back to future...anu transcript. ahegs. testamur. graduates. update: july 2017 compared to july...
TRANSCRIPT
Backto the future
The ANU experience of online certified documents
Presented by:
Joan AngelDeputy Registrar, Student AdministrationAustralian National University
Mark EricksonAcademic Registrar and Director, Academic ServicesUniversity of Queensland
2
Agenda
• ANU evolution in approach to use of online certified documents
• Benefits and windfalls• Lessons learnt and retrospective view
3
4
ANU timeline
• 2010 Original implementation – graduate documents only
• 2013 Current student access – academic transcripts
• 2015 Hard copy testamurs issued• 2016 Online self service for all• 2017 My eQuals
Original implementation - 2010Part of AHEGS implementationBAU effort - 3 months FTE x 1 BA, x 1 Developer, x 1 DBA
over 6 month timeframeWorked with remote vendorLocal instance using web servicesXML templates already existed – needed minor changesBuilt control table in PeopleSoft
Project benefits: Credential security, graduation document portability and alumni engagement
5
Original project drivers and benefits
6
Promotion for graduates only
Email access via alumni email accountExtended alumni access to university servicesAuthentication had to manage both alumni
and current student access rulesManual updates to quickly fix documents no
longer availableAll graduation documents - free of chargeDocuments not available prior to 2010
7
Current students included - 2013
8
End to end online service introduced Student self service ordering Integrated payments online Delivery of academic transcript online
Streamline administrative process for all transcript orders
Nominal fee introduced
Graduations 2015 – hard copy testamur only Hard copy testamur issued at graduation Hard copy transcript and AHEGS could be purchased Electronic documents provided free of charge on
graduation Multiple documents in a single tube causing
problems Time constraints between semester results and
graduation ceremonies
9
For alumniChange in practices Pre 2010 now available on request Historical enrolment records can be rebuilt
and then made available Life long access to student self service
Hidden savings verification requests timely response anywhere in the world
10
Benefits
11
Lessons learnt
o Student acceptance from initial implementationo Better international acceptance than domestico Better and broader communication will improve
general acceptance o Timing is everythingo Promote use of digital documents by responses to
verification of paper documentso Pricing signals
12
Paper
13
Student initiated requests - academic transcripts
14
2013 2014 2015 2016Graduation hard copy 12.36% 17.35%e Copy 24.31% 36.33% 38.06% 38.79%Hard copy 75.69% 63.67% 49.58% 43.86%
0.00%
20.00%
40.00%
60.00%
80.00%
100.00%
120.00%
Hard copy e Copy Graduation hard copy
July graduations 2017 update
15
Number of electronic documents issued
16
2010 2011 2012 2013 2014 2015 2016ANU Transcript 4311 5199 4841 6216 11218 8797 10034AHEGS 5055 6092 6246 6792 9325 5816 6376Testamur 4873 6075 6269 8004 7442 5862 6225Graduates 5173 6208 6662 6764 6307 5535 5354
0
2000
4000
6000
8000
10000
12000
Number of electronic documents issued & number of graduates
ANU Transcript AHEGS Testamur Graduates
Update:July 2017 compared to July 2016
2017 transcript orders:• All academic transcript requests up 31% to end July
– Graduations 44%; Other requests 56%• Graduation hard copy documents produced up 95%
Service transition:• Self service orders up 59%
– Includes graduate orders
17
Greater awareness building
18
My eQuals improvements for ANU
o Currently have to have encryption key on local PC to sign – will be automatic
o Cloud based solutiono Automatic revoking – has been manualo Revisit preferred email o Access to international and other institution
credentials in one location
19
They’re waiting for us to catch up
20
Questions
21