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REQUESTING AND RECEIVING SECURE eTRANSCRIPTS THROUGH THE GRADUATE APPLICATION

REQUESTING AND RECEIVING SECURE eTRANSCRIPTS THROUGH THE GRADUATE APPLICATION. Judith Haccou, Senior Associate Registrar & Director of Graduate Admissions Stanford University. Stanford University. Admissions Background 40,000 applications. Background. 66+ graduate admitting departments

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REQUESTING AND RECEIVING SECURE eTRANSCRIPTS THROUGH THE GRADUATE APPLICATION

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  1. REQUESTING AND RECEIVING SECURE eTRANSCRIPTS THROUGH THE GRADUATE APPLICATION Judith Haccou, Senior Associate Registrar & Director of Graduate Admissions Stanford University

  2. Stanford University Admissions Background 40,000 applications

  3. Background • 66+ graduate admitting departments • School of Earth Sciences • School of Education • School of Engineering • School of Humanities & Sciences • School of Med PhD/Other non-MD programs • MLA – Part-time program for working adults • Professional Schools • Graduate School of Business • MBA, PhD, Management Programs • Law • School of Medicine MD Program

  4. Decentralized Process • Assortment of … • Application deadlines • Supplementary application requirements • Timelines for admissions decisions • Eligibility assessment criteria across schools/departments/programs

  5. Background • On-line application and letters of recommendation. • Application data load into University data-base (PeopleSoft). • ETS test scores load and matched to PeopleSoft student admissions records. • ETS scores and PeopleSoft Emplid ID processed into Admit. Applications submitted directly to departments, including letters of recommendation. CollegeNET Admit system is used for a wide range of admission processes.

  6. Background • Application review is varied. • Departments offer admission and enter decisions in PeopleSoft. • Admitted students respond on-line (Stanford self-service). • Departments track student decisions. • Acceptance of admission offer triggers review by Central Graduate Admissions.

  7. Transcript Types

  8. Transcript Verification

  9. Transcript Verification at Department Level • Time consuming. • Not always sure what to look for.

  10. Paperless Admission Transcript Stanford University collaborated with CollegeNET in streamlining transcript delivery and the verification process through the use of secure e-transcript technology within the graduate application.

  11. Paperless Admissions Transcript Stanford in CollegeNET’s Applyweb Stanford PeopleSoft Environment 1 ApplyWeb 7 6 LDAP 5 transcript request acknowledgement Accept PESC Standard request Student request Stanford Electronic transcript Integration Broker PeopleSoft Campus Solutions transcript request xml Student Verified 2 4 Web service Same Tag Names as PESC XML 3 Shibboleth 8 10 11 11 9 Match transcript to application Transcript Generation 12 Dropbox server Dropbox server Digitally Sign and Secure Admit 13 Already exists Developed/Contracted by CollegeNet Developed/Contracted by AS

  12. Admit System View

  13. Admit System View

  14. Paperless Admissions Transcript • Year 1 Metrics • 250 + requests received and processed. • Department Feedback • The process of submitting official transcripts on-line made life more easier. We save lots of time and get the documents on time. • It reduced paper and filing. It also ensured a clear and viewable copy of the transcripts available to evaluator in the Admit system. • Seamless. • Wish more schools had this option.

  15. Thank You Questions: Judith Haccou haccou@stanford.edu

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