Electronic Transcript Processing Made Easy

Transcription

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

2 Agenda Introductions and Background Clearinghouse Transcript Options and Solutions Transcript Ordering Electronic Delivery Electronic Transcript Exchange Total Solution & Value Banner Automation Options Open Discussion/Summary/Next Steps 10/8/2012 2

3 The Clearinghouse Mission To facilitate the exchange and understanding of student enrollment, performance, and related information in support of the education community 10/8/2012 3

4 A Primer to Electronic Transcripts Electronic Transcripts are digitized versions of a student s official transcript Electronic Transcripts are created by your student information system (SIS), similar to your PAPER transcripts Electronic transcripts must be transmitted as a data file or PDF file, never by Electronic transcripts are more secure Electronic transcripts are faster 10/8/2012 4

5 Essential Electronic Transcript Checklist 24/7 online transcript ordering that includes e-delivery Streamlined ordering process with automated payment/consent collection Dedicated customer service for your staff, students, and alumni Complete automation Digital signature to automatically validate document authenticity Rights management controls to limit access after the transcript is delivered Official branding, including a visible digital signature and/or watermark Secure electronic transcript exchange with high volume trading partners *A checkmark indicates that the feature is offered by the Clearinghouse 10/8/2012 5

6 10 Reasons to Use Clearinghouse Transcript Services FREE to participate No long-term contract No annual subscription or maintenance fees Customizable processing and delivery options and more Branded with your school s logo and colors State of the art and highly secure Customer service for you and your students Revenue-generating opportunities Integrates with services you already use, such as the Clearinghouse s FREE Student Self-Service Offered by the Clearinghouse, your longtime trusted partner 10/8/2012 6

7 Our Participating Institutions More than 460 schools are active with Clearinghouse Transcript Services 187 Ellucian (Banner and Datatel) colleges 1.7 million transcripts were processed in the last 12 months 93,000 electronic PDFs have been delivered to every state and internationally in the last 12 months 100% increase in the number of schools asking to receive electronic transcripts through the Clearinghouse 7

8 Transcript Ordering A tool for enabling 24/7 and secure online transcript ordering, tracking, problem notification, and credit card processing for all of your current and former students 10/8/2012 8

9 Unique Service Offerings A Brief Overview of Transcript Ordering Automates all ordering steps, speeding transcript delivery and eliminating processing cost and time Manages all holds, including financial Provides a complete audit trail Sends automatic status alerts to requestors Enables online, real-time order tracking for students Allows electronic PDF delivery with document security options Orders can be batched and placed for pick up in your secure FTP account 10/8/2012 9

10 Benefits for Your Institution NO COST TO YOU (no startup, maintenance, and/or training fees) Ability to accept credit card payments, eliminating your processing fees Includes consent form collection and archival Creates audit trail Includes school tracking screens Provides analytics Eliminates incomplete and illegible orders Saves staff resources Improves service to students and alumni Complies with all published FERPA guidance 10/8/

11 Benefits for Your Students 24/7 availability Speeds transcript order delivery Automatic status updates Online order tracking Problem notification via Accessible to enrolled students as well as alumni Credit and debit cards accepted A paperless consent option to help expedite orders Highly secure 10/8/

12 How Transcript Ordering Works Student Orders Transcript Clearinghouse Collects Order and Sends It to School School Processes Order Ongoing status alerts School Updates Order Status School Sends Transcript to Recipient Order is validated to ensure it meets the school s transcript requirements, and then the service securely collects the student s credit card information and consent form (if required) Student s credit card is not charged until transcript is sent and is never charged if the order is NOT fulfilled Student receives s when order status changes occur and the transcript is sent Transcript fees are remitted to you every month 10/8/

13 Transcript Ordering Components Online transcript request form with 24/7 accessibility Credit card processing and transaction fee collection $0 credit card processing fees Consent form collection and archival OR student may elect to submit paperless consent Ability to customize for your school: Order form personalized with the fields you require Holds (up to 25) and automated hold alerts to requestors School branding (logo and colors) Help text Automatically added to your Student Self-Service menu Accepts e-signatures, if you use Student Self-Service Easy online management tools On-demand reporting and analytics 10/8/

14 Branded for Your School Custom messaging 10/8/

15 Easy Online Management Tools 10/8/

16 On-Demand Reporting & Analytics 10/8/

17 Why Use Electronic Delivery? Electronic Transcript PDFs Delivery assurance A greener approach to business Greater document security Prevents tampering Enables 24/7 worldwide delivery Palm Beach Atlantic Realizes Savings in Staff & Materials Success Story: They cut their transcript processing time from several days to hours This extra effort not only used up staff time, but had a pretty high administrative cost once you add up paper and mailing costs, it comes to $1 per transcript. Audrey Schofield, Registrar, PBA Improved, expedited service to students and alumni 10/8/ National Student Clearinghouse. All Rights Reserved.

