turn transcripts into an enrollment asset with automated ...€¦ · turn transcripts into an...
TRANSCRIPT
Wednesday, April 2 Session ID 2071
Turn Transcripts into an Enrollment Asset with
Automated Transcript Capture and Evaluation
Introductions
Sherri Gaugh
Registrar
Leah Meicher
Project Lead
Mary Ellen Hanna
Senior Associate
Registrar
1. Trends and Observations
2. Solution Overview and Results
3. Questions
4. Final Recommendations
Agenda
Our Experience
Trends and Observations
• Exceeding Enrollment Goals
• Matriculation
• Retention
• Enhancing Student Service
• Increasing Operational Efficiency
• Leveraging IT Investments
Trends and Observations
Improvement
Initiatives
“In 2010, transcript processing delays created
bottlenecks for Admissions, Records,
Financial Aid, and Advising – and headaches
for students.
San Juan College
“With nine campuses and approximately
40,000 students, processing transcript data
and evaluating transfer credits quickly was a
daunting task – especially when each
prospective student brought with them an
average of five transcripts.
Madison Area Technical College
“In 2010, in an effort to improve student
service, our Provost (now President)
mandated that transcripts/evaluations be
turned around in 7 days or less.
University of Alabama
Automated transcript capture and transfer course evaluation
Solution Overview
TRANSITION FROM LEGACY SYSTEM: Manual entryData correctionPrinting and scanning PDF transcriptsNo ability to create or modify templates
Considerable decrease in manual entryFewer data errorsSweeping PDFs directly Creating template as we goProcess day-to-day even during peak periods
FROM MANUAL…
…TO AUTOMATED
UNIVERSITY OF ALABAMA
1. Match paper transcript to a student record in Banner
2. Scan transcript (one station)
• Institution scan queue
• GENERIC scan queue
• PDF scan queue
3. Verify and confirm OCR results at individual workstations
4. Save image in OnBase
5. Pull course data using OnBase
6. Load student’s credit to Banner
University of
Alabama's
Transcript
Capture Process
Transcript Verification
• Eliminate manual data entry by 90%
• Improve service with faster and more accurate information and decisions
• Increase admissions yield rate
University of Alabama’s Results
ROI
TIME COSTS:• Searching for Transcripts not in file• Coursework data entry• File transcript in folderMATERIAL COSTS:• Paper & toner
TIME SAVINGS:• Entry exponentially faster• No filing • No additional indexing• No additional scanningMATERIAL SAVINGS:• No printing related costs
FROM MANUAL…
…TO AUTOMATED
SAN JUAN COLLEGE
1. Match paper transcript to a student record in Colleague
2. Scan transcript (one station)
• Institution scan queues
• GENERIC scan queue
3. Verify and confirm OCR results at Scan Station
4. Save image in OnBase
5. Evaluator saves information on EXTS for defined transfers.
6. Reviews other courses for possible transfer.
San Juan College’s
Transcript
Capture Process
Data automatically updated in
student institution record
Transfer institution courses
automatically updated,
not yet equated
External transcript summary
results automatically equated
• Manage transfer load that increased by 14% over the past 2 years.
• Significantly reduced student lines for all Enrollment Services (Admissions/Records and Financial Aid)
• Eliminated the need for students to be advised twice in one term
• Peak Processing Time – 4 to 6 weeks improved to 1 week
San Juan College’s Results
ROI
TIME COSTS:• Data entry of external courses• Data entry of equivalency rules• 4-6 weeks of processing time
TIME SAVINGS:• 90% associated to data entry• OnBase ‘flags’ suspect data to ensure
accuracy• 1-5 days of processing time
FROM MANUAL…
…TO AUTOMATED
MADISON AREA TECHNICAL COLLEGE
1. Match paper transcript to a student record in PeopleSoft
2. Scan transcript (one station)
• UW or WTCS Scan Queue
• Reverse Transfer import
3. Verification with OCR at scan station or by Transfer Cr Evaluator
4. Save image in OnBase
5. Upload to External Education pages in PeopleSoft
6. Evaluate equivalencies in TCE
7. Auto-create equivalencies in PeopleSoft
Madison’s
Transfer Course
Evaluation
Process
Madison’s Transfer Course Evaluation Process
Student has paper, PDF or EDI transcript
delivered.
Course 1
Department Reviewer is notified of any courses requiring articulation.
Paper – PDF – EDI OnBase TCE
captures coursework accurately & rapidly.
Course 2Course 3
X
OnBase TCE
Check each course lifted from transcript for equivalency.
If found, course equivalencywritten to SIS/Degree Audit.
Automated Review Process Begins
(or Rules Engine)
Transcript Capture/OCR into PeopleSoft
TCE Workflow Auto-Creates Equivalencies
• Over 6,500 rules built since going live with Transcript Capture/TCE in November 2012
• Processing time of 4-6 weeks reduced to 1-5 days
• Elimination of data entry of external courses and transfer equivalencies
• Leveraging TCE & PeopleSoft with Reverse Transfer agreement
Madison Area Technical College’s Results
ROI
Questions
Thank you!
Sherri Gaugh
San Juan College
Leah Meicher
Madison Area Technical College
Mary Ellen Hanna
University of Alabama
Lessons learned and next steps
Recommendations
• Analyze business processes
• Engage the right stake holders
• Think big picture
• Integrate with SIS
• Ask for references that have proven solutions
Recommendations
Next steps