Online Transcript Request Submission Fred Verboom Manager, Administrative Information Systems Wilfrid Laurier University

Content Wilfrid Laurier University Challenge Solution Benefits Next Steps

Wilfrid Laurier University Wilfrid Laurier University is a public research university located in Waterloo, Ontario, founded in ~17,000 students across 4 campuses – primarily Waterloo (~13,500), Brantford (~3500), with FSW in Kitchener, small MBA campus in Toronto ~ 1650 F/T Staff and Faculty ICT Statistics per CUCCIO 68 IT Staff Students per IT staff: 234 Staff per IT staff: 21 Fun Fact: 24 spoken languages

Transcript Challenge from Service Laurier: provide an online mechanism for WLU students and alumni to submit their requests for an official academic transcript, through a customized website which also includes a secured payment method. Issue – accuracy of information submitted through online forms Service Laurier – One Stop shop for students, for payment of accounts, course change requests, one-off transcript requests, etc.

Stakeholders Students/Alumni Registrar Service Laurier ICT Solutions

Objectives: Ability for students and alumni to submit an electronic request for a transcript A secure electronic payment process for applying charges Ability for administrative staff (Service Laurier and Registrar’s Office) to view and fulfill the details of the request Ability for the student/alumni to view the status of their request in LORIS (Laurier web Information System)

Solution: Web – student interface PHP web application MySQL database Banner – ERP Limited manual intervention

Online Transcript Request Process: Student / Alumni

Transcript Fulfillment Process: Registrar/Service Laurier

Student Greater efficiency – ease of access Reduced lineups at Service Laurier Faster turnaround time – 50% reduction 55% usage in 1 st term Registrar / Records Reduced cost / resources / improved accuracy Fewer calls from students checking status – 80% savings Faster processing – 60% savings in typing/stuffing Improved reporting Benefits

Transcript Statistics since October 2013 Online Transcript request submissions: 3200; majority with delivery method by Mail and Courier Form Transcript request submissions: 2726; majority of delivery method by Mail and Courier Walk-in Transcript requests: 1209 NOTE: high number of Form Transcript requests primarily due to Alumni and inactive students not having or remembering their network credentials

Next Steps – Phase 2 for Online Transcripts: Online form changes: Forward and back navigation, saving data throughout online request process Ease of use Student authentication without network id’s for inactive students / Alumni Opportunity for student to provide feedback Notification to student when transcript Sent to destination(s)

Contact Information: Fred Verboom, Manager, Administrative Information Systems x3076 Andrei Kovacsik, Systems Analyst III - Web x Robert Kalbfleisch – Systems Analyst III (Banner – Registrar) x

Thank you Questions Appendix: Process Flows for Online Transcript and Fulfillment Processes