PDF Transcripts Recommendations & Best Practices AACRAO Technology Conference ~ Matt Schill, University of Nebraska at Omaha Matt Bemis, University of Southern California

Other SPEEDE Sessions AACRAO Tech: Other AACRAO Conferences: 6629-Considerations & Best Practices in Electronic Transcript Exchange: EDI, XML, PDF, Sunday, July 09, 2017, 2:15 PM - 3:15 PM 6628-Roundtable: EDX - Electronic Exchange of Student Records Monday, July 10, 2017, 8:15 AM - 9:15 AM 6633-Wringing Electronic Data From Paper and PDF Transcripts Monday, July 10, 11:15 AM - 12:15 PM 6634- Tools to Successfully Implement Electronic Transcript Exchange Monday, July 10, 2017, 3:15 PM - 4:15 PM 6630-Functional/Technical Overview of Implementing Electronic Data Exchange, Tuesday, July 11, 2017, 8:00 AM - 9:00 AM Other AACRAO Conferences: Missouri ACRAO – October 22-24, 2017 PACRAO 2017 – November 5-8, 2017, Spokane, WA AACRAO Annual 2018 – March 25-28, 2018, Orlando, FL

Session Overview Basics Best Practices Benefits Tips to Getting Started Resources

Electronic Transcripts Electronic Transcript  delivery method 3 Forms of Electronic Transcripts EDI (Electronic Data Interchange) – flat file delimited data files similar to a csv XML (eXtensible Markup Language) – newer more verbose data file with tags that identify the data elements that are passed PDF (Portable Document format) – an image or picture of the transcript

What is a PDF Transcript? PDF = Portable Document Format Originally developed by Adobe Systems File format that preserves most attributes (including color, formatting, graphics, and more) of a source document no matter which application, platform, and hardware type was originally used to create it. PDF files can be viewed using Adobe Acrobat Reader, which is a free software application provided by Adobe Systems, or using most newer web browsers with the appropriate plug-in installed.

Why Use PDF? Allows institutions to create electronic transcripts that have the look of their paper transcripts complete with colors, images and backgrounds/ watermarks that mirror their official paper transcripts. Also allows institutions to quickly and affordably deliver transcripts to other institutions and businesses that need to verify a student’s degrees and coursework. Involves a fairly quick and easy implementation that is offered by a variety of vendors and requires little technical knowledge at the institutional level.

Why Use PDF? Environmental Benefits Sent 90,000 Outbound Electronic Transcripts or about 200,000 pieces of paper (pages) 1 Tree = 9,000 pieces of paper!!! Average 22 Trees Saved per year!!!

PDF Transcript Sample PDF Transcript

Methods of Transmission Email – quick, but not very secure SFTP – direct Secure File Transfer Protocol from one institution to another Vendor networks – network of institutions trading through a particular vendor

PDF Transcript Vendors The vendor list is always changing, but some we have worked with include: Credentials eSCRIP-SAFE eTranscriptCA (Xap) – California Community Colleges Joint Services Transcripts (JST) National Student Clearinghouse (NSC) National Transcript Center Parchment (formerly Avow and Docufide) AMCAS with XML Header

PDF Transcripts Q: How do you determine which methods to accept? A: Each institution must examine its own business processes and security environment and decide which methods and vendors make sense. Example:

PDF Transcripts Q: Do PDF transcripts save time and money? A: Depends Sending PDFs: Yes. Reduced paper, printing, mailing times Receiving PDFs: Not usually. PDF transcripts must be imaged and data input into the student information system. Some institutions have systems that can automatically load images into imaging systems, but in general, PDF transcripts must still be manually entered or OCR’ed into your SIS. Example: SDSU Transcript Processing Paper - require up to 5 days to be received via mail (USPS/SDSU campus mail), plus up to 30 business days before they post to SIMSR PDF - usually arrive within 1 day of being ordered, plus up to 30 business days to be posted to SIMSR EDI – usually arrive within 1 day of being ordered and post to the imaging system and SIMSR by the next morning

PDF Best Practices Utilize security within the PDF Blue Ribbon Security Digital Signatures Watermark background Expiration of the Document Use secure transmission methods Vendor Networks Multiple step authentication Expiration of Documents No direct email attachments But remember - Don’t lock it down so tight that the receiving institution cannot process the transcript

PDF – University of Nebraska University of NU, State College System Seven institutions 60,000+ students -Sending Cost Savings -Receiving Efficiencies NeSIS – University of Nebraska and State College system UNO-15,627 students Metropolitan University - Omaha, Nebraska 84 percent of students are from Nebraska 2,069 First-year students – largest incoming class in UNO History 50 percent students of color in the University of Nebraska system attend UNO