18 How PDF Delivery Works Students choose PDF delivery from the Delivery Method menu Other options: hold for pickup, first-class mail, and overnight mail School uploads PDF to our secure server with one click, and the PDF is immediately placed out for pick up Digital signature and rights management available, utilizing state-of-the-art technology by Adobe Recipient is notified in real time via that transcript is ready to pick up (secure link/password sent in separate ) Reminders are sent to requestor and recipient if transcript is not retrieved within 30 days Student receives an when the electronic transcript is retrieved and when it expires School can view all electronic transcript requests to see if they have been retrieved and how many reminders were sent 10/8/

19 Digital Signing & Rights Management Options A digital signature verifies that a document: Has NOT been altered Is from the entity that created it Is authentic Two GlobalSign SSL certificate options: Clearinghouse certificate (free) School-specific certificate (small annual fee) State-of-the-Art Document Controls No Offline Viewing: The PDF cannot be saved locally No Printing No Copying No Modifying: Contents and document properties can t be edited Set Expiration: You limit the number of days/times it can be viewed Document Recalls: You can revoke any digitally signed transcript Accessibility: Enable text access to transcripts for the visually impaired 10/8/

20 Blue Ribbon Security Blue Ribbon means document is valid and unaltered Signature Properties displays date/time transcript was signed Padlock reveals all document security settings Document Properties shows the security options that were deployed Signature Panel shows who signed the certificate and when Signature s Blue Ribbon validates signature Watermark (e.g., school seal) replicates the look of your printed transcripts Visible Digital Signature adds your registrar s signature to each transcript PDF 10/8/

21 Additional Document Delivery Options Requestor can upload a blank form (e.g., scholarship form) for the school to complete and attach to the transcript Requestor can upload completed form or document (e.g., essay) for the school to attach to the transcript School can upload and attach custom document(s) to any individual transcript, including special commendations and international transcript evaluations School can store static documents in their profile and automatically attach them to ALL of their transcripts (e.g., transcript legends, letters from the dean explaining grading policies, cover letters, etc) 10/8/

22 Service Activation and Cost Sign up for Transcript Ordering Your dedicated service-implementation representative will contact you to: Set up your customized transcript ordering profile Walk you through the testing process Assist you in the launch of the new service Costs No charge to schools FREE, not based on variables (contract term length) Eligible to send transcripts via Electronic Transcript Exchange at no charge Requestor pays $2.25 service fee for each recipient in the transcript order Service fee is charged to requestor s credit card after transcript is sent Covers Transcript Ordering operational costs Includes all transaction costs levied by credit card company 10/8/

23 Pricing for Enhanced Security Features Annual Maintenance fee $0.00 Secure Delivery fee $0.50 (charged ONLY if neither security option is selected) Digital Signature fee $1.00 Rights Management fee $ /8/

24 Electronic Transcript Exchange A secure collection and delivery hub for exchanging electronic transcripts with your trading partners 10/8/

25 Unique Service Offerings A Brief Overview of Electronic Transcript Exchange Built on the Clearinghouse secure network More than 6,000 users Same network you already use to send enrollment files to us Uses secure FTP framework Nearly 200,000 files transferred in 2011 Each participant has a secure FTP mailbox Files are secure from sender to recipient Automatically validates senders and recipients More than 360 exchange participants 93,000+ PDFs sent in 2011 Transcript data are not stored or retained and are automatically deleted after the retention period expires 10/8/

26 Benefits for Your Institution Free to Transcript Ordering participants (NEVER any cost to receive transcripts) Reduces costs Delivery assurance Saves resources Decreases fraud Secure and easy to use FERPA compliant Service and support included No programming required No maintenance fees 10/8/

27 How ETX Works Supports many uses College to college High school to college College to agency (for credentialing or accrediting) Systemwide exchanges Statewide exchanges 10/8/

28 Supports All File Formats PESC XML High School and Postsecondary Transcript ANSI X12 TS130 Student Educational Record Any system or statewide standard data record format Any graphical format, including PDF 10/8/

29 ETX Components Registry of participants and their supported file formats Supports all file formats Multiple secure protocols for sending/receiving files Validation of participants and supported file formats notification of receipt and arrival of new files Logging of file transmission activity 10/8/

30 How to Exchange Transcripts 1. Check online registry to determine if recipient participates and which file formats recipient accepts 2. Create transcript file and specify the recipient 3. Login and upload transcript file to your secure FTP mailbox 4. Clearinghouse retrieves and delivers transcript file to the recipient s secure FTP mailbox 5. Recipient receives notification of new file, which they can retrieve on their own schedule 10/8/

31 Transcript Exchange Example Sender Hometown College Accepts XML & PDF file types OPE ID: Mailbox: tx Wants to send XML and PDF transcripts Recipient State University Accepts XML & PDF file types OPE ID: Mailbox: tx 10/8/

32 School logs on and uploads transcript. Transcript Exchange Example (Hometown College) School receives an confirming file was received TX Clearinghouse validates recipient and file type, then places transcript in s secure FTP mailbox TX School receives an that a transcript is ready for pick up. School logs on and retrieves transcript (State University) 10/8/

33 Service Activation and Cost Sign an Electronic Transcript Exchange Agreement Tell us which file formats you will accept (PDF, EDI, XML, etc.) Tell us which file formats you can create Use your existing secure FTP mailbox or have one created Request multiple mailboxes, if you like (e.g., registrar, admissions) Cost to send transcripts: No charge for Transcript Ordering participants 10 times your institution's enrollment for non-transcript Ordering participants Cost to receive transcripts: No charge 10/8/

34 Choosing the Clearinghouse Our TOTAL Electronic Solution SIS Integration & How It Works Focus on Customer Service, Trust, & Innovation Our Technology Resources The Clearinghouse Secure Network Data Security Measures Our Contact Information 10/8/

35 Our TOTAL Electronic Solution Combining Transcript Ordering and Electronic Transcript Exchange Transcript Ordering s delivery option allows one-time PDF transcripts to be sent to individual recipients with a valid address Transcript Ordering can automatically determine if the recipient is an ETX receiver and provide that delivery option to your students ETX allows batch processing of any type of electronic transcript to any participating school that receives your format 10/8/

36 Our TOTAL Electronic Solution 10/8/

37 Ways to Automate Transcripts Batch files (least complex) Request files are delivered to your institution via secure FTP account (EDI, XML, Delimited) Institution receives files and uploads the data into SIS for processing Response files with updated order status is sent back to the Clearinghouse for delivery 10/8/

38 Ways to Automate Transcripts SIS Integration (most complex) A package that the Clearinghouse provides to schools, which is then installed on the school side as a bolt on service This software consumes XML transcript requests and in real time loads the request data into the SIS The academic record is located, restrictions identified Transcript is generated and sent, if electronic transcript goes back to the Clearinghouse for secure delivery 10/8/

39 Customer Service and Trust We are your trusted partner Most colleges already use our secure processes to transmit their students enrollment and degree records As a non-profit, our focus is on service to our participating colleges and their students Our transcript services are scalable You decide how you want to use our services; there is no minimum We respect your data security and never go behind your firewall Our transcript services are VERY cost effective and often available to you at no cost Our ETX service accepts all standard electronic formats 10/8/

40 Focus on Innovation We are constantly enhancing Transcript Services, so it can to meet the needs of clients like you Newest features to be added, based on school feedback: NEW Document Delivery Options: Both requestors and schools can attach other essential documents (e.g., scholarship forms and essays) Add Static Documents within the School s Profile: Store and auto-attach a transcript legend, cover letter, and more to all of your school s e-transcripts Custom Landing Page Message: Add a welcome message (such as special instructions and office closings) on your Transcript Ordering landing page 10/8/

41 Our Technology Resources Hosted secure servers and services Web, XML Web Services, Secure FTP/SSH Secure data center Advanced power, cooling, and backup Redundant Internet, network, servers, storage In-house system administration, application development, and support 10/8/

42 Data Security Measures Full-time information security staff Formal security policies follow ISO (27002) Code of Practice Latest security techniques employed PCI Compliant Compliant with all published FERPA guidance 10/8/

43 Contact Information Regional Director Phone Territory Joe Roof FL, GA, and TX Questions about Transcript Ordering s electronic security enhancements Adriene Doray-Franklin doray@studentclearinghouse.org Director, Transcript Services National Student Clearinghouse 2300 Dulles Station Boulevard, Suite 300, Herndon, VA Ph: Fax: service@studentclearinghouse.org 10/8/