eT
SMU’S PARTNERSHIP WITH NSC
FOR ELECTRONIC TRANSCRIPTS
JOHN HALL
UNIVERSITY REGISTRAR & EXECUTIVE DIRECTOR OF ENROLLMENT SERVICES
SACRAO Conference
2013
San Antonio, TX
Southern Methodist University
Partnership with NSC
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Enrollment certifications
Degree certifications
Student Self Service
Research
Student Tracker
Transcripts –
Ordering
 eTranscripts
 Do not use Transcript exchange
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NSC is viewed as part of our “extended” staff
More on NSC Transcript Solution
T3.10 National Student Clearinghouse: One Size
Does Not Fit All When It Comes to a Transcript Solution
1:30 – 2:30, Tuesday
San Cristobal
Auburn, Northern KYU, Rhodes and Spalding discuss the way their institutions use the
National Student Clearinghouse to provide a transcript solution. You can learn
everything from using the NSC for a basic order service to the secure electronic
delivery of transcripts. We will also discuss automated solutions that eliminate the
manual data entry of transcript orders and provide direct communication to students.
Nearly 500 colleges across the country have found an NSC solution that works for
them.
Presenters: Dixie Mitchell, Asso. Registrar, Auburn Univ.
Jennifer Gohmann, Registrar, Spading University
Marla Herron, Registrar, Northern Kentucky University
DeAnna Adams, Registrar, Rhodes College
Goal and prediction
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Goal
Use NSC ordering process for 100%
of orders by December 31, 2013
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Prediction
97% of transcripts will be delivered
by electronic means by December 31,
2014
Transcript volume
12,000 transcripts per year
Transcript delivery – pre eT
06/01/09 – 05/31/10
National Student Clearinghouse
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Live with eT
June 16, 2010
One week later….
5.6% electronic transcripts
Transcript Delivery – first year eT
06/01/10 – 05/31/11
Transcript delivery –
06/01/11 – 05/31/2012
nd
2
year eT
Transcript delivery –
06/-1 – 12/31/2012
st
1
½
rd
3
yr eT
Surprise
May 2012
1223 sent
238 e transcripts
23 expired
10% expired
For Dec 2012
863 sent
190 e transcripts
a/o 01/16
7 had expired and 5 still
unopened
Surprise
Impact…
has not been so much on
expedited physical delivery
services like UPS and FedEx,
as it has been on USPS.
Surprise
That our professional associations have not done
more to educate the public about e transcripts and
to set standards.
Vendors have filled the void.
Surprise
eT was so easy
What it took
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Very little effort
 Added
e transcript selection option to order page
 Modified student system to produce a pdf transcript.
 Created image to be superimposed over pdf transcript
 Created guide page to be matched to pdf transcript
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NSC took care of everything else
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Everyone can do e transcripts
How it works
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Mustang Sally orders e transcript, providing email address
Receives several messages thru out the on-line order process
re e transcript
NSC sends Mustang Sally an order confirmation.
Transcript Order #9393698: Order Confirmation
RECIPIENT: George Bush Library and Institute
DELIVERY METHOD: Electronic PDF - $3.75
*IMPORTANT*: This is an official electronic copy of
your transcript.
IT IS YOUR RESPONSIBILITY TO MAKE SURE THAT:
The institution or third party will accept the PDF
transcript
The recipient's email address is correct
How it works
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SMU processes request
 Generates
pdf and saves
 Uploads to NSC
 Updates order in NSC database
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NSC superimposes SMU seal onto pdf and matches
it with SMU’s transcript guide
NSC saves SMU transcript and transcript guide in
secure area and sends notices
How it works
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NSC sends notice with user name and in separate email sends notice and
password
Transcript Link for MUSTANG SALLY - Southern Methodist University
(NSC)… has been authorized to release an electronic copy of the official
academic transcript for Mustang Sally from (SMU) to you.
To download…
You will be presented with a PDF which is an authenticated and secure copy
of the requestor's official transcript.
We recommend that you save a copy of this transcript as soon as possible. For
best viewing experience we recommend using the latest version of Adobe
Acrobat.
Transcript Password for MUSTANG SALLY- Southern Methodist
University
wNxftDks(The password is case-sensitive.)
Retrieval link will be valid for 30 days.
How it works
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NSC notifies Mustang Sally
Transcript Order #9393698: Electronic Transcript Sent
Your transcript is available now for retrieval, you will
be notified when it is retrieved by your recipient.
(fee) has been charged to your credit card and will
appear on your credit card statement as "College
Transcript."
How it works
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NSC notifies Mustang Sally
Transcript Order #9393698: Electronic
Transcript Retrieved
Other points
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Requestor can track request on-line
Automatic status notices
Can ask for text notices
SMU can rescind / revoke
Various reports for institution to manage process.
Quick and secure electronic delivery worldwide, 24/7
State-of-the-art document security, including digital signatures and
rights management
Already a NSC partner
Good customer support
No long-term contract, annual fee, or maintenance fees
Customized & branded for SMU
State-of-the-art PDF document security
Ability to attach additional forms online with the order – see future
Some future To Do’s
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Eliminate restriction to 1996 and later
Enhance image superimposed on pdf
Enhance transcript guide
Enhance RO transcript page
Multiple pdfs on one request
Have NSC create an upload process for
attachments that does not superimpose SMU seal
Ask NSC to add ability to add processing notes
Send requests from NSC database to Access.SMU
to generate pdf
John Hall
jhall@smu.edu