e TSMU’S PARTNERSHIP WITH NSC FOR ELECTRONIC TRANSCRIPTS

JOHN HALLUNIVERSITY REGISTRAR & EXECUTIVE DIRECTOR OF ENROLLMENT SERVICES

Southern Methodist University

SACRAO Conference 2013San Antonio, TX

Partnership with NSC Enrollment certifications Degree certifications Student Self Service Research Student Tracker Transcripts –

Ordering eTranscripts Do not use Transcript exchange

NSC is viewed as part of our “extended” staff

More on NSC Transcript Solution

1:30 – 2:30, Tuesday San Cristobal

Auburn, Northern KYU, Rhodes and Spalding discuss the way their institutions use the National Student Clearinghouse to provide a transcript solution. You can learn everything from using the NSC for a basic order service to the secure electronic delivery of transcripts. We will also discuss automated solutions that eliminate the manual data entry of transcript orders and provide direct communication to students. Nearly 500 colleges across the country have found an NSC solution that works for them. Presenters: Dixie Mitchell, Asso. Registrar, Auburn Univ. Jennifer Gohmann, Registrar, Spading University Marla Herron, Registrar, Northern Kentucky University DeAnna Adams, Registrar, Rhodes College

T3.10 National Student Clearinghouse: One Size Does Not Fit All When It Comes to a Transcript Solution

Goal and predictionGoal

Use NSC ordering process for 100% of orders by December 31, 2013

Prediction 97% of transcripts will be delivered

by electronic means by December 31, 2014

Transcript volume

12,000 transcripts per year

Transcript delivery – pre eT06/01/09 – 05/31/10

National Student Clearinghouse

Live with eT June 16, 2010 One week later…. 5.6% electronic

transcripts

Transcript Delivery – first year eT

06/01/10 – 05/31/11

Transcript delivery – 2nd year eT

06/01/11 – 05/31/2012

Transcript delivery – 1st ½ 3rd yr eT06/-1 – 12/31/2012

SurpriseMay 20121223 sent238 e transcripts

23 expired10% expired

For Dec 2012863 sent190 e transcriptsa/o 01/16 7 had expired and 5 still unopened

SurpriseImpact…has not been so much on expedited physical delivery services like UPS and FedEx, as it has been on USPS.

SurpriseThat our professional associations have not done more to educate the public about e transcripts and to set standards.Vendors have filled the void.

Surprise

eT was so easy

What it took Very little effort

Added e transcript selection option to order page

Modified student system to produce a pdf transcript.

Created image to be superimposed over pdf transcript

Created guide page to be matched to pdf transcript

NSC took care of everything else

Everyone can do e transcripts

How it works Mustang Sally orders e transcript, providing email address

Receives several messages thru out the on-line order process re e transcript

NSC sends Mustang Sally an order confirmation. Transcript Order #9393698: Order Confirmation

       RECIPIENT: George Bush Library and Institute   DELIVERY METHOD: Electronic PDF - $3.75        *IMPORTANT*: This is an official electronic copy of your transcript.   IT IS YOUR RESPONSIBILITY TO MAKE SURE THAT:        The institution or third party will accept the PDF transcript         The recipient's email address is correct

How it works SMU processes request

Generates pdf and saves Uploads to NSC Updates order in NSC database

NSC superimposes SMU seal onto pdf and matches it with SMU’s transcript guide

NSC saves SMU transcript and transcript guide in secure area and sends notices

How it works NSC sends notice with user name and in separate email sends notice and

passwordTranscript Link for MUSTANG SALLY - Southern Methodist University(NSC)… has been authorized to release an electronic copy of the official academic transcript for Mustang Sally from (SMU) to you.To download… You will be presented with a PDF which is an authenticated and secure copy of the requestor's official transcript.  We recommend that you save a copy of this transcript as soon as possible. For best viewing experience we recommend using the latest version of Adobe Acrobat.

Transcript Password for MUSTANG SALLY- Southern Methodist UniversitywNxftDks(The password is case-sensitive.)Retrieval link will be valid for 30 days.

How it works NSC notifies Mustang Sally

Transcript Order #9393698: Electronic Transcript SentYour transcript is available now for retrieval, you will be notified when it is retrieved by your recipient.(fee) has been charged to your credit card and will appear on your credit card statement as "College Transcript."

How it works NSC notifies Mustang Sally

Transcript Order #9393698: Electronic Transcript Retrieved

Other points Requestor can track request on-line Automatic status notices Can ask for text notices SMU can rescind / revoke Various reports for institution to manage process. Quick and secure electronic delivery worldwide, 24/7 State-of-the-art document security, including digital signatures

and rights management Already a NSC partner Good customer support No long-term contract, annual fee, or maintenance fees Customized & branded for SMU State-of-the-art PDF document security Ability to attach additional forms online with the order – see

future

Some future To Do’s Eliminate restriction to 1996 and later Enhance image superimposed on pdf Enhance transcript guide Enhance RO transcript page Multiple pdfs on one request Have NSC create an upload process for

attachments that does not superimpose SMU seal

Ask NSC to add ability to add processing notes Send requests from NSC database to

Access.SMU to generate pdf

John Hall jhall@smu.edu