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Presented by Michele Neary & Oralia Gomez, Northwestern University
2011 IACRAO Annual Conference
Private university founded in 1851
Three campuses
Evanston
Chicago
Doha, Qatar
11 distinct schools
2,500 full-time faculty members
Freshman class size of 2,128 students
Full-time students:
– Undergraduates: 8,397 across 6 schools
– Graduate/Professional: 7,870
Part-time students in the School of Continuing Studies:
1,100
Total enrollment: approximately 19,000
Evanston Registrar Office produces transcripts for students in all schools with the exception of Medicine, Law, and School of Continuing Studies
2010-2011 transcript requests stats
Paper E-Transcript Total% E-Transcript % Paper
Fall qtr. 2010 10,463 10,463 100.0
Winter qtr. 2011 7,041 7,041 100.0
Spring qtr. 2011 3,984 834 4,818 17.3 82.7
Summer qtr. 2011 2,599 745 3,344 22.3 77.7
Total 2010-11 24,087 1,579 25,666
Phase 1: Online ordering for paper transcripts (go live date - May 2010)30-days after contract signingSmooth migration from existing online system due to
Deployment Guides provided by Avow
Phase 2: Automated electronic delivery for students who graduated 2000 and after
Account creation Order confirmation Status update – by document Document delivered
For electronic documents only:Recipient opened electronic document
Special instruction block in e-transcript form Combining separate transcript types Separate account creation from transcript ordering Communication plan (i.e. new service, prices, etc.)
Don’t announce go-live prematurelyFAQ
Ensure student is individual placing the order
Importance of Project ManagerDefining scopeManaging expectationsCreating contingency plansDeveloping testing timelineInvolving all technical stakeholders
Week/Month 1
Today
Paper E-Transcripts Totals
Week 1 223 104 327
Week 2 224 84 308
Week 3 246 81 327
Week 4 246 79 325
Week 5 229 80 309
Two hour (or less) turnaround time for electronic transcript delivery
Same day turnaround time for most requests for paper transcripts
Reduction of workload, by half, for two FTE transcript services positions
Change in the nature of the work – more troubleshooting and reporting of technical issues encountered
Phase 2.5: Manual processing for
electronic delivery for pre-2000 population
Phase 3: Automated electronic delivery for
pre-2000 population
Efforts to include other schools at NU
Michele NearyAssociate University Registrar
Northwestern UniversityPhone: 847.491.8466
Email: [email protected]
Oralia GomezSenior Assistant RegistrarNorthwestern University
Phone: 847.491.8457Email: [email protected]
