Office of the University Registrar SACRAO 2015

Office of the University Registrar SACRAO 2015 Electronic Tulane Ryan F. Garrity Associate University Registrar An automated solution in partnership with:

Office of the University Registrar SACRAO 2015 About Tulane Highly selective, private, non-sectarian AAU research university in New Orleans, LA Total enrollment of 13,531 in seven schools including Architecture, Business, Continuing Studies, Law, Liberal Arts, Medicine, Public Health & Tropical Medicine, and Science & Engineering

Office of the University Registrar SACRAO 2015 Registrar’s Office Environment Ellucian Banner implemented in 2008 replacing a homegrown legacy system. All records back to 1980 migrated to Banner. 12 Full-Time staff members in the Registrar’s Office, with 1 entirely dedicated to transcript processing. 7 member Banner programming team part of university IT division. 1 programmer assigned to project.

Office of the University Registrar SACRAO 2015 Previous Transcript Process Requests - Paper requests via traditional mail, fax, attachment or in person office visit. - Electronic orders through Banner Self-Service for pick-up or mailing (still required printing and stuffing) available to current students only. - Free with 3-5 day processing time. $5 per copy for on demand service. Needed Improvements - Online ordering service for students and alumni. - Faster processing time and less manual intervention required. - Electronic Delivery option. - Ability to track transcripts to delivery. - Easily obtainable and useful reporting of data.

Office of the University Registrar SACRAO 2015 Requirements For New System New Transcript Process Had To: - Be secure. - Online ordering for all students and alumni. - Interface with Banner to allow custom automation process. - Allow for complete automation from order to delivery. - Have an electronic delivery option that will generate the most electronic transcripts possible. - Allow Tulane to maintain control of Student Data and the actual generation of the transcript.

Office of the University Registrar SACRAO 2015 Transcripts on Demand & eScrip-Safe Elite Why did we choose this option? - Already established positive working relationship with Scrip-Safe for Diplomas and transcript paper. - Largest network of higher education institutions and affiliates receiving electronic transcripts at the time, including the top 25 by volume to which we send transcripts. - Ability to customize and control the process from order to delivery Stumbling Blocks? - Needed to have a dedicated programmer to code process on our end. - Learning curve for non-tech oriented staff.

Branch Offices

Office of the University Registrar SACRAO 2015 Tulane’s Automated Process Student Places Order through ToD, choosing either Electronic or Mail. At certain times of semester, student can choose hold for Grades or Degree posting. Once order is clear, TU Process picks up order and runs through Banner. If holds exist, hold status is returned to ToD and student is notified. Order is held in Hold queue for 30 days before being cancelled. Upon clearing of hold, or if no hold exists, process generates Banner transcript and returns PDF along with ToD Request ID, which eScrip-Safe uses to address and deliver the transcript either electronically or by mail.

Office of the University Registrar SACRAO 2015 Process Interface

Office of the University Registrar SACRAO 2015 Timeline MoU signed 7/23/2013 Process coding complete Summer, 2014 (kept getting distracted by other projects) Testing Fall Went live on 12/23/14 to ensure transcript processing would continue through Winter Recess.

Office of the University Registrar SACRAO 2015 Numbers January 2014, Tulane processed 1,629 transcripts, entirely by hand and 100% through traditional mail. January 2015, 1,432 total transcripts automatically processed, 201 (16%) of those electronic. Students still overwhelmingly prefer mailed paper transcripts, but this is rapidly changing. With the merger of Credentials and Scrip-Safe, and the decision to allow one-time electronic transcripts beginning February 1 st, our goal is to have 40% electronic delivery by the end of 2015.

Office of the University Registrar SACRAO 2015 Questions? Ryan F. Garrity Associate University Registrar Tulane University