PDF – University of Nebraska Sending – Case Study Volume 93,429 transcripts 100% Paper 100% Electronic Today we are… 60% Paper 40% Electronic Cost per Transcript $ 3.34 $1 60% @ $3.34 40% @ $1 Total Cost $ 312,053 $93,429 60% @ $181,762 40% @ $39,009 $220,771 Total Savings $218,624 $91,282 PAPER Costs includes paper, stamps and envelopes. ELECTRONIC $1 cost used as much easier metric. SAVINGS You can realize over a 70% cost savings per transaction. Additional costs may apply the first year for implementation. Additional efficiencies can be recognized over time with staffing and equipment. Price for PDF varies by vendor and sometimes by volume. Solution appropriateness would need to be assessed by each institution individually for their scenario. Unfortunately 100% of requests are not electronic. In the NU system we are 60/40. At UNO campus –we are 50/50. These numbers for us are from 2015. Interestingly, today our percentages have flipped. 60% electronic, 40% paper. In just two years. EXAMPLE 39,009 transcripts X $1= $39,009 54,440 transcripts X $3.34 = $54,420 Total = 93,449 Savings for 60% paper and 40% electronic = $218,624

Main Issues with Existing Delivery System PDF – University of Nebraska Main Issues with Existing Delivery System Improvement Increasing delivery time Requests are fulfilled in minutes No payment method Simple e-commerce method Credentialing! Simple login Security of the transcript Fraud proof Gone from 5-7 day turnaround to same day Transcript processing formerly required 2-3 FTE and now we handle it with a .5 FTE Students are no longer frustrated Partnering with AMCAS, others UNO #1 med school acceptance rate in State of Nebraska All transcripts requested through online request form Credentials are validated via Search/Match web services and orders are placed immediately Paper transcripts mailed one business day of receipt eTranscripts are sent immediately (5-10 minutes) Offer Hold for Grades/Hold for degree options

What value did we want to provide students and alumni PDF – University of Nebraska What value did we want to provide students and alumni Security of sending secure PDF anywhere in the world, to any email address. Requests are filled quickly. Staff members don’t key information (data entry), print and mail. Provides simple order form and ability to pay with credit card at anytime 24/7. Can send to business or institutions – anyone with email address. Ability to add additional electronic documents (e.g. resume, portfolio, or graduate application). Ability to track transcripts to ensure timely delivery.

Receiving Efficiencies PDF – University of Nebraska Receiving Efficiencies Everything paper as recent as 2013 All Admissions Application and supporting materials received electronically and routed to Imaging System Receive about 27000 applications and other supporting materials a year 2015 begin to receive eTranscripts from all vendors Worked with providers to receive PDFs tagged with Bio-Demographic information for faster processing Final transcripts are processed and then imaged into the document imaging system – ImageNow, Perceptive

Receiving Efficiencies PDF – University of Nebraska Receiving Efficiencies Peak Processing from over a week to same day Transfer credit reviewed and posted within a day of receipt New opportunities for partnering with International services Admissions processing went from 3 days turnaround decisions to 1 day after implementing Parchment Receive in 2015 Transfer credit will post within a day of the eTranscript having been sent and can run a preliminary articulation report to see how transfer courses articulate to our requirements Now a Pilot school with Parchment service and CHESICC China Credentials Verification service for incoming PDFs

UNO Graduates turning their credentials into opportunities! The Future of PDF UNO Graduates turning their credentials into opportunities!   UNO’s Digital Diploma

The Future of PDF

Let Graduates promote their success at UNO! The Future of PDF Share on LinkedIn, Facebook, Twitter Let Graduates promote their success at UNO!

University of Southern California Statistics Enrollment: 44,000 students 19,000 undergraduate 25,00 graduate 10,571 international Documents offered: Transcripts: Over 55,000/yr. PDF (2008), Paper (2010), and AMCAS (2014) Verification and GPA letters: Paper and PDF (2013) Notarized transcripts, diplomas, and verifications (May 2017)

University of Southern California Statistics Enrollment: 44,000 students 19,000 undergraduate 25,00 graduate 10,571 international Documents offered: Transcripts: Over 55,000/yr. PDF (2008), Paper (2010), and AMCAS (2014) Verification and GPA letters: Paper and PDF (2013) Notarized transcripts, diplomas, and verifications (May 2017)

Process Two ways to reach Parchment ordering portal SSO via the USC student portal (OASIS) 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 sign (click checkbox) consent form Credit card authorization; not charged until fulfillment Order is sent to the USC Registrar’s office

Process (continued) Order is passed to USC/SIS Check for holds (requestor is advised of the particular hold and order is cancelled. A new order must then be placed when hold is resolved) Produce the PDF Send PDF to Parchment +ADDS™ service USC transcript graphics and key are applied to the document

American Medical College Application Service (AMCAS)

Initial Challenges Mac users (must use Adobe) – removed DRM Email directed to spam filters – still occurs Bad email addresses Print or no print – print with watermark Are recipients willing to accept a PDF transcript? Firewalls (China, military) – still a challenge Prior SOS users re-authenticating after graduation

What’s Next?

What’s Next? (contd.) Use of BlockChain to digitally sign and validate PDF documents Expand to AADSAS, PHARMCAS, LSAC Enhance “Exchange” utilities and partnerships Explore “awards” and “certificates”

Resources What’s Happening in Your State/ Region? www.aacrao.org/home/about/committees/aacr ao-speede-committee/state-status-on-speede State Contact List: www.aacrao.org/home/about/committees/aacr ao-speede-committee/speede-state-contacts

AACRAO SPEEDE Committee This presentation brought to you by AACRAO SPEEDE Committee SPEEDE – A Professional Development Committee of AACRAO American Association of Collegiate Registrars and Admissions Officers PDF Transcripts: Recommendations & Best Practices