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
eTranscripts? IV. What is changing? V. How will this all work? VI. Questions/Comments
E-Transcripts - Agenda
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?
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
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
E-Transcripts - Agenda
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)
Why are we implementing eTranscripts?
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
Why are we implementing eTranscripts?
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
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?
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
How will this all work?
Paper Transcript Process Flow
How will this all work?
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
How will this all work?
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
TOESNEW - Check order status
TOESOrder eTranscript
Login
Bill GatesJill Student
Electronic Transcript Process Flow(Entire process flow is new!)
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
TOESNEW - Check order status
TOESOrder eTranscript
Login
Bill GatesJill Student
Electronic Transcript Process Flow(Entire process flow is new!)
Plain PDF Transcript – Securely sent to Avow
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
TOESNEW - Check order status
TOESOrder eTranscript
Login
Bill GatesJill Student
Electronic Transcript Process Flow(Entire process flow is new!)
Avow Assembles Transcript
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
TOESNEW - Check order status
TOESOrder eTranscript
Login
Bill GatesJill Student
Electronic Transcript Process Flow(Entire process flow is new!)
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 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
TOESNEW - Check order status
TOESOrder eTranscript
Login
Bill GatesJill Student
Electronic Transcript Process Flow(Entire process flow is new!)
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”
How will this all work? - eTranscripts
Recipient “transcript sent” notification
Recipient “access code” notification
Requestor Notification
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
TOESNEW - Check order status
TOESOrder eTranscript
Login
Bill GatesJill Student
Electronic Transcript Process Flow(Entire process flow is new!)
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
How will this all work? - eTranscripts
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
TOESNEW - Check order status
TOESOrder eTranscript
Login
Bill GatesJill Student
Electronic Transcript Process Flow(Entire process flow is new!)
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
or Jokes?
eTranscripts - Questions / Comments