REQUESTING AND RECEIVING SECURE eTRANSCRIPTS THROUGH THE GRADUATE APPLICATION JUDITH HACCOU, SENIOR ASSOCIATE REGISTRAR & DIRECTOR OF GRADUATE ADMISSIONS STANFORD UNIVERSITY
Jan 05, 2016
REQUESTING AND RECEIVING SECURE eTRANSCRIPTS THROUGH THE
GRADUATE APPLICATION
J U D I T H H A C C O U , S E N I O R A S S O C I AT E R E G I S T R A R & D I R E C T O R O F G R A D U AT E A D M I S S I O N S
S TA N F O R D U N I V E R S I T Y
Stanford University
AdmissionsBackground
40,000 applications
Background
66+ graduate admitting departments School of Earth Sciences School of Education School of Engineering School of Humanities & Sciences School of Med PhD/Other non-MD programs MLA – Part-time program for working adults
Professional Schools Graduate School of Business MBA, PhD, Management Programs Law School of Medicine MD Program
Decentralized Process
Assortment of … Application deadlines Supplementary application requirements Timelines for admissions decisions Eligibility assessment criteria across
schools/departments/programs
Background
On-line application and letters of recommendation.
Application data load into University data-base (PeopleSoft).
ETS test scores load and matched to PeopleSoft student admissions records. ETS scores and PeopleSoft Emplid ID processed into
Admit.
Applications submitted directly to departments, including letters of recommendation.
CollegeNET Admit system is used for a wide range of admission processes.
Background
Application review is varied. Departments offer admission and enter decisions in
PeopleSoft.
Admitted students respond on-line (Stanford self-service).
Departments track student decisions. Acceptance of admission offer triggers review by
Central Graduate Admissions.
Transcript Types
E-Transcript PDF
• Secure electronic delivery
• Digital signature• Instant validation
Paper
• Postal delivery• Possible
alterations• Archiving
difficulties
Transcript Verification
Does the institution exist
Accreditation (U.S.) /Recognized International)
Fonts & paper quality
Signature & seal of issuing authority
Compare transcript to application
Transcript Verification at Department Level
Prior to application review
30%
Prior to admission offer
35%
After offer is accepted
24%
Rely on Central Office
11%
Time consuming.
Not always sure what to look for.
Paperless Admission Transcript
Stanford University collaborated with CollegeNET in streamlining transcript delivery and the verification process through the use of secure e-transcript technology within the graduate application.
LDAP
Paperless Admissions TranscriptStanford in CollegeNET’s Applyweb
Shibboleth
Same Tag Names as PESC XML
transcript request xml
transcript request acknowledgement
ApplyWeb
Student request StanfordElectronic transcript
Student Verified
Web service
Admit
Stanford PeopleSoft Environment
PeopleSoftCampus Solutions
Digitally Sign andSecure
Transcript Generation
Dropbox server
Dropbox server
IntegrationBroker
AcceptPESC
Standard request
Match transcript to application
Already exists Developed/Contracted by CollegeNet Developed/Contracted by AS
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Admit System View
Admit System View
Paperless Admissions Transcript
Year 1 Metrics 250 + requests received and processed.
Department Feedback The process of submitting official transcripts on-line
made life more easier. We save lots of time and get the documents on time.
It reduced paper and filing. It also ensured a clear and viewable copy of the transcripts available to evaluator in the Admit system.
Seamless. Wish more schools had this option.