Kortney Briske, Senior Associate University Registrar

Kortney Briske, Senior Associate University Registrar

E –TRANSCRIPTS (AND OTHER TRANSCRIPT PROCESS IMPROVEMENTS)

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

E-Transcripts - Agenda

I. What is an electronic transcript?

II. Background III. Why are we implementing



A transcript that comes in any of the following formats: EDI (SPEEDE), XML, PDF or other standardized electronic (non-hardcopy) format.

What is an electronic transcript?




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

Background

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


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!)

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)


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





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)

What is changing?




How will this all work?

Paper Transcript Process Flow


Wolverine Access

TOESNEW - Check order status

TOESOrder Transcript

Online PaymentNEW- Make credit card payment for expedited processing or delivery

Order Confirmation

Process Order and Payment

Printer

Submit Paper Order

form

Postage

Envelopes

Send

Labels

Reports

Transcripts

Login

Joe Student

Joe StudentTCD Staff

TCD Staff

Paper Transcript Process Flow

New – Check Order Status From TOES

How will this all work? -Paper

Check Order Status - Grid

Check Order Status - Detail

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

How will this all work? - Paper

Pay for Expedited Processing and Delivery From TOES

Electronic Transcript Process Flow


Notification to Student

Notification and

Passcode to Recipient

Order Confirmation

Plain PDF transcript sent to Avow

Secured Posted

Assembled


PDF Transcript Download

Wolverine Access


TOESOrder eTranscript

Login

Bill GatesJill Student

Electronic Transcript Process Flow(Entire process flow is new!)


Notification and


Order Confirmation


Secured Posted

Assembled



Wolverine Access



Login



Plain PDF Transcript – Securely sent to Avow


Notification and


Order Confirmation


Secured Posted

Assembled



Wolverine Access



Login



Avow Assembles Transcript


Notification and


Order Confirmation


Secured Posted

Assembled



Wolverine Access



Login



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

How will this all work? - eTranscripts


Notification and


Order Confirmation


Secured Posted

Assembled



Wolverine Access



Login



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”


Recipient “transcript sent” notification

Recipient “access code” notification

Requestor Notification


Notification and


Order Confirmation


Secured Posted

Assembled



Wolverine Access



Login



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



Notification and


Order Confirmation


Secured Posted

Assembled



Wolverine Access



Login






or Jokes?

eTranscripts - Questions / Comments

Documents

Kortney Briske, Senior Associate University Registrar