1. The Latest in the Exchange of PDF Transcripts Presented by: Bobby (Butch) Stokes, University Registrar Mississippi State University Tuesday, February 14, 2012 9:30-10:30 Session ID: T2.09 SACRAO “2012”

2. University Registrar Butch Stokes SACRAO 2012 Introduction Fastest Growing Method of Sending Postsecondary Student Transcripts…. PDF Format

3. University Registrar Butch Stokes SACRAO 2012 Benefits: An Understanding of … Secure Electronic Exchange of PDF Student Transcripts  Decision to utilize the PDF option  Implementation timeline  Available trading partners plus global reach  Security & other benefits  Volume data

4. University Registrar Butch Stokes SACRAO 2012 Why PDF Transcripts?  Immediate alternative to sending data  Solution for increased demand  Fewer staff available/required  Opportunity for broader network Pk-20  Solution for interim period before sending data  PDF-recognized document standard

5. University Registrar Butch Stokes SACRAO 2012 A Typical HS Transcript: 75% Incoming HS Transcripts have written entries/posted notes.

6. University Registrar Butch Stokes SACRAO 2012

7. University Registrar Butch Stokes SACRAO 2012

8. University Registrar Butch Stokes SACRAO 2012 Implementation Timeline Varies from Institution to Institution: 1 to 4 Weeks Factors to Consider:  Type of SIS  Modification to SIS  Business Practices  Availability of IT & Transcript Staff  System Testing  Vendor Selection Process  Cost to Institution & Student

9. University Registrar Butch Stokes SACRAO 2012 Enhanced Security Enhanced Security:  Encrypted Data  Secure Internet Connection  Traceable  Secure Delivery In-Network & Out-of-Network

10. University Registrar Butch Stokes SACRAO 2012 Improved Efficiency – Reduced Cost  Improved Delivery – No Global Boundaries  Improved Delivery Time = Fax  Improved Office Efficiency  Reduced Cost  Potential Registrar Generated Funds

11. University Registrar Butch Stokes SACRAO 2012 Benefits & Future Potential  Easier Implementation  Document Standard  Better Reporting & Management Data Potential  Better Service to Current Students & Alumni  Opportunity to Automate Transcript Processing  Students/Institutions May Attach Documents & Application Packets to Transcript  Potential to Add XML Data

12. University Registrar Butch Stokes SACRAO 2012 eSCRIP-SAFE Volume Data MSU Transcripts Sent: Mar-Dec 2007: 2,039 Jan-Dec 2008: 4,707 Jan-Dec 2009: 6,451 Jan-Dec 2010: 9,778 Jan-Dec 2011:11, 789 MS Statewide Transcripts Sent: Mar-Dec 2007: 4,122 Jan-Dec 2008: 30,359 Jan-Dec 2009: 61,749 Jan-Dec 2010: 88, 905 Jan-Nov 2011:108,869 Mississippi Network: 9 Public Universities & Colleges : 8 receivers - 7 Senders 8 Private Universities & Colleges : 7 receivers - 4 Senders 15 Public Community Colleges : 15 receivers - 15 Senders 158 Mississippi Public School Districts157 IP – 1 Sender 98 Mississippi Independent Schools :25 senders 4 Boards/Certifying Agencies4 Receivers

13. University Registrar Butch Stokes SACRAO 2012 A Plan to Automate the Transcript Process Electronically route transcripts to destinations SIS Transcript Processing Moves transcripts to server Processes Batch of “Ready” Transcript Requests Prints Official Transcript & Receipt Prints Fax Transcript & Receipt Work up Vault, Holds, cancellations Maroon route highly automated

14. University Registrar Butch Stokes SACRAO 2012 Automating the Transcript Processes - TOD/eSCRIP-SAFE eSCRIP-SAFE In Network One Time Delivery Print & Mail Service SIS Banner & Banner Web Moves transcripts to server Prints Official Transcript & Receipt Prints Fax Transcript & Receipt Work up Vault, Holds, cancellations Maroon route highly automated Transcripts On Demand (TOD)

15. University Registrar Butch Stokes SACRAO 2012 TOD Screen Transcript Order Setup

16. University Registrar Butch Stokes SACRAO 2012 Transcript Setup - Cancellations

17. University Registrar Butch Stokes SACRAO 2012 Hold Information Setup

18. University Registrar Butch Stokes SACRAO 2012 Transcript Delivery Option Setup

19. University Registrar Butch Stokes SACRAO 2012 Transcript Delivery Options #2

20. University Registrar Butch Stokes SACRAO 2012 Message Setup

21. University Registrar Butch Stokes SACRAO 2012 TOD Setup for End of Term

22. University Registrar Butch Stokes SACRAO 2012 View of TOD

23. University Registrar Butch Stokes SACRAO 2012 TOD to Banner Transcript Slow Down Process

24. University Registrar Butch Stokes SACRAO 2012 Identifying Printers to Transcript Types

25. University Registrar Butch Stokes SACRAO 2012 Automating the Transcript Processes eSCRIP-SAFE In Network One Time Delivery Print & Mail Service SIS Banner & Banner Web Moves transcripts to server Prints Official Transcript & Receipt Prints Fax Transcript & Receipt Work up Vault, Holds, cancellations Maroon route highly automated Transcripts On Demand

26. University Registrar Butch Stokes SACRAO 2012 Direct Banner Web view to Transcript on Demand

27. University Registrar Butch Stokes SACRAO 2012 Banner view pulling from TOD

28. University Registrar Butch Stokes SACRAO 2012 Banner/TOD Hold Information

29. University Registrar Butch Stokes SACRAO 2012 Information Generated for non-SIS Records – Vault Records

30. University Registrar Butch Stokes SACRAO 2012 Updating TOD Status for Vault Record Transcript Requests via Banner

31. University Registrar Butch Stokes SACRAO 2012 SCRIP-SAFE Website – Sent Report

32. University Registrar Butch Stokes SACRAO 2012 Transcript Status Log

33. University Registrar Butch Stokes SACRAO 2012 Updating Transcript Status to TOD

34. University Registrar Butch Stokes SACRAO 2012 End of Term Processing Challenges  High Volume of Transcript Requests  Hold for Grades  Hold for Degrees  How about loading/keying transcript orders beforehand?  Hold Them until Ready to Send..  Push them through in Batch

35. University Registrar Butch Stokes SACRAO 2012 Processing in Batch How do we do it?  Transcripts Held for Grades input for future Date  System waits for degree award and batch run  Batch run resets future date back to today  Batch run processes transcript requests for students awarded degrees up to that time

36. University Registrar Butch Stokes SACRAO 2012 End of Term Batch Transcript

37. University Registrar Butch Stokes SACRAO 2012 Batch Error Report – usually Vault Records

38. University Registrar Butch Stokes SACRAO 2012 Questions for you… How many of you are using an electronic (PDF) transcript order/delivery system? How many of you would like to have an electronic system? How many of you would like to have more automation embedded within your system? How many of you would like to have XML data embedded within the PDF transcript?

39. University Registrar Butch Stokes SACRAO 2012 Questions

40. University Registrar Butch Stokes SACRAO 2012 Thank You! Butch Stokes butch@ registrar.msstate.edu Reminder: Please complete the session evaluation form Session ID: T2.09 Presentation may be downloaded from the web at the following URL: http://www.registrar.msstate.edu Presentation may be downloaded from the web at the following URL: http://www.registrar.msstate.edu