University Business - March 2007 - (Page 55)
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Transcripts— The Next Step Online applications may seem old hat compared
to a new revolution that prospective students and institutions find
valuable— electronic transcripts. North Carolina officials have worked
with Xap Corporation to set up an online statewide resource and college
planning tool for high school students. Brian Williams, director of
technology and internet services at the College Foundation of North
Carolina, says 1.4 million students have created accounts and 588,750
online applications have been processed since July 2001. One-third of the
state’s high schools have been equipped to transmit transcripts
electronically, and 11,600 were processed from August 2005 through July
2006. “We’re seeing not only sustained growth every month, but since
2001 every month has exceeded the previous year’s growth for that
month,” Williams says. So far the systems only work in-state, but
Williams says they use Electronic Data Interchange as defined by
Postsecondary Electronic Standards Counsel www.pesc.org to be ready for
when a national method for electronic transfer of transcripts is
developed. Some other states have similar web systems for high school
students, as well. The University of Michigan, using a ConnectEdu product,
recently began accepting e-transcripts from high schools. Data is uploaded
into Connect! after each grade period, and then downloaded into a
college’s student information system once the student requests a
transcript. Unlike the Xap system, this one crosses state lines. Michigan
State University; University of Connecticut; Rutgers, The State University
of New Jersey; and Missouri State University have all signed on. A digital
application saves U of Dayton Ohio prospects from the snow, but it can’t
help enrolled students going to class. Gustavus Adolphus Minn. students
have choices, both in application method and later in housing options.
“The kids are just assuming you have the capability.” —Raymond
Brown, Texas Christian University information system—meaning staff must
print out and rekey the application information. It’s a process Brown
calls “absurd.” Now applications feed directly into the SIS, and
it’s none too soon. “We just barely made it last year with current
staff levels,” he says. TCU’s applications have increased greatly from
4,800 five years ago to more than 10,000 this year. Of course, when
application data feeds automatically, errors can’t be introduced during
the rekeying process, and the data is more accurate. Another benefit to
the electronic system, points out Maraviglia, is fewer incomplete
applications because applicants can’t move to the next step until each
previous step is completed correctly. Another beneficial feature, also a
growing trend, is that information captured by the system—either what a
prospect enters online or information gathered from college fairs or the
SAT—can be prepopulated on the person’s application. Some schools use
scanning and digital imaging to get around the lack of comm u n i c a t i
o n between systems, and the fact that transcripts and other supporting
documents still come in as hard copies. At Columbia, the online
application feeds directly into the SIS, and paper applications and
documents are sent to Microsystems, an outside vendor that performs data
entry and scanning services. The firm also uploads new information
directly into Columbia’s database. All admissions mailings have also
been outsourced. At Suffolk University Mass. , documents are imaged using
technology from ImageNow. Bob DiGaurdia, director of administrative
computing, explains it was the offer that best interfaced with the
existing Datatel Colleague system. “Screen scraping” technology allows
them to link any document or electronic media to a student’s record, even
the person’s ID photo. Dayton’s in-house system uses a combination of
automatic uploads and scanned and linked images of transcripts. This has
kept the data entry load about the same, Durkle says, but the process
enables admissions counselors to see an entire application packet,
including the original online application, transcripts, and letters of
recommendation, from the office or home, or from the road. Work Smarter
and Faster Having everything digital and automatic not only saves the
staff from the tedious task of data entry, but it frees time so they can
concentrate on more important matters. An example of the efficiency of the
system: In one day Gustavus Adolphus received 102 applications, and all the
records were updated within five minutes, shares Boehne. Students and
guidance counselors can also check the application’s status online,
which has cut down on inquiries of that nature. Although the department is
processing 30 percent more applications this year, staff levels have
remained the same universitybusiness.com March 2007 | 55 ElctAdmss.indd 5
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Table of Contents for the Digital Edition of University Business - March 2007
Contents
College Index
Company Index
Advisory Board
Editor's Note
Stats Watch
Sense of Place
Viewpoint
Marketing
Human Resources
Financial Aid
Money Matters
Community Colleges
Title IX Turns 35
It’s Electric
Lost in Space
Transportation Trends
Details of Retail
Business Technology
What's New
Calendar of Events
Direct Connect
End Note
University Business - March 2007
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