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

2. 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

3. Session Overview Basics Best Practices Benefits
Tips to Getting Started
Resources

4. 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

5. 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.

6. 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.

7. 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!!!

8. PDF Transcript
Sample PDF Transcript

9. Methods of Transmission
– 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

10. 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

11. 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:

12. 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

13. 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 attachments
But remember - Don’t lock it down so tight that the receiving institution cannot process the transcript

14. 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

15. 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
$3.34 $1
Total Cost
$ 312,053
$93,429
$181,762 $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 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

16. 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

17. 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 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 address.
Ability to add additional electronic documents (e.g. resume, portfolio, or graduate application).
Ability to track transcripts to ensure timely delivery.

18. 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 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

19. 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

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

21. The Future of PDF

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

23. 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)

24. 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)

25. 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

26. 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

27. American Medical College Application Service (AMCAS)

28. Initial Challenges Mac users (must use Adobe) – removed DRM
directed to spam filters – still occurs
Bad 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

29. What’s Next?

30. 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”

31. Resources What’s Happening in Your State/ Region?
ao-speede-committee/state-status-on-speede
State Contact List:
ao-speede-committee/speede-state-contacts

32. 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