Session Title
Presented by: Bobby (Butch) Stokes, University Registrar Mississippi State University
Tuesday, March 15, 2011 1:00 Session ID: 440
Session Rules of Etiquette Please turn off your cell phone/pager If you must leave the session early, please do so as
discreetly as possible Please avoid side conversation during the session
Thank you for your cooperation! AACRAO Seattle 2011
Session ID: 440
Introduction astest Growing Method of Sending Postsecondary Student Transcripts….
DF Format
AACRAO Seattle 2011
Session ID: 440
Benefits: An Understanding of …
Secure Electronic Exchange of PDF Student Transcripts Discussion Points:
AACRAO Seattle 2011
Decision to utilize the PDF option Implementation timeline Available trading partners plus global reach Security & other benefits Volume data
Session ID: 440
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
AACRAO Seattle 2011
Session ID: 440
Implementation Timeline Varies From Institution to Institution: 1 to 4 Weeks Factors to Consider:
AACRAO Seattle 2011
Type of SIS Modifications to SIS Business practices Availability of IT & transcript staff System testing Vendor selection process Cost to institution & student
Session ID: 440
Enhanced Security & Other Benefits Enhanced Security: Encrypted data Secure internet connection Traceable Secure delivery in-network
and out-of-network Who can be a member?
AACRAO Seattle 2011
Session ID: 440
Specific Electronic Delivery NOT Just To Mississippi State But …. • • • • • •
Mississippi State Undergraduate Admissions Mississippi State Graduate Admissions Mississippi State College of Veterinary Medicine Mississippi State Cooperative Education Mississippi State Human Resources … AND • Out of Network Delivery to Secure Server for
Individual Recipient Pickup with Email Notification
AACRAO Seattle 2011
Session ID: 440
Enhanced Security & Other Benefits Other Benefits: Improved delivery time = fax Improved delivery - no global
boundaries Improved office efficiency Reduced cost
AACRAO Seattle 2011
Session ID: 440
Enhanced Security & Other Benefits Other Benefits: Easier implementation Document standard Better reporting & management data potential Better service to students & alumni Opportunity to automate transcript processing Potential to add XML data Potential to add documents & application packets
to transcript
AACRAO Seattle 2011
Session ID: 440
Automating Transcript Process Processes Batch of “Ready” Transcript Requests
Maroon route highly automated
Prints Fax Transcript & Receipt SIS Transcript Processing
AACRAO Seattle 2011
Prints Official Transcript & Receipt
Moves transcripts to server
Route electronic transcripts to destinations
Work up Vault, Holds, cancellations
Session ID: 440
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
MS Statewide Transcripts Sent: Mar-Dec 2007: 4,122 Jan-Dec 2008: 30,359 Jan-Dec 2009: 61,720 Jan-Dec 2010: 88,900
Mississippi Network: 9 Public Universities & Colleges : 7 Senders 8 Private Universities & Colleges : 3 Senders 15 Public Community Colleges : 15 Senders Mississippi Public Schools (IP): 158 Districts Mississippi Independent Schools (IP): 98 Schools
AACRAO Seattle 2011
Session ID: 440
Summary PDF is a viable method for transmitting secure transcripts Increase office efficiency Reduce cost Provide better service to students & alumni
AACRAO Seattle 2011
Session ID: 440
Questions
AACRAO Seattle 2011
Session ID: 440
Thank You!
Butch Stokes [email protected]
Please complete the class evaluation form Session ID: 440 AACRAO Seattle 2011
Session ID: 440
Tuesday, March 15, 2011 1:00 Session ID: 440
Session Rules of Etiquette Please turn off your cell phone/pager If you must leave the session early, please do so as
discreetly as possible Please avoid side conversation during the session
Thank you for your cooperation! AACRAO Seattle 2011
Session ID: 440
Introduction astest Growing Method of Sending Postsecondary Student Transcripts….
DF Format
AACRAO Seattle 2011
Session ID: 440
Benefits: An Understanding of …
Secure Electronic Exchange of PDF Student Transcripts Discussion Points:
AACRAO Seattle 2011
Decision to utilize the PDF option Implementation timeline Available trading partners plus global reach Security & other benefits Volume data
Session ID: 440
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
AACRAO Seattle 2011
Session ID: 440
Implementation Timeline Varies From Institution to Institution: 1 to 4 Weeks Factors to Consider:
AACRAO Seattle 2011
Type of SIS Modifications to SIS Business practices Availability of IT & transcript staff System testing Vendor selection process Cost to institution & student
Session ID: 440
Enhanced Security & Other Benefits Enhanced Security: Encrypted data Secure internet connection Traceable Secure delivery in-network
and out-of-network Who can be a member?
AACRAO Seattle 2011
Session ID: 440
Specific Electronic Delivery NOT Just To Mississippi State But …. • • • • • •
Mississippi State Undergraduate Admissions Mississippi State Graduate Admissions Mississippi State College of Veterinary Medicine Mississippi State Cooperative Education Mississippi State Human Resources … AND • Out of Network Delivery to Secure Server for
Individual Recipient Pickup with Email Notification
AACRAO Seattle 2011
Session ID: 440
Enhanced Security & Other Benefits Other Benefits: Improved delivery time = fax Improved delivery - no global
boundaries Improved office efficiency Reduced cost
AACRAO Seattle 2011
Session ID: 440
Enhanced Security & Other Benefits Other Benefits: Easier implementation Document standard Better reporting & management data potential Better service to students & alumni Opportunity to automate transcript processing Potential to add XML data Potential to add documents & application packets
to transcript
AACRAO Seattle 2011
Session ID: 440
Automating Transcript Process Processes Batch of “Ready” Transcript Requests
Maroon route highly automated
Prints Fax Transcript & Receipt SIS Transcript Processing
AACRAO Seattle 2011
Prints Official Transcript & Receipt
Moves transcripts to server
Route electronic transcripts to destinations
Work up Vault, Holds, cancellations
Session ID: 440
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
MS Statewide Transcripts Sent: Mar-Dec 2007: 4,122 Jan-Dec 2008: 30,359 Jan-Dec 2009: 61,720 Jan-Dec 2010: 88,900
Mississippi Network: 9 Public Universities & Colleges : 7 Senders 8 Private Universities & Colleges : 3 Senders 15 Public Community Colleges : 15 Senders Mississippi Public Schools (IP): 158 Districts Mississippi Independent Schools (IP): 98 Schools
AACRAO Seattle 2011
Session ID: 440
Summary PDF is a viable method for transmitting secure transcripts Increase office efficiency Reduce cost Provide better service to students & alumni
AACRAO Seattle 2011
Session ID: 440
Questions
AACRAO Seattle 2011
Session ID: 440
Thank You!
Butch Stokes [email protected]
Please complete the class evaluation form Session ID: 440 AACRAO Seattle 2011
Session ID: 440
