Presentation on theme: "Transcript Credit Evaluation at Lightning Speed!"— Presentation transcript:
1 Transcript Credit Evaluation at Lightning Speed! Portland Community CollegeKristin Benson, Mark Goldhammer and Rebecca Mathern
2 Details about PCC Banner school Communication policy requires use of PCC by studentsAbout 100 programs (3 transfer degrees)Students take many pre-requisite courses at PCCGraduate approximately 4000 students a year
3 Details about Student records 9 evaluation staff who process:Graduation application evaluationsTransfer credit evaluations (upon student request)Other duties such as duplicate elimination, veterans evaluations, 2nd year financial aid evaluations, etc.
4 Pre-2008 Transfer credit Standards Evaluation performed for pre-req courses only and upon the request of an advisorEvaluation performed at graduation applicationOnly articulation of courses necessary for graduation
5 Post-2008 Transfer Credit standards Evaluate upon requestEvaluate all LDC courseworkCTE coursework evaluated upon request of the department/student at graduation time
6 Managerial Perspective of Paper process Difficulty tracking volume and age of the requestsSelf-selected productionEvaluators determined how many and which evaluations to conductPressure of from other areas of the institution to speed up process, provide info about status, turnaround time, etc.Added workload on advising (overrides, preparing students to apply for graduation, etc).
7 Staff perspective of Paper process Overflowing basket of upfront requestsMultiple requests for same student/transfer schoolMultiple inquiries/questions about status of evaluation8-12 weeks average response time on requests
8 “Process” Perspective of paper standard Evaluation requests w/ no transcripts on fileTime-consuming processEach request had to be checked weekly to see if transcript had arrivedPhysically match up incoming transcripts with an unmanageable stack of paperOngoing question- Do we evaluate half-complete requests (e.g. one transcript on file but not all)?Near impossible, to track who has incomplete evaluations on their desk
10 Online process- Management perspective Need for a streamlined process to make staff time more efficientNeed to make request process more student friendlyNeed for use of data in productivity reports and annual reporting for staffing/planning needsNeed to be able to better inform college of status
12 Online process- staff perspective Requests can be made only after transcript(s) receivedOnly allows one request per transcript (request is available if updated transcript is received)Work assigned rather than self-selectedGreatly reduced stress w/ smoother process, timely turnaround.
13 Online process perspective Run daily report which displays requests in receipt orderRequests are distributed daily (and as equitable as possible) by coordinatorEvaluations are often performed same day as requested by studentGenerally, 1-2 week delay during quarterly degree/cert awardingTechnical Notes
14 Where we were and where we’re going It’s History- thank goodness!All done at the time of degree/certificate conferralCurrent PracticeUpfront option (in addition to transferring credit at conferral) at request/approval of studentWeekly to students with recently received transcripts encouraging them to make evaluation request/approvalEvaluations of the FutureInstitutional awarding: need transfer credit data to make reports accurateGoal: Evaluations done automatically upon receipt of transcript for enrolled students
15 Questions and Comments Contact us for further information:Rebecca MathernKristin BensonMark Goldhammer