Ellucian eTranscripts Overview Suzanne McCool May 22, 2014 - - PowerPoint PPT Presentation

Ellucian eTranscripts Overview

Suzanne McCool May 22, 2014

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Ellucian eTranscripts

No cost, seamless, electronic transcript processing and delivery system that enables secure, real-time electronic authentication, production, and transfer

• f transcripts between

leading transcript ordering vendors and Ellucian’s administrative systems.

Ellucian Strategic Partner Ellucian Community Partners

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Business challenges

• Transcripts are largely paper based
• Producing transcripts is slow and labor intensive
• FERPA regulatory requirements force signature of

requestor, or authenticated login

• Students demand and expect faster service
• The job market is competitive - transcripts cannot

slow the process for students who are seeking employment

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Benefits

***(Use this slide for Banner schools and remove this line)

• Provide better service
• Deliver transcripts in

minutes rather than days

• Deliver anytime,

anywhere

• Reduce workload on

registrar staff

• Touch-free transcript

delivery

• Improve security
• Verifies “no holds” and

student identification

“This service is for the benefit of students who may need very quick turn- around for a transcript. They may need it for a job application or to apply for a scholarship and they may need it today.”

• Elaine Henrie, Registrar

Emporia State University

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Benefits

***(Use this slide for Colleague schools and remove this line)

• Provide better service
• Deliver transcripts in

minutes rather than days

• Deliver anytime,

anywhere

• Reduce workload on

registrar staff

• Touch-free transcript

delivery

• Improve security
• Verifies “no holds” and

student identification “ eTranscripts provides an

• utstanding ‘touch-free’ electronic

transcript processing and delivery

• ption for students. Students can

submit a transcript request

• utside of normal office hours and

receive an official transcript PDF within 20 to 30 minutes. This is a great service for them when they are applying for jobs, scholarships, or admission to a university.”

• Lee Colaw, CIO

Amarillo College

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Ellucian eTranscript requirements

• Requestors order transcripts from the Clearinghouse public site or through

Clearinghouse Student Self-Service. Orders are sent via the eTranscripts API into the ERP

• To take advantage of eTranscripts, each school must:
• Be active with Clearinghouse Transcript Ordering
• Banner
• Available with Banner Student 8.6.2; includes eTranscript 9.0 XE APIs
• Pre-requisites are Banner General 8.6 and Banner Student 8.6
• Database Extension Utility (DBEU) must be applied
• Banner Student 8.6.1 is not required
• APIs are included in a .war file that is deployed to a WebLogic server
• Colleague
• Release R18 is required. Ellucian eTranscript will be delivered as a

software update and as WebAPI 1.3.

• PowerCampus
• Ellucian eTranscript will be delivered in PowerCampus 8.5

How does it work?

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Supports all transcript processing stages

1. Student Identification

• Supports anonymous and authenticated single sign on from

Ellucian ERP systems (Authenticated SSO utilizes existing NSC component)

2. Student Validation

• Checks entered data against data in ERP to ensure transcript can

be produced

• Checks institutional holds in real time with the ERP

3. Order Collection

• Sends order data to ERP: student name, numeric identifier,

transcript type, processing option, and delivery method

4. Order Fulfillment

Student enters transcript request from vendor’s system

• Student

accesses the transcript

• rdering

vendor’s application and first select’s their institution.

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Student enters their information

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System searches for students and identifies any holds

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Not all orders are processed immediately

• When the student is not identified initially
• End up in research queue
• When the student has a transcript hold
• When the student requests future processing
• After grades are posted for a particular term
• After a particular degree has been awarded
• When the student includes an attachment that

needs to be reviewed by the registrar

Select transcript recipient

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Select transcript type

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Payment is handled by the transcript ordering vendor

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Order status in Ellucian ERP

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Final email notifications and order tracking

• Email is sent to the recipient with a link to where the transcript can be

downloaded

• Password to download the transcript is sent to the recipient in a

separate email

• Emails sent to the requestor notifying them that:
• Transcript was sent by the educational institution to the recipient
• Transcript was received by the recipient
• Orders can also be tracked on the website

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Sample PDF Output

Benefits of Ellucian eTranscripts over Proprietary Vendor interfaces

• Supported by Actionline
• Single interface – no bouncing back and forth

between two interfaces

• Integrates within existing infrastructure – no

additional hardware

• Tested by Ellucian QA against new releases

Summary

• Ellucian eTranscript streamlines the processing of

electronic transcripts:

• Providing better service to the student by sending the

transcript in minutes not weeks

• Providing the Registrar the means to send an electronic

transcript without any staff intervention

• Ellucian eTranscript is yet another proof point of

the Ellucian XE vision

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Learn more

• Visit the websites
• http://www.ellucian.com/Solutions/Ellu

cian-eTranscripts/

• http://www.transcriptservices.org/etran

scripts.php

• Watch a recorded webinar