PDF Transcripts: The USC Experience

1. PDF Transcripts: The USC Experience 2009 PACRAO Conference Newport Beach, CA November 3, 2009 Session H-1 1:30p.m. – 4:30p.m. Robert Morley Associate Registrar University of Southern California

2. University of Southern California • Founded in 1880 • University Park campus located three miles south of downtown Los Angeles • LAS College, 17 professional schools, teaching hospital • 33,000 student enrollment 17,000 undergrad, 16,000 Largest international student population 6,000+ Largest private employer in Los Angeles 17,400 (faculty, staff, student workers)

3. Overview • PDF Transcript Service Description • Major components of the PDF service • Managing the process • Challenges • Miscellaneous • Demonstration

4. PDF Transcript Service Description • PDF transcript is an official USC transcript • PDF is “certified”, guaranteeing the following • Transcript was created by USC • Contents of the transcript are unaltered • PDF assigned USC defined policies regarding end user usage • PDF certification and policy applied through solution service provider (Avow Systems, Inc.) • PDF transcript integrated into existing transcript process and SIS

5. Major Components of the PDF Transcript Service • Ordering the transcript • Generating the PDF • Authenticating the document • Managing document rights • Delivering the document

6. Document Ordering Service (Avow™ Systems) USC Student Portal Single Sign-On Document Security Service (Avow™ Systems) Transcript Generation Service (USC SIS-Integration) ( USC and Avow™ Systems) Requestor (Student, Alumni, Faculty, etc…) Document Rights Management Service (Avow™ Systems) USCProcessing Flow Document Delivery Service (Avow™ Systems) Recipient (Student, University, Employer, etc…)

7. Ordering the Transcript • 2 ways to reach the service provider’s ordering portal • a SSO via the USC student portal • a link from the USC Registrar’s homepage • SSO requests are already authenticated; requestor provides minimal contact information • Outside requesters must create a User Profile • Outside requesters must download consent form and fax or scan it • It must be returned within 30 days (see next page) • Credit card authorization; not charged until fulfillment • Order is sent to the USC Registrar’s office

9. Generating the PDF • Order is passed to USC/SIS • Check for holds (requestor is advised of the particular hold and has 30 days to resolve; if unresolved, the order must be resubmitted) • Produce the PDF • Send PDF to Avow’s +ADDS™ service • USC transcript graphics and key are applied to the document (changes to the standard USC verbiage in the signature block, transcript facing page and the transcript backer were required)

10. Authenticating the Document • PDF authentication applied by Avow’s +ADDS service – output is “certified PDF” • Uses special Adobe approved digital signature (issued by VeriSign) • Authenticity validated dynamically EVERY time the PDF is opened using free Adobe Reader (v 6.0+) or Acrobat (v 6.04+) • Authentication embedded within the PDF, cannot be removed

11. Managing Document Rights Advanced usage rights are applied to the document, including: • Validity period; the USC limit is 180 days; (can be hard date, date range or always) • Can the PDF be printed? Initially USC had chosen to not allow printing; we now permit printing with a watermark (if you choose not to print, you can still selectively turn printing on for specific transcripts) • Off line lease period; the USC limit is 7 days (schools can choose any number of days within validity period)

12. Managing Document Rights(continued) • Auditing; track all of the activity associated with the PDF, e.g. the number of viewings • Ability to revoke or recall the PDF • For USC, recipient has 30 days to download PDF; if not downloaded, passcode is invalid and a new order must be initiated • For USC, 3 unsuccessful tries will invalidate the passcode • Rights are dynamic, i.e. they can be quickly adjusted globally or for an individual PDF

13. Delivering the Document • Email is sent to recipient with link for download • Credit card is charged • Download produces second email • Email is sent to recipient with passcode • Passcode is entered • Transcript is downloaded by recipient • Recipient reviews the digital signature to insure authenticity and that it’s tamper free; a pop up or banner on the opened record will indicate if it’s valid, invalid or the author is unknown.

14. Managing the Process • Administrator Management Console • View the status of the orders, e.g. submitted, on hold, available, delivered, etc. • Administrator can resubmit or cancel the order, as well as change recipient address, reset the download for the PDF and also release the FERPA consent

15. Challenges • Mac users (must use Adobe) • Email directed to spam filters • Bad email address • Print or no print • Are recipients willing to accept a PDF transcript? • Firewalls, enabled cookies, etc.

16. PDF service launched May 16, 2008 “Soft Rollout” The service was not initially publicized or marketed; August email to all enrolled students Initially approximately 20 requests per day; as of April 1, 35 p/day 12, 701 transcripts sent as of October 22 3, 100 transcripts sent from January 1 to March 31 (3 months) Transcript fee $10; service fee $5; $15 total (as of Sept. 1, 2009) Service available midnight to 11p.m. (one hour down time for USC SIS) Less than 2 minutes to fulfill request Miscellaneous

17. Demonstration(time permitting)

18. Robert Morleymorley@usc.edu213 740-6963