Presented by Michele Neary & Oralia Gomez, Northwestern University 2011 IACRAO Annual Conference

 Private university founded in 1851  Three campuses  Evanston  Chicago  Doha, Qatar  11 distinct schools  2,500 full-time faculty members

 Freshman class size of 2,128 students  Full-time students: – Undergraduates: 8,397 across 6 schools – Graduate/Professional: 7,870  Part-time students in the School of Continuing Studies: 1,100  Total enrollment: approximately 19,000

 Evanston Registrar Office produces transcripts for students in all schools with the exception of Medicine, Law, and School of Continuing Studies  transcript requests stats PaperE-TranscriptTotal% E-Transcript% Paper Fall qtr , Winter qtr , Spring qtr , , Summer qtr , , Total ,0871,57925,666

 Phase 1: Online ordering for paper transcripts (go live date - May 2010)  30-days after contract signing  Smooth migration from existing online system due to Deployment Guides provided by Avow  Phase 2: Automated electronic delivery for students who graduated 2000 and after

 Account creation  Order confirmation  Status update – by document  Document delivered  For electronic documents only:  Recipient opened electronic document

 Special instruction block in e-transcript form  Combining separate transcript types  Separate account creation from transcript ordering  Communication plan (i.e. new service, prices, etc.)  Don’t announce go-live prematurely  FAQ  Ensure student is individual placing the order

 Importance of Project Manager  Defining scope  Managing expectations  Creating contingency plans  Developing testing timeline  Involving all technical stakeholders

 Week/Month 1  Today PaperE-TranscriptsTotals Week Week Week Week Week

 Two hour (or less) turnaround time for electronic transcript delivery  Same day turnaround time for most requests for paper transcripts  Reduction of workload, by half, for two FTE transcript services positions  Change in the nature of the work – more troubleshooting and reporting of technical issues encountered

 Phase 2.5: Manual processing for electronic delivery for pre-2000 population  Phase 3: Automated electronic delivery for pre-2000 population  Efforts to include other schools at NU

Michele Neary Associate University Registrar Northwestern University Phone: Oralia Gomez Senior Assistant Registrar Northwestern University Phone: