5 % PDF
The Latest in the Secure Electronic Exchange of PDF Student Transcripts: Using Credentials Solutions at De Anza College Presented by: Kathleen Moberg Monday, April 2, 2012 8:00 am- 9:15 am
Session ID: 360
Introduction De Anza College, (Community College,
Cupertino, CA) 21, 000 FTES Top transfer community college in CA 52,000 transcripts produced annually (2011) High volume summer transfer population from UC and CSU Overlapping academic terms (sem vs. qtr) add to efficiency challenges
AACRAO Philadelphia 2012
Session ID: 360
External Factors State of California Budget Crisis Staffing in Admissions reduced 20% over 5 yrs
More reductions coming in 2012-13 Recent legislation mandating e-transcript
delivery across the community colleges and to CSU/UC
AACRAO Philadelphia 2012
Session ID: 360
Internal Challenges Reduced staffing = reduced services, efficiency Reduced budget = pressure to reduce costs
State mandates don’t allow flexibility in delaying
implementation or make allowance for insufficient resources Need to provide better service in climate of high
competition for resources and student
frustration
AACRAO Philadelphia 2012
Session ID: 360
Strategy: Single Source Filling All Needs Commitment to Bilateral trading relationships
using EDI. San Jose State San Francisco State Cal State East Bay
Introduction of PDF transcripts. School-to-School through Credentials’ Network “Self” and 3rd parties
Outsourcing residual transcript print and mail
AACRAO Philadelphia 2012
Session ID: 360
Credentials Solutions Existing partner providing transcript order
service and e-delivery thru MyPortal or web Saw potential for increasing e-type delivery to reduce hard-copy costs and associated delays (enhanced security, loss, address issues, etc.) In 2011 began process of PDF delivery, both school to school, and school to individual In 2011, 15% were electronically delivered (in 2010 it was 1.23%)
AACRAO Philadelphia 2012
Session ID: 360
Increase in Electronic/PDF Winter 2011 11% EDI Less than 1% PDF
Spring/Summer 2011 17% EDI 5 % PDF
Fall 2011 15% EDI 6% PDF
AACRAO Philadelphia 2012
Session ID: 360
Increase in PDF Recipients: Consumers Students choose PDF for themselves PDFs also sent to 3rd Parties; Secure delivery Volume is actually greater than any school
destinations for PDF version Decreases need for in person pick up; assists
students with enrollment verification docs AACRAO Philadelphia 2012
Session ID: 360
Hard Copy Printing/Mailing Anticipate additional staff reductions Needed to outsource paper printing to
reduce postage, handling, and paper costs Partnered with Credentials to pilot Spring 2011 began exploratory process Started with small population (routine requests) AACRAO Philadelphia 2012
Session ID: 360
Complications Two student systems in place (Legacy
and new EIS) Some old records still on microfiche Best way to flag record types and who completes order on reports Transcript paper security Print formatting Customer service/help function as service is outsourced AACRAO Philadelphia 2012
Session ID: 360
Prep Work Notified all CA community colleges of the
change – most paper transcripts would be coming from Credentials instead of De Anza Notified all major feeder schools Identified staff member to handle questions from college partners Notified students via web and MyPortal
AACRAO Philadelphia 2012
Session ID: 360
Solutions Working with IT, tested both Legacy and
new EIS transcripts Included GPA check to ensure data was moving over correctly Incorporated mandated “free” transcripts Included help contact at Credentials to handle questions and returns Included bar code tracking of transcript delivery
AACRAO Philadelphia 2012
Session ID: 360
Results Significant reduction in in-house transcript
processing through Credentials Efficient tracking and delivery time Improved customer service Moving to meet state mandates requiring etranscript delivery Reports provide delivery method, approval type, etc.
