to

Deployment Guides provided by Avow

Phase 2: Automated electronic delivery for students who graduated 2000 and after

Account creation Order confirmation Status update – by document Document delivered

For electronic documents only:Recipient opened electronic document

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 prematurelyFAQ

Ensure student is individual placing the order

Importance of Project ManagerDefining scopeManaging expectationsCreating contingency plansDeveloping testing timelineInvolving all technical stakeholders

Week/Month 1

Today

  Paper E-Transcripts Totals

Week 1 223 104 327

Week 2 224 84 308

Week 3 246 81 327

Week 4 246 79 325

Week 5 229 80 309

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

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

Michele NearyAssociate University Registrar

Northwestern UniversityPhone: 847.491.8466

Email: m-neary@northwestern.edu

Oralia GomezSenior Assistant RegistrarNorthwestern University

Phone: 847.491.8457Email: o-gomez@northwestern.edu