th Annual PABUG Conference How to Make Your eTranscripts (ETX) Implementation as Complicated as Possible Monika Schwartz Mark Beck Duquesne University

th Annual PABUG Conference General Announcements: Please turn off all cell phones/pagers If you must leave the session early, please do so as discreetly as possible Please avoid side conversations during the session Questions will be answered ….. Thank you for your cooperation

th Annual PABUG Conference To receive CPE credits for this session (if eligible), complete the CPE Attendance Form on the PABUG Annual Conference website group-annual-conference/cpe-credits/ or via the PABUG conference app. For additional questions please contact Kim Fremont CPE - Coordinator CPE Credits - We’ve gone electronic!

th Annual PABUG Conference > 9,700 students > 91,000 Alums 9 schools, 4 levels: Undergraduate, Graduate, Pharmacy, Law Live on Banner since Fall 2007

th Annual PABUG Conference Office of the University Registrar 10 FT staff 3 Academic Records Assistants (ARA). Current and former student population divided by first letter of last name ARA’s fulfill transcript requests and review transcripts for accuracy MORE than transcript processing! -Clear students for graduation -Process grade changes -Work with our schools to investigate and resolve issues involving student records -ETC!!

th Annual PABUG Conference Pre-ETX Transcript Services 19,000 transcript requests per year No charge for transcripts Current students: Ordered through Self-Service Banner, provided they did not have a financial hold

th Annual PABUG Conference Pre-ETX Transcript Services Cont. Former students: Ordered with a paper transcript request form which could be mailed, faxed or ed (as an image) to our office. Financial holds had to be manually tracked; ACS eCommand not in Banner Every transcript request form manually keyed by ARA in SHARQTC All transcripts produced as paper. Could be mailed, picked up, or faxed Change wanted: Electronic PDF solution; office efficiencies; Green Initiative

th Annual PABUG Conference Timeline Contract with National Student Clearinghous (NSC) signed January 2014 Set-up of Transcript Order profile April 2014 ETX Testing Kickoff September 2014 First intended Go-Live February 2015 Revised to Summer 2015 Revised to September 2015 Go-Live October 2015

th Annual PABUG Conference Project Team University Registrar Associate Registrar ARA Team (3 members) University IT Staff (9 staff members, with 4 heavily involved throughout).

th Annual PABUG Conference Considerations/Solutions Cleaning up the Past Pre-Banner conversion issues [From paper to Datatel (1994), from Datatel to Banner (2007)]: 1)Final grades missing 2)Non-Degree programs 3)Semesters with all “I” grades 4)Academic Standing Mismatch 5)Degree types with fewer credits on transcript than expected A number of reports were created to allow ARA’s to focus on each of these populations for data review/clean-up.

th Annual PABUG Conference Considerations/Solutions Holds Checking ACS/E-Command loan issues was manual. –IT created process to review ACS master file and automatically add/end new ACS hold in Banner –Process run by Student Accounts office each month

th Annual PABUG Conference Considerations/Solutions Holds Pittsburgh Council of Higher Education (PCHE cross- registration) students: PC Level Transcripts should never be released! –PCHE-only: school-actionable hold stops PC-level transcript. We contact student and cancel request. –PCHE/Duquesne: school-actionable hold stops PC- level transcript. If paper request, we only send UG/GR/LAW/PHAR portion. If PDF request, and student selected “Complete/All” we contact student and tell them we’ll cancel order and they should re- order either paper or PDF at the appropriate level only.

th Annual PABUG Conference Considerations/Solutions Holds-cont’d Continuing Education students: CEU transcripts provided by their program office –CE-only: school-actionable hold stops CE-level transcript. We contact student and tell them to contact their program office and cancel request. –CE/Duquesne; school-actionable hold stops CE-level transcript. If paper request, we only send UG/GR/LAW/PHAR portion. If PDF request, and student selected “Complete/All” we contact student and tell them we’ll cancel order and they should re-order either paper or PDF at the appropriate level only. We also contact their program office for CE transcript.

th Annual PABUG Conference Considerations/Solutions Holds-cont’d Remaining data conversion issues after data clean-up –Pre-Banner: school-actionable hold to pause students with admit terms prior to Fall 2007 (Banner implementation term) so that we can review records. Hold ended if record is fine and will never stop request again. If students complete record is pre-1965 or Law pre-2001, cannot be built in Banner due to grade scale incompatibilities. Noted as such in SOAHOLD reason field. Hold will never be ended, and student can only ever get a paper transcript. –Partial Transcript: school-actionable hold for students who were pre or Law pre-2001 AND also have records from other time periods that can be built in Banner. This is noted in SOAHOLD reason. If student ordered paper, there is no reason to contact student. If the student ordered PDF, we contact student and tell them we’ll cancel order. They can re-order entire transcript by paper, or re-order PDF for the level that is in Banner only. Hold will never be ended.

th Annual PABUG Conference Considerations/Solutions Pricing & “Biz Prax” New Price Structure –Electronic PDFs are sold at cost (NSC fee + Adobe Security fee). –Paper types (mail, express mail, pick-up) cost more to encourage use of PDF SHAETOR use cumbersome for three people doing same processes organized by student last name –Considered changing business process to no longer organize by last name, but wanted to maintain a way to know who worked on which student’s request –Created customized reports to handle new business practices: School Actionable Holds, Needs Research, Attachment Review, Delivery Method (for paper transcripts) Student Accounts release of transcripts Unofficial transcripts procedure and accommodating students who don’t have credit/debit cards

th Annual PABUG Conference Considerations/Solutions Other issues! How to stop paper transcripts over Christmas break? –We were advised to pull the printer tray. Tested this but found some requests never printed when printer reactivated –We will contact NSC and have them change our profile so that only PDFs can be ordered. Form Fusion template adjustments –Previous address line limit was 33; NSC ordering page allows up to 60 –Prevent Deans List printing on GR and LAW transcripts Grad Admissions transcripts –Provide free transcripts to DU students Miscellaneous: (international students, refunds, third parties/investigators)

th Annual PABUG Conference Testing LOL!RAWR!

th Annual PABUG Conference Surprise! Hold for Degree processing –Uses SGASTDN expected GRAD TERM, which we weren’t populating as part of current practice –Doesn’t check if student applied for degree, so we made process to update SGASTDN expected grad term if student has applied for degree –Discovered defect that system wasn’t looking at most recent effective term for expected grad term. All above updates had to find the first term with current curriculum data and update that. (fixed in ) –If expected grad term not in SHRTETC, or has a release date in the past, awarding degree doesn’t release transcript. Report of potentially problematic AD/AG status requests. Add/update term release date on SHRTETC. No hold for deceased students – Made DC hold Unverified ID > 9 char causes request to never go to cloud

th Annual PABUG Conference Communication Plan “Go Live Eve”: to all current students. Alumni Relations newsletter Demonstrations for faculty/staff. Transcript Web page updated with new process/links, and a Question/Answer tab (Pricing, Partnerships, New Features).

th Annual PABUG Conference “To Boldly Go (Live)…” October 21, th Go Live date was a charm! Smooth transition for ARAs and students. Significantly fewer questions from students than pre-ETX. After a month, Electronic PDFs comprise a bit over 50% of total transcript orders ARAs have to research approximately 25% of total orders.

th Annual PABUG Conference Open to the Floor Questions? Comments Monika Schwartz, Associate Registrar Mark Beck, Academic Records Assistant

th Annual PABUG Conference Please take time to complete our Conference and Session evaluations. YOUR INPUT MATTERS!!!