AACRAO Philadelphia 2012
Session ID: 360
Jan 2012 Transcript Delivery
8%
6%
Mailed 15% 74%
Electronic Pick Up PDF
AACRAO Philadelphia 2012
Session ID: 360
Next Steps Develop additional partnerships to meet
state requirements Implement process for electronically
accepting and delivering “attachments” for PHARMCAS and other programs Increase PDF and electronic delivery overall April 02, 2012 AACRAO Philadelphia 2012
Session ID: 360
Thank You! Kathleen Moberg [email protected]
Please complete the class evaluation form Session ID 360
AACRAO Philadelphia 2012
Session ID: 360
Session ID: 360
Introduction De Anza College, (Community College,
Cupertino, CA) 21, 000 FTES Top transfer community college in CA 52,000 transcripts produced annually (2011) High volume summer transfer population from UC and CSU Overlapping academic terms (sem vs. qtr) add to efficiency challenges
AACRAO Philadelphia 2012
Session ID: 360
External Factors State of California Budget Crisis Staffing in Admissions reduced 20% over 5 yrs
More reductions coming in 2012-13 Recent legislation mandating e-transcript
delivery across the community colleges and to CSU/UC
AACRAO Philadelphia 2012
Session ID: 360
Internal Challenges Reduced staffing = reduced services, efficiency Reduced budget = pressure to reduce costs
State mandates don’t allow flexibility in delaying
implementation or make allowance for insufficient resources Need to provide better service in climate of high
competition for resources and student
frustration
AACRAO Philadelphia 2012
Session ID: 360
Strategy: Single Source Filling All Needs Commitment to Bilateral trading relationships
using EDI. San Jose State San Francisco State Cal State East Bay
Introduction of PDF transcripts. School-to-School through Credentials’ Network “Self” and 3rd parties
Outsourcing residual transcript print and mail
AACRAO Philadelphia 2012
Session ID: 360
Credentials Solutions Existing partner providing transcript order
service and e-delivery thru MyPortal or web Saw potential for increasing e-type delivery to reduce hard-copy costs and associated delays (enhanced security, loss, address issues, etc.) In 2011 began process of PDF delivery, both school to school, and school to individual In 2011, 15% were electronically delivered (in 2010 it was 1.23%)
AACRAO Philadelphia 2012
Session ID: 360
Increase in Electronic/PDF Winter 2011 11% EDI Less than 1% PDF
Spring/Summer 2011 17% EDI 5 % PDF
Fall 2011 15% EDI 6% PDF
AACRAO Philadelphia 2012
Session ID: 360
Increase in PDF Recipients: Consumers Students choose PDF for themselves PDFs also sent to 3rd Parties; Secure delivery Volume is actually greater than any school
destinations for PDF version Decreases need for in person pick up; assists
students with enrollment verification docs AACRAO Philadelphia 2012
Session ID: 360
Hard Copy Printing/Mailing Anticipate additional staff reductions Needed to outsource paper printing to
reduce postage, handling, and paper costs Partnered with Credentials to pilot Spring 2011 began exploratory process Started with small population (routine requests) AACRAO Philadelphia 2012
Session ID: 360
Complications Two student systems in place (Legacy
and new EIS) Some old records still on microfiche Best way to flag record types and who completes order on reports Transcript paper security Print formatting Customer service/help function as service is outsourced AACRAO Philadelphia 2012
Session ID: 360
Prep Work Notified all CA community colleges of the
change – most paper transcripts would be coming from Credentials instead of De Anza Notified all major feeder schools Identified staff member to handle questions from college partners Notified students via web and MyPortal
AACRAO Philadelphia 2012
Session ID: 360
Solutions Working with IT, tested both Legacy and
new EIS transcripts Included GPA check to ensure data was moving over correctly Incorporated mandated “free” transcripts Included help contact at Credentials to handle questions and returns Included bar code tracking of transcript delivery
AACRAO Philadelphia 2012
Session ID: 360
Results Significant reduction in in-house transcript
processing through Credentials Efficient tracking and delivery time Improved customer service Moving to meet state mandates requiring etranscript delivery Reports provide delivery method, approval type, etc.
AACRAO Philadelphia 2012
Session ID: 360
Jan 2012 Transcript Delivery
8%
6%
Mailed 15% 74%
Electronic Pick Up PDF
AACRAO Philadelphia 2012
Session ID: 360
Next Steps Develop additional partnerships to meet
state requirements Implement process for electronically
accepting and delivering “attachments” for PHARMCAS and other programs Increase PDF and electronic delivery overall April 02, 2012 AACRAO Philadelphia 2012
Session ID: 360
Thank You! Kathleen Moberg [email protected]
Please complete the class evaluation form Session ID 360
AACRAO Philadelphia 2012
Session ID: 360
