REQUESTING AND RECEIVING SECURE eTRANSCRIPTS THROUGH THE

GRADUATE APPLICATION

J U D I T H H A C C O U , S E N I O R A S S O C I AT E R E G I S T R A R & D I R E C T O R O F G R A D U AT E A D M I S S I O N S

S TA N F O R D U N I V E R S I T Y

Stanford University

AdmissionsBackground

40,000 applications

Background

66+ graduate admitting departments School of Earth Sciences School of Education School of Engineering School of Humanities & Sciences School of Med PhD/Other non-MD programs MLA – Part-time program for working adults

Professional Schools Graduate School of Business MBA, PhD, Management Programs Law School of Medicine MD Program

Decentralized Process

Assortment of … Application deadlines Supplementary application requirements Timelines for admissions decisions Eligibility assessment criteria across

schools/departments/programs

Background

On-line application and letters of recommendation.

Application data load into University data-base (PeopleSoft).

ETS test scores load and matched to PeopleSoft student admissions records. ETS scores and PeopleSoft Emplid ID processed into

Admit.

Applications submitted directly to departments, including letters of recommendation.

CollegeNET Admit system is used for a wide range of admission processes.

Background

Application review is varied. Departments offer admission and enter decisions in

PeopleSoft.

Admitted students respond on-line (Stanford self-service).

Departments track student decisions. Acceptance of admission offer triggers review by

Central Graduate Admissions.

Transcript Types

E-Transcript PDF

• Secure electronic delivery

• Digital signature• Instant validation

Paper

• Postal delivery• Possible

alterations• Archiving

difficulties

Transcript Verification

Does the institution exist

Accreditation (U.S.) /Recognized International)

Fonts & paper quality

Signature & seal of issuing authority

Compare transcript to application

Transcript Verification at Department Level

Prior to application review

30%

Prior to admission offer

35%

After offer is accepted

24%

Rely on Central Office

11%

Time consuming.

Not always sure what to look for.

Paperless Admission Transcript

Stanford University collaborated with CollegeNET in streamlining transcript delivery and the verification process through the use of secure e-transcript technology within the graduate application.

LDAP

Paperless Admissions TranscriptStanford in CollegeNET’s Applyweb

Shibboleth

Same Tag Names as PESC XML

transcript request xml

transcript request acknowledgement

ApplyWeb

Student request StanfordElectronic transcript

Student Verified

Web service

Admit

Stanford PeopleSoft Environment

PeopleSoftCampus Solutions

Digitally Sign andSecure

Transcript Generation

Dropbox server

Dropbox server

IntegrationBroker

AcceptPESC

Standard request

Match transcript to application

Already exists Developed/Contracted by CollegeNet Developed/Contracted by AS

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567

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Admit System View

Admit System View

Paperless Admissions Transcript

Year 1 Metrics 250 + requests received and processed.

Department Feedback The process of submitting official transcripts on-line

made life more easier. We save lots of time and get the documents on time.

It reduced paper and filing. It also ensured a clear and viewable copy of the transcripts available to evaluator in the Admit system.

Seamless. Wish more schools had this option.

Thank You

Questions: Judith Haccou

haccou@stanford.edu