Online Transcript Request Submission Fred Verboom Manager, Administrative Information Systems Wilfrid Laurier University
Dec 14, 2015
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