Wednesday, April 2 Session ID 2071

Turn Transcripts into an Enrollment Asset with

Automated Transcript Capture and Evaluation

Introductions

Sherri Gaugh

Registrar

Leah Meicher

Project Lead

Mary Ellen Hanna

Senior Associate

Registrar

1. Trends and Observations

2. Solution Overview and Results

3. Questions

4. Final Recommendations

Agenda

Our Experience

Trends and Observations

• Exceeding Enrollment Goals

• Matriculation

• Retention

• Enhancing Student Service

• Increasing Operational Efficiency

• Leveraging IT Investments

Trends and Observations

Improvement

Initiatives

“In 2010, transcript processing delays created

bottlenecks for Admissions, Records,

Financial Aid, and Advising – and headaches

for students.

San Juan College

“With nine campuses and approximately

40,000 students, processing transcript data

and evaluating transfer credits quickly was a

daunting task – especially when each

prospective student brought with them an

average of five transcripts.

Madison Area Technical College

“In 2010, in an effort to improve student

service, our Provost (now President)

mandated that transcripts/evaluations be

turned around in 7 days or less.

University of Alabama

Automated transcript capture and transfer course evaluation

Solution Overview

TRANSITION FROM LEGACY SYSTEM: Manual entryData correctionPrinting and scanning PDF transcriptsNo ability to create or modify templates

Considerable decrease in manual entryFewer data errorsSweeping PDFs directly Creating template as we goProcess day-to-day even during peak periods

FROM MANUAL…

…TO AUTOMATED

UNIVERSITY OF ALABAMA

1. Match paper transcript to a student record in Banner

2. Scan transcript (one station)

• Institution scan queue

• GENERIC scan queue

• PDF scan queue

3. Verify and confirm OCR results at individual workstations

4. Save image in OnBase

5. Pull course data using OnBase

6. Load student’s credit to Banner

University of

Alabama's

Transcript

Capture Process

Transcript Verification

• Eliminate manual data entry by 90%

• Improve service with faster and more accurate information and decisions

• Increase admissions yield rate

University of Alabama’s Results

ROI

TIME COSTS:• Searching for Transcripts not in file• Coursework data entry• File transcript in folderMATERIAL COSTS:• Paper & toner

TIME SAVINGS:• Entry exponentially faster• No filing • No additional indexing• No additional scanningMATERIAL SAVINGS:• No printing related costs

FROM MANUAL…

…TO AUTOMATED

SAN JUAN COLLEGE

1. Match paper transcript to a student record in Colleague

2. Scan transcript (one station)

• Institution scan queues

• GENERIC scan queue

3. Verify and confirm OCR results at Scan Station

4. Save image in OnBase

5. Evaluator saves information on EXTS for defined transfers.

6. Reviews other courses for possible transfer.

San Juan College’s

Transcript

Capture Process

Data automatically updated in

student institution record

Transfer institution courses

automatically updated,

not yet equated

External transcript summary

results automatically equated

• Manage transfer load that increased by 14% over the past 2 years.

• Significantly reduced student lines for all Enrollment Services (Admissions/Records and Financial Aid)

• Eliminated the need for students to be advised twice in one term

• Peak Processing Time – 4 to 6 weeks improved to 1 week

San Juan College’s Results

ROI

TIME COSTS:• Data entry of external courses• Data entry of equivalency rules• 4-6 weeks of processing time

TIME SAVINGS:• 90% associated to data entry• OnBase ‘flags’ suspect data to ensure

accuracy• 1-5 days of processing time

FROM MANUAL…

…TO AUTOMATED

MADISON AREA TECHNICAL COLLEGE

1. Match paper transcript to a student record in PeopleSoft

2. Scan transcript (one station)

• UW or WTCS Scan Queue

• Reverse Transfer import

3. Verification with OCR at scan station or by Transfer Cr Evaluator

4. Save image in OnBase

5. Upload to External Education pages in PeopleSoft

6. Evaluate equivalencies in TCE

7. Auto-create equivalencies in PeopleSoft

Madison’s

Transfer Course

Evaluation

Process

Madison’s Transfer Course Evaluation Process

Student has paper, PDF or EDI transcript

delivered.

Course 1

Department Reviewer is notified of any courses requiring articulation.

Paper – PDF – EDI OnBase TCE

captures coursework accurately & rapidly.

Course 2Course 3

X

OnBase TCE

Check each course lifted from transcript for equivalency.

If found, course equivalencywritten to SIS/Degree Audit.

Automated Review Process Begins

(or Rules Engine)

Transcript Capture/OCR into PeopleSoft

TCE Workflow Auto-Creates Equivalencies

• Over 6,500 rules built since going live with Transcript Capture/TCE in November 2012

• Processing time of 4-6 weeks reduced to 1-5 days

• Elimination of data entry of external courses and transfer equivalencies

• Leveraging TCE & PeopleSoft with Reverse Transfer agreement

Madison Area Technical College’s Results

ROI

Questions

Thank you!

Sherri Gaugh

San Juan College

gaughs@sanjuancollege.edu

Leah Meicher

Madison Area Technical College

lmeicher@madisoncollege.edu

Mary Ellen Hanna

University of Alabama

maryellen@ua.edu

Lessons learned and next steps

Recommendations

• Analyze business processes

• Engage the right stake holders

• Think big picture

• Integrate with SIS

• Ask for references that have proven solutions

Recommendations

Next steps