REQUESTING AND RECEIVING SECURE e TRANSCRIPTS THROUGH THE

REQUESTING AND RECEIVING SECURE e. TRANSCRIPTS THROUGH THE GRADUATE APPLICATION JUDITH HACCOU, SENIOR ASSOCIATE REGISTRAR & DIRECTOR OF GRADUATE ADMISSIONS STANFORD UNIVERSITY

Stanford University Admissions Background 40, 000 applications

Background Ø 66+ graduate admitting departments § § § School of Earth Sciences School of Education School of Engineering School of Humanities & Sciences School of Med Ph. D/Other non-MD programs MLA – Part-time program for working adults Ø Professional Schools § § Graduate School of Business MBA, Ph. D, Management Programs Law School of Medicine MD Program

Decentralized Process ØAssortment of … § Application deadlines § Supplementary application requirements § Timelines for admissions decisions § Eligibility assessment criteria across schools/departments/programs

Background Ø On-line application and letters of recommendation. Applications submitted directly to departments, including Ø Application data load into University data-base letters of recommendation. (People. Soft). College. NET Admit system is used for a wide range of admission Ø ETS testprocesses. scores load and matched to People. Soft student admissions records. § ETS scores and People. Soft Emplid ID processed into Admit.

Background Ø Application review is varied. § Departments offer admission and enter decisions in People. Soft. Ø Admitted students respond on-line (Stanford selfservice). Ø Departments track student decisions. Ø 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 ØTime consuming. 30% Prior to admission 35% ØNot always sure what to look for. offer After offer is 24% accepted Rely on Central 11% Office

Paperless Admission Transcript Stanford University collaborated with College. NET in streamlining transcript delivery and the verification process through the use of secure e-transcript technology within the graduate application.

Paperless Admissions Transcript Stanford in College. NET’s Applyweb 1 Stanford People. Soft Environment 7 People. Soft Campus Solutions 6 Accept PESC Standard request Apply. Web 5 transcript request acknowledgement Integration Broker transcript request xml Web service 8 10 9 Student request Stanford Electronic transcript Student Verified 2 4 Same Tag Names as PESC XML 3 11 Match transcript to application Transcript Generation 12 LDAP Dropbox server Digitally Sign and Secure Admit 13 Already exists Shibboleth Developed/Contracted by College. Net Developed/Contracted by AS

Admit System View

Admit System View

Paperless Admissions Transcript Ø Year 1 Metrics § 250 + requests received and processed. Ø 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.

Thank You Questions: Judith Haccou haccou@stanford. edu