2015 16th annual pabug conference how to make your etranscripts (etx) implementation as complicated...

2015 16th Annual PABUG Conference

How to Make Your eTranscripts (ETX) Implementation as Complicated as Possible

Monika SchwartzMark Beck

Duquesne University


General Announcements:• Please turn off all cell phones/pagers• If you must leave the session early,

please do so as discreetly as possible • Please avoid side conversations

during the session• Questions will be answered …..

Thank you for your cooperation


To receive CPE credits for this session (if eligible), complete the CPE Attendance Form on the PABUG Annual Conference website

http://pabug.org/pennsylvania-banner-users-group-annual-conference/cpe-credits/

or via the PABUG conference app.

For additional questions please contact

Kim Fremont CPE - Coordinator http://pabug.org/contact-us/

CPE Credits - We’ve gone electronic!



http://pabug.org/contact-us/


• > 9,700 students• > 91,000 Alums• 9 schools, 4 levels: Undergraduate, Graduate,

Pharmacy, Law• Live on Banner since Fall 2007


Office of the University Registrar

• 10 FT staff• 3 Academic Records Assistants (ARA). Current and former

student population divided by first letter of last name• ARA’s fulfill transcript requests and review transcripts for

accuracy• MORE than transcript processing!

-Clear students for graduation

-Process grade changes

-Work with our schools to investigate and resolve issues involving student records

-ETC!!


Pre-ETX Transcript Services

• 19,000 transcript requests per year• No charge for transcripts• Current students: Ordered

through Self-Service Banner, provided they did not have a financial hold


Pre-ETX Transcript ServicesCont.

• Former students: Ordered with a paper transcript request form which could be mailed, faxed or emailed (as an image) to our office. Financial holds had to be manually tracked; ACS eCommand not in Banner

• Every transcript request form manually keyed by ARA in SHARQTC

• All transcripts produced as paper. Could be mailed, picked up, or faxed

• Change wanted: Electronic PDF solution; office efficiencies; Green Initiative


Timeline

• Contract with National Student Clearinghous (NSC) signed January 2014

• Set-up of Transcript Order profile April 2014• ETX Testing Kickoff September 2014• First intended Go-Live February 2015• Revised to Summer 2015• Revised to September 2015• Go-Live October 2015


Project Team

• University Registrar• Associate Registrar• ARA Team (3 members)• University IT Staff (9 staff members, with 4

heavily involved throughout).


Considerations/SolutionsCleaning up the Past

• Pre-Banner conversion issues [From paper to Datatel (1994), from Datatel to Banner (2007)]:

1) Final grades missing

2) Non-Degree programs

3) Semesters with all “I” grades

4) Academic Standing Mismatch

5) Degree types with fewer credits on transcript than expected

A number of reports were created to allow ARA’s to focus on each of these populations for data review/clean-up.


Considerations/SolutionsHolds

• Checking ACS/E-Command loan issues was manual.

– IT created process to review ACS master file and automatically add/end new ACS hold in Banner

– Process run by Student Accounts office each month


Considerations/SolutionsHolds

• Pittsburgh Council of Higher Education (PCHE cross-registration) students: PC Level Transcripts should never be released!

– PCHE-only: school-actionable hold stops PC-level transcript. We contact student and cancel request.

– PCHE/Duquesne: school-actionable hold stops PC-level transcript. If paper request, we only send UG/GR/LAW/PHAR portion. If PDF request, and student selected “Complete/All” we contact student and tell them we’ll cancel order and they should re-order either paper or PDF at the appropriate level only.


Considerations/SolutionsHolds-cont’d

• Continuing Education students: CEU transcripts provided by their program office– CE-only: school-actionable hold stops CE-level

transcript. We contact student and tell them to contact their program office and cancel request.

– CE/Duquesne; school-actionable hold stops CE-level transcript. If paper request, we only send UG/GR/LAW/PHAR portion. If PDF request, and student selected “Complete/All” we contact student and tell them we’ll cancel order and they should re-order either paper or PDF at the appropriate level only. We also contact their program office for CE transcript.


