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Online Transcript Ordering: More Features, More Discussion. Presented by: Bobby (Butch) Stokes, University Registrar Mississippi State University Tuesday, March 15, 2011 3:45 Session ID: 310 . Session Rules of Etiquette. Please turn off your cell phone/pager

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Presentation Transcript
online transcript ordering more features more discussion

Online Transcript Ordering: More Features, More Discussion

Presented by:

Bobby (Butch) Stokes, University Registrar Mississippi State University

Tuesday, March 15, 2011 3:45

Session ID:

310

session rules of etiquette
Session Rules of Etiquette
  • Please turn off your cell phone/pager
  • If you must leave the session early, please do so as discreetly as possible
  • Please avoid side conversation during the session

Thank you for your cooperation!

introduction
Introduction

Mississippi Electronic Transcript Project

&

Mississippi State University’s Transcript

Process Automation

mississippi electronic participants
Mississippi Electronic Participants

Network Senders:

9 Public Universities & Colleges: 7 Senders

8 Private Universities & Colleges: 3 Senders

15 Public Community Colleges: 15 Senders

158 Public School Districts In Progress

99 Private Schools In Progress

Network Receivers:

57 Receiving Accounts Representing Mississippi Universities & Colleges

7 of 9 Private Universities & Colleges

15 Public Community Colleges

mississippi electronic participants5
Mississippi Electronic Participants

Other Agencies:

  • MAIS Teacher Certification
  • MS Board of Nursing
  • MS Community College Foundation
  • MS Department of Education-Teacher Certification
  • MS Rural Physicians Scholarship Program
specific electronic delivery
Specific Electronic Delivery

NOT Just To Mississippi State But ….

  • Mississippi State Undergraduate Admissions
  • Mississippi State Graduate Admissions
  • Mississippi State College of Veterinary Medicine
  • Mississippi State Cooperative Education
  • Mississippi State Human Resources
  • …..

AND

  • Out of Network Delivery to Secure Server for Individual Recipient Pickup with Email Notification
mississippi sending data
Mississippi Sending Data

MSU Transcripts Sent:

  • Mar-Dec 2007 2,039
  • Jan-Dec 2008 4,707
  • Jan-Dec 2009 6,451
  • Jan-Dec 2010 9,778

Mississippi Network Transcripts Sent:

  • Mar-Dec 2007 4,122
  • Jan-Dec 2008 30,359
  • Jan-Dec 2009 61,720
  • Jan-Dec 2010 88,900
slide8

Why PDF Transcripts?

Fastest Growing Method of Sending Postsecondary Student Transcripts….

PDF Format

why pdf transcripts
Why PDF Transcripts?
  • Immediate alternative to sending data
  • Solution for increased demand
  • Fewer staff available/required
  • Opportunity for broader network Pk-20
  • Solution for interim period before sending data
  • PDF – recognized standard
hs transcripts why pdf
HS Transcripts: Why PDF?

75% of HS Transcripts…

Contain Hand written Courses, grades, other entries.

automating transcript process13
Automating Transcript Process

Person

Orders

Transcript

Online

Electronic or

Paper

Transcript

Manual Process

Manual Review

& Send

Transcript

Order

Receipt

Processing

Phase II

Phase I

Transcript

Production

automating transcript process14
Automating Transcript Process

Electronic or

Paper

Transcript

Person

Orders

Transcript

Online

Phase III

XML Data

Downloads

File

Hands Free Production

Transcript

Order

Receipt

Processing

Phase II

Phase I

Transcript

Production

Automates Process

automating transcript process15
Automating Transcript Process

Phase I

Processing Large Batches of Transcripts

at the end of the Semester/Term:

Transcripts Held for Grades

Transcripts Held for Degrees

Process allowed pre-entry

automating transcript process16
Automating Transcript Process

Phase I Processing

MSU Batch Transcripts

Sends Official Paper Transcripts to Printer

Sends Held-for-Grade Transcripts to Electronic Sending Server

Sends Held-for-Degree Transcripts to Electronic Sending Server

Speeds up end-of-term transcript processing

automating transcript requests
Automating Transcript Requests

Phase II

MSU Batch Transcript Request Upload

Pulls transcript request (order file) from Transcript Request Provider

Uploads transcript request data file from Transcript Request Provider into SIS

Provides upload request verification & error file

Uploads transcripts to server

Automatically prints official transcripts & receipts

Automatically prints fax transcripts & receipts

automating transcript process18
Automating Transcript Process

Processes

Batch of

“Ready”

Transcript

Requests

Prints

Official

Transcript

& Receipt

Route electronic

transcripts to

destinations

Prints

Fax

Transcript

& Receipt

SIS

Transcript

Processing

EOT Process

Moves

transcripts

to server

Work up

Vault, Holds,

cancellations

automating transcript process19
Automating Transcript Process

Transfer Credit

Transfer Credit

Received in

Admissions/RO

Requires

Re-keying of Data

RO Records

Evaluator

Receives

Admissions

Images

Transcript & Adds

To Workflow

RO Records

Evaluator Enters

Transcript Data

In SIS

automating transcript process20
Automating Transcript Process

Phase III - Planned

Simultaneous Transmission of PDF & XML Data

automating transcript process21
Automating Transcript Process

Transfer Credit

Transfer Credit

Received in

Admissions/RO

Automated Push

Of XML Data to

SIS

RO Records

Evaluator

Receives

Admissions

Images

Transcript & Adds

To Workflow

Articulation

Automated

In SIS

summary
Summary

Transcript Automation Process Benefits:

  • Process Large Volume of Transcript Requests in Less Time and With Less Staff
  • Reduces the Amount of Time to Process Transcript Requests
  • Reduces Cost
  • Speeds up transfer articulation process
  • Speeds up end-of-term processing
thank you
Thank You!

Butch Stokes

butch@registrar.msstate.edu

Please complete the class evaluation form

Session ID: 310