Online Transcript
Request Submission
Fred Verboom
Manager, Administrative Information Systems
Wilfrid Laurier University
Content
• Wilfrid Laurier University
• Challenge
• Solution
• Benefits
• Next Steps
Wilfrid Laurier University
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Wilfrid Laurier University is a public research university located in
Waterloo, Ontario, founded in 1911.
~17,000 students across 4 campuses – primarily Waterloo
(~13,500), Brantford (~3500), with FSW in Kitchener, small MBA
campus in Toronto
~ 1650 F/T Staff and Faculty
ICT Statistics per CUCCIO
• 68 IT Staff
• Students per IT staff: 234
• Staff per IT staff: 21
• Fun Fact: 24 spoken languages
Transcript Challenge from Service Laurier:
provide an online mechanism for WLU students
and alumni to submit their requests for an official
academic transcript, through a customized website
which also includes a secured payment method.
Issue – accuracy of information submitted through online forms
Service Laurier – One Stop shop for students, for payment of
accounts, course change requests, one-off transcript requests,
etc.
Stakeholders
• Students/Alumni
• Registrar
• Service Laurier
• ICT Solutions
Objectives:
• Ability for students and alumni to submit an
electronic request for a transcript
• A secure electronic payment process for
applying charges
• Ability for administrative staff (Service
Laurier and Registrar’s Office) to view and
fulfill the details of the request
• Ability for the student/alumni to view the
status of their request in LORIS (Laurier web
Information System)
Solution:
• Web – student
interface
• PHP web
application
• MySQL database
• Banner – ERP
• Limited manual
intervention
Online Transcript Request Process:
Student / Alumni
Transcript Fulfillment Process:
Registrar/Service Laurier
Benefits
Student
• Greater efficiency –
ease of access
• Reduced lineups at
Service Laurier
• Faster turnaround time
– 50% reduction
• 55% usage in 1st term
Registrar / Records
• Reduced cost / resources
/ improved accuracy
• Fewer calls from students
checking status – 80%
savings
• Faster processing – 60%
savings in typing/stuffing
• Improved reporting
Transcript Statistics since October 2013
• Online Transcript request submissions: 3200;
majority with delivery method by Mail and
Courier
• Form Transcript request submissions: 2726;
majority of delivery method by Mail and Courier
• Walk-in Transcript requests: 1209
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NOTE: high number of Form Transcript requests primarily due to
Alumni and inactive students not having or remembering their network
credentials
Next Steps – Phase 2 for Online Transcripts:
• Online form changes:
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Forward and back navigation, saving data
throughout online request process
Ease of use
• Student authentication without network id’s
for inactive students / Alumni
• Opportunity for student to provide feedback
• Notification to student when transcript Sent
to destination(s)
Contact Information:
Fred Verboom, Manager, Administrative Information Systems
fverboom@wlu.ca
519.881.0710 x3076
Andrei Kovacsik, Systems Analyst III - Web
akovacsik@wlu.ca
519.884.0710 x
Robert Kalbfleisch – Systems Analyst III (Banner – Registrar)
rkalbfleisch@wlu.ca
519.884.0710 x
Thank you
Questions
Appendix: Process Flows for Online
Transcript and Fulfillment Processes