Considerations/SolutionsHolds-cont’d

• Remaining data conversion issues after data clean-up

– Pre-Banner: school-actionable hold to pause students with admit terms prior to Fall 2007 (Banner implementation term) so that we can review records. Hold ended if record is fine and will never stop request again. If students complete record is pre-1965 or Law pre-2001, cannot be built in Banner due to grade scale incompatibilities. Noted as such in SOAHOLD reason field. Hold will never be ended, and student can only ever get a paper transcript.

– Partial Transcript: school-actionable hold for students who were pre-1965 or Law pre-2001 AND also have records from other time periods that can be built in Banner. This is noted in SOAHOLD reason. If student ordered paper, there is no reason to contact student. If the student ordered PDF, we contact student and tell them we’ll cancel order. They can re-order entire transcript by paper, or re-order PDF for the level that is in Banner only. Hold will never be ended.


Considerations/SolutionsPricing & “Biz Prax”

• New Price Structure – Electronic PDFs are sold at cost (NSC fee + Adobe Security fee). – Paper types (mail, express mail, pick-up) cost more to encourage use of PDF

• SHAETOR use cumbersome for three people doing same processes organized by student last name– Considered changing business process to no longer organize by last name,

but wanted to maintain a way to know who worked on which student’s request– Created customized reports to handle new business practices: School

Actionable Holds, Needs Research, Attachment Review, Delivery Method (for paper transcripts)

• Student Accounts release of transcripts• Unofficial transcripts procedure and accommodating students who don’t

have credit/debit cards


Considerations/SolutionsOther issues!

• How to stop paper transcripts over Christmas break?– We were advised to pull the printer tray. Tested this but found

some requests never printed when printer reactivated– We will contact NSC and have them change our profile so that

only PDFs can be ordered.• Form Fusion template adjustments

– Previous address line limit was 33; NSC ordering page allows up to 60

– Prevent Deans List printing on GR and LAW transcripts• Grad Admissions transcripts

– Provide free transcripts to DU students• Miscellaneous: (international students, refunds, third

parties/investigators)


Testing

LOL! RAWR!


Surprise!• Hold for Degree processing

– Uses SGASTDN expected GRAD TERM, which we weren’t populating as part of current practice

– Doesn’t check if student applied for degree, so we made process to update SGASTDN expected grad term if student has applied for degree

– Discovered defect that system wasn’t looking at most recent effective term for expected grad term. All above updates had to find the first term with current curriculum data and update that. (fixed in 8.9.0.2)

– If expected grad term not in SHRTETC, or has a release date in the past, awarding degree doesn’t release transcript. Report of potentially problematic AD/AG status requests. Add/update term release date on SHRTETC.

• No hold for deceased students – Made DC hold• Unverified ID > 9 char causes request to never go to cloud


Communication Plan

• “Go Live Eve”: Email to all current students.

• Alumni Relations newsletter• Demonstrations for faculty/staff.• Transcript Web page updated with new

process/links, and a Question/Answer tab (Pricing, Partnerships, New Features).


“To Boldly Go (Live)…”

• October 21, 2015. 4th Go Live date was a charm!

• Smooth transition for ARAs and students. Significantly fewer questions from students than pre-ETX.

• After a month, Electronic PDFs comprise a bit over 50% of total transcript orders

• ARAs have to research approximately 25% of total orders.


Open to the Floor

• Questions?• Comments

Monika Schwartz, Associate [email protected]

Mark Beck, Academic Records [email protected]

mailto:[email protected]

mailto:[email protected]


Please take time to complete our Conference and Session

evaluations.

YOUR INPUT MATTERS!!!

2015 16th annual pabug conference how to make your etranscripts (etx) implementation as complicated...

Documents

pabug conference app

transcript requests

transcript processing

paper transcript request

transcriptscurrent students

clear students

student records

student population