Southern Methodist University

1. e TSMU’s partnership with NSCfor electronic transcriptsJohn HallUniversity Registrar & Executive Director of Enrollment Services SACRAO Conference 2013 San Antonio, TX Southern Methodist University

2. 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

3. More on NSC Transcript Solution T3.10 National Student Clearinghouse: One Size Does Not Fit All When It Comes to a 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 DeAnnaAdams, Registrar, Rhodes College

4. Goal and prediction • Goal 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

5. Transcript volume 12,000 transcripts per year

6. Transcript delivery – pre eT 06/01/09 – 05/31/10

7. National Student Clearinghouse • Live with eT June 16, 2010 • One week later…. 5.6% electronic transcripts

8. Transcript Delivery – first year eT 06/01/10 – 05/31/11

9. Transcript delivery – 2nd year eT 06/01/11 – 05/31/2012

10. Transcript delivery – 1st ½ 3rd yr eT 06/-1 – 12/31/2012

11. Surprise May 2012 1223 sent 238 e transcripts 23 expired 10% expired For Dec 2012 863 sent 190 e transcripts a/o 01/16 7 had expired and 5 still unopened

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

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

14. Surprise eT was so easy

15. 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

16. 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

17. 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

18. How it works • NSC sends notice with user name and in separate email sends notice and password Transcript 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 University wNxftDks(The password is case-sensitive.) Retrieval link will be valid for 30 days.

19. How it works • NSC notifies Mustang Sally Transcript Order #9393698: Electronic Transcript Sent Your 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."

20. How it works • NSC notifies Mustang Sally Transcript Order #9393698: Electronic Transcript Retrieved

21. 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

22. 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

23. John Hall jhall@smu.edu