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Kortney Briske, Senior Associate University Registrar.

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Presentation on theme: "Kortney Briske, Senior Associate University Registrar."— Presentation transcript:

1 Kortney Briske, Senior Associate University Registrar

2  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

3  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

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

5  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

6  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

7  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

8  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!)

9  Reduce operating cost  Stamps  Envelopes  Transcript paper  Labels  Paper  Toner  Person hours (note – there are no plans to actively reduce our workforce)

10  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

11  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

12  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)

13  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

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15  Paper Transcript Process Flow

16 Wolverine Access TOES NEW - Check order status TOES Order Transcript Online Payment NEW- 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 Transcript s Login Joe Student TCD Staff Paper Transcript Process Flow

17 New – Check Order Status From TOES

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20 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

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22  Electronic Transcript Process Flow

23 Notification to Student Notification and Passcode to Recipient Order Confirmation Plain PDF transcript sent to Avow Secured Posted Assembled Notification to Student PDF Transcript Download Wolverine Access TOES NEW - Check order status TOES Order eTranscript Login Bill Gates Jill Student Electronic Transcript Process Flow (Entire process flow is new!)

24 Notification to Student Notification and Passcode to Recipient Order Confirmation Plain PDF transcript sent to Avow Secured Posted Assembled Notification to Student PDF Transcript Download Wolverine Access TOES NEW - Check order status TOES Order eTranscript Login Bill Gates Jill Student Electronic Transcript Process Flow (Entire process flow is new!)

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26 Notification to Student Notification and Passcode to Recipient Order Confirmation Plain PDF transcript sent to Avow Secured Posted Assembled Notification to Student PDF Transcript Download Wolverine Access TOES NEW - Check order status TOES Order eTranscript Login Bill Gates Jill Student Electronic Transcript Process Flow (Entire process flow is new!)

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28 Notification to Student Notification and Passcode to Recipient Order Confirmation Plain PDF transcript sent to Avow Secured Posted Assembled Notification to Student PDF Transcript Download Wolverine Access TOES NEW - Check order status TOES Order eTranscript Login Bill Gates Jill Student Electronic Transcript Process Flow (Entire process flow is new!)

29  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

30 Notification to Student Notification and Passcode to Recipient Order Confirmation Plain PDF transcript sent to Avow Secured Posted Assembled Notification to Student PDF Transcript Download Wolverine Access TOES NEW - Check order status TOES Order eTranscript Login Bill Gates Jill Student Electronic Transcript Process Flow (Entire process flow is new!)

31  Avow automatically sends notification s ◦ 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”

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35 Notification to Student Notification and Passcode to Recipient Order Confirmation Plain PDF transcript sent to Avow Secured Posted Assembled Notification to Student PDF Transcript Download Wolverine Access TOES NEW - Check order status TOES Order eTranscript Login Bill Gates Jill Student Electronic Transcript Process Flow (Entire process flow is new!)

36  Bill Gates (recipient) Downloads Transcript ◦ Uses link and access code ed 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 indicating that Bill Gates has downloaded her transcript ◦ TOES Order Status Page reflects downloaded status

37 Notification to Student Notification and Passcode to Recipient Order Confirmation Plain PDF transcript sent to Avow Secured Posted Assembled Notification to Student PDF Transcript Download Wolverine Access TOES NEW - Check order status TOES Order eTranscript Login Bill Gates Jill Student Electronic Transcript Process Flow (Entire process flow is new!)

38  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

39  or Jokes?


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