online transcript request submission fred verboom manager, administrative information systems...
TRANSCRIPT
Online TranscriptRequest Submission
Fred VerboomManager, Administrative Information SystemsWilfrid Laurier University
Wilfrid Laurier University• Wilfrid Laurier University is a public research university located in
Waterloo, Ontario, founded in 1911.• ~17,000 students across 4 campuses – primarily Waterloo (~13,500),
Brantford (~3500), with FSW in Kitchener, small MBA campus in Toronto
• ~ 1650 F/T Staff and Faculty• ICT Statistics per CUCCIO
• 68 IT Staff • Students per IT staff: 234• Staff per IT staff: 21• Fun Fact: 24 spoken languages
Transcript Challenge from Service Laurier: provide an online mechanism for WLU students and alumni to submit their requests for an official academic transcript, through a customized website which also includes a secured payment method.
Issue – accuracy of information submitted through online forms
Service Laurier – One Stop shop for students, for payment of accounts, course change requests, one-off transcript requests, etc.
Objectives:• Ability for students and alumni to submit an
electronic request for a transcript • A secure electronic payment process for
applying charges• Ability for administrative staff (Service Laurier
and Registrar’s Office) to view and fulfill the details of the request
• Ability for the student/alumni to view the status of their request in LORIS (Laurier web Information System)
Solution:• Web – student
interface• PHP web
application• MySQL database• Banner – ERP• Limited manual
intervention
Student• Greater efficiency – ease
of access• Reduced lineups at
Service Laurier• Faster turnaround time –
50% reduction• 55% usage in 1st term
Registrar / Records• Reduced cost / resources /
improved accuracy• Fewer calls from students
checking status – 80% savings
• Faster processing – 60% savings in typing/stuffing
• Improved reporting
Benefits
Transcript Statistics since October 2013• Online Transcript request submissions: 3200;
majority with delivery method by Mail and Courier• Form Transcript request submissions: 2726; majority
of delivery method by Mail and Courier• Walk-in Transcript requests: 1209
• NOTE: high number of Form Transcript requests primarily due to Alumni and inactive students not having or remembering their network credentials
Next Steps – Phase 2 for Online Transcripts:• Online form changes:• Forward and back navigation, saving data throughout
online request process• Ease of use
• Student authentication without network id’s for inactive students / Alumni
• Opportunity for student to provide feedback• Notification to student when transcript Sent to
destination(s)
Contact Information:
Fred Verboom, Manager, Administrative Information Systems [email protected] x3076
Andrei Kovacsik, Systems Analyst III - [email protected] x
Robert Kalbfleisch – Systems Analyst III (Banner – Registrar)[email protected] x