Slide 1. Slide 2. Slide 3. Ellucian etranscripts Overview. Ellucian etranscripts. Business challenges

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1 Slide 1 Ellucian etranscripts Overview Suzanne McCool May 22, 2014 Slide 2 Ellucian etranscripts No cost, seamless, electronic transcript processing and delivery system that enables secure, real-time electronic authentication, production, and transfer of transcripts between leading transcript ordering vendors and Ellucian s administrative systems. Ellucian Strategic Partner Ellucian Community Partners 2 Slide 3 Business challenges Transcripts are largely paper based Producing transcripts is slow and labor intensive FERPA regulatory requirements force signature of requestor, or authenticated login Students demand and expect faster service The job market is competitive - transcripts cannot slow the process for students who are seeking employment 3

2 Slide 4 Benefits ***(Use this slide for Banner schools and remove this line) Provide better service Deliver transcripts in minutes rather than days Deliver anytime, anywhere Reduce workload on registrar staff Touch-free transcript delivery Improve security Verifies no holds and student identification This service is for the benefit of students who may need very quick turnaround for a transcript. They may need it for a job application or to apply for a scholarship and they may need it today. - Elaine Henrie, Registrar Emporia State University 4 Slide 5 Benefits ***(Use this slide for Colleague schools and remove this line) Provide better service Deliver transcripts in minutes rather than days Deliver anytime, anywhere Reduce workload on registrar staff Touch-free transcript delivery Improve security Verifies no holds and student identification etranscripts provides an outstanding touch-free electronic transcript processing and delivery option for students. Students can submit a transcript request outside of normal office hours and receive an official transcript PDF within 20 to 30 minutes. This is a great service for them when they are applying for jobs, scholarships, or admission to a university. - Lee Colaw, CIO Amarillo College 5 Slide 6 Ellucian etranscript requirements Requestors order transcripts from the Clearinghouse public site or through Clearinghouse Student Self-Service. Orders are sent via the etranscripts API into the ERP To take advantage of etranscripts, each school must: Be active with Clearinghouse Transcript Ordering Banner Available with Banner Student 8.6.2; includes etranscript 9.0 XE APIs Pre-requisites are Banner General 8.6 and Banner Student 8.6 Database Extension Utility (DBEU) must be applied Banner Student is not required APIs are included in a.war file that is deployed to a WebLogic server Colleague Release R18 is required. Ellucian etranscript will be delivered as a software update and as WebAPI 1.3. PowerCampus Ellucian etranscript will be delivered in PowerCampus 8.5 6

3 Slide 7 How does it work? 7 Slide 8 Supports all transcript processing stages 1. Student Identification Supports anonymous and authenticated single sign on from Ellucian ERP systems (Authenticated SSO utilizes existing NSC component) 2. Student Validation Checks entered data against data in ERP to ensure transcript can be produced Checks institutional holds in real time with the ERP 3. Order Collection Sends order data to ERP: student name, numeric identifier, transcript type, processing option, and delivery method 4. Order Fulfillment 8 Slide 9 Student enters transcript request from vendor s system Student accesses the transcript ordering vendor s application and first select s their institution. 9

4 Slide 10 Student enters their information 10 Slide 11 System searches for students and identifies any holds 11 Slide 12 Not all orders are processed immediately When the student is not identified initially End up in research queue When the student has a transcript hold When the student requests future processing After grades are posted for a particular term After a particular degree has been awarded When the student includes an attachment that needs to be reviewed by the registrar

5 Slide 13 Select transcript recipient 13 Slide 14 Select transcript type 14 Slide 15 Payment is handled by the transcript ordering vendor 15

Slide 16 Order status in Ellucian ERP 16 Slide 17 Final email notifications and

can be downloaded Password to download the transcript is sent to the recipient in

sent by the educational institution to the recipient Transcript was received by

6 Slide 16 Order status in Ellucian ERP 16 Slide 17 Final notifications and order tracking is sent to the recipient with a link to where the transcript can be downloaded Password to download the transcript is sent to the recipient in a separate s sent to the requestor notifying them that: Transcript was sent by the educational institution to the recipient Transcript was received by the recipient Orders can also be tracked on the website 17 Slide 18 Sample PDF Output 18

7 Slide 19 Benefits of Ellucian etranscripts over Proprietary Vendor interfaces Supported by Actionline Single interface no bouncing back and forth between two interfaces Integrates within existing infrastructure no additional hardware Tested by Ellucian QA against new releases Slide 20 Summary Ellucian etranscript streamlines the processing of electronic transcripts: Providing better service to the student by sending the transcript in minutes not weeks Providing the Registrar the means to send an electronic transcript without any staff intervention Ellucian etranscript is yet another proof point of the Ellucian XE vision 20 Slide 21 Learn more Visit the websites cian-etranscripts/ scripts.php Watch a recorded webinar 21

Electronic Transcript Processing Made Easy

Electronic Transcript Processing Made Easy With Innovative Solutions From the Clearinghouse Joe Roof, Regional Director 10/8/2012 1 Agenda Introductions and Background Clearinghouse Transcript Options