1. REQUESTING AND RECEIVING SECURE eTRANSCRIPTS THROUGH THE GRADUATE APPLICATION JUDITH HACCOU, SENIOR ASSOCIATE REGISTRAR & DIRECTOR OF GRADUATE ADMISSIONS STANFORD UNIVERSITY

2. Stanford University Admissions Background 40,000 applications

3. Background  66+ graduate admitting departments  School of Earth Sciences  School of Education  School of Engineering  School of Humanities & Sciences  School of Med PhD/Other non-MD programs  MLA – Part-time program for working adults  Professional Schools  Graduate School of Business  MBA, PhD, Management Programs  Law  School of Medicine MD Program

4. Decentralized Process  Assortment of …  Application deadlines  Supplementary application requirements  Timelines for admissions decisions  Eligibility assessment criteria across schools/departments/programs

5. Background  On-line application and letters of recommendation.  Application data load into University data-base (PeopleSoft).  ETS test scores load and matched to PeopleSoft student admissions records.  ETS scores and PeopleSoft Emplid ID processed into Admit. Applications submitted directly to departments, including letters of recommendation. CollegeNET Admit system is used for a wide range of admission processes.

6. Background  Application review is varied.  Departments offer admission and enter decisions in PeopleSoft.  Admitted students respond on-line (Stanford self-service).  Departments track student decisions.  Acceptance of admission offer triggers review by Central Graduate Admissions.

7. Transcript Types E-Transcript PDF Secure electronic delivery Digital signature Instant validation Paper Postal delivery Possible alterations Archiving difficulties

8. Transcript Verification Does the institution existAccreditation (U.S.) /Recognized International)Fonts & paper qualitySignature & seal of issuing authorityCompare transcript to application

9. Transcript Verification at Department Level Prior to application review 30% Prior to admission offer 35% After offer is accepted 24% Rely on Central Office 11%  Time consuming.  Not always sure what to look for.

10. Paperless Admission Transcript Stanford University collaborated with CollegeNET in streamlining transcript delivery and the verification process through the use of secure e-transcript technology within the graduate application.

11. LDAP Paperless Admissions Transcript Stanford in CollegeNET’s Applyweb Shibboleth Same Tag Names as PESC XML transcript request xml transcript request acknowledgement ApplyWeb Student request Stanford Electronic transcript Student Verified Web service Admit Stanford PeopleSoft Environment PeopleSoft Campus Solutions Digitally Sign and Secure Transcript Generation Dropbox server Integration Broker Accept PESC Standard request Match transcript to application Already existsDeveloped/Contracted by CollegeNetDeveloped/Contracted by AS 1 2 3 4 5 67 8 9 1011 12 13

16. Admit System View

18. Paperless Admissions Transcript  Year 1 Metrics  250 + requests received and processed.  Department Feedback  The process of submitting official transcripts on-line made life more easier. We save lots of time and get the documents on time.  It reduced paper and filing. It also ensured a clear and viewable copy of the transcripts available to evaluator in the Admit system.  Seamless.  Wish more schools had this option.

19. Thank You Questions: Judith Haccou haccou@stanford.edu