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Strategic Issue
Issue: Whether the acceptance and issuance of electronic transcripts is within the scope of the
implementation of a new Student Information System (SIS).
PRISM #: 043
Student System Project Contact (PRISM Issue Owner): Tracy Pettit
Scope Type:
Issue Priority:
General |
Critical |
School/Unit Issue |
High |
Medium |
Coordinating Project |
New Functionality
Low
Impact Statement:
 Best practice is an electronic transcript exchange capability that improves the onerous and inefficient nature of transcript
handling, contributes to the establishment of a consolidated electronic applicant record, and provides timely and efficient
transcript service to students.
 The high volume and manual-labor intensive nature of transcript processing preclude the ability to detect fraudulent transcripts
or the ability to provide timely, accurate confirmation of receipt. The Admission Office receives and processes hardcopy
transcripts for approximately 20,000 undergraduate applicants. Graduate and professional admission offices process hardcopy
transcripts for approximately 10,000 applicants who submit between two and four transcripts each.
 Electronic receipt and issuance of transcripts would provide point-to-point security and the ability to track transcript requests
from one point to another, thus improving communication with applicants and for current students.
 Electronic receipt and processing of transcripts would shrink the considerable time-lag between when applications are
submitted and when transcripts are matched with applications, thus enabling admission staff to identify and recruit top
candidates earlier in the review cycle.
 Electronic issuance of transcripts would change the way that students and alumni interact with the SIS as well as the processes
associated with issuing transcripts across the University.
 Electronic transcript exchange enables transcript information to be moved directly into an automated transfer course evaluation
system or into a degree audit system. This information can be posted to the web and made available to transfer students. An
improved transfer of credit evaluation process could improve yield on transfers.
 Electronic receipt and processing of transcripts would ameliorate timing issues associated with processing final transcripts
which are required for graduation and, in many schools, course enrollment. Improved processing and tracking of final
transcripts would have significant positive downstream effects.
 The ability to issue electronic transcripts is not provided in PeopleSoft 8.9. When Oracle’s “Fusion” product—which will
coordinate the functionality of the PeopleSoft student system and the Oracle HR and financial systems—becomes available, the
University will have an opportunity to revisit this issue and take appropriate steps to prepare.
 Industry standards for electronic transcript exchange have not stabilized; a few states have piloted state-wide electronic
transcript exchange initiatives, but industry standards are not mature.
 Electronic transcript capability is an emerging industry; implementing a solution would require additional research, resources,
and collaboration with the University Registrar, who has begun to network with schools in the Commonwealth on this
initiative.
Options and Implications:
1. The acceptance and issuance of electronic transcripts is within the scope of the implementation of a new SIS. In this option, the
University will allocate resources to remain apprised of emerging industry standards and developments and to research
opportunities to partner with external organizations and/or secondary and post-secondary schools that have expressed an
interest in this initiative already. Preparation for this functionality (not mature in PeopleSoft 8.9) could afford the University
an opportunity to be a leader in a pilot program and could improve transcript handling at the University and throughout the
Commonwealth.
2. The acceptance and issuance of electronic transcripts is outside the scope of the implementation of a new SIS. In this option,
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the University will wait for the evolution of appropriate technology within PeopleSoft, stabilization of emerging industry
standards, and/or an external stimulus such as pressure to compete with peer institutions before allocating resources directly to
this initiative. If the University chooses to delay preparation for acceptance or issuance electronic transcripts at this time, a
centrally-supported document management/imaging solution and business process redesign will improve the processing of
transcripts and the management of transcript-related information in the interim.
Recommendation:
 Option 2: The acceptance and issuance of electronic transcripts is not within the scope of the implementation of a new SIS.
Dependencies:
 The maturation of electronic transcript acceptance/issuance functionality in Oracle’s Fusion product and the stabilization of
industry standards
 The widespread implementation and adoption of electronic transcript exchange functionality within secondary schools and
colleges and universities across the Commonwealth
 The desire to streamline and possibly centralize the processing of transcripts both at the University and across the
Commonwealth, potentially at the secondary school as well as at the post-secondary school level
 The desire to improve admission business processes associated with transcript handling and/or to centralize transcript handling
 ITC, University Registrar, and Student System Project resources
Next Steps (if not within scope):
 The Project Team will follow developments in the marketplace/industry.
Deadline for Executive Committee:
Decision by Executive Committee: Option 2: The acceptance and issuance of electronic transcripts is not within the scope of the
implementation of a new SIS.
Executive Committee Reviewer/Approver: Full Executive Committee
Signature of Reviewer: Gene Block
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Date: July 25, 2006