SPSU Cuts Manual Work, Ensures Same-Day Transcript Processing DATA EXCHANGE services for U.S. and International Students An institution with a focused curriculum on innovative sciences and technologies, Southern Polytechnic State University (SPSU) naturally wanted to introduce the same level of innovation in the transcript services they offer. Serving more than 5,500 students from 36 states and 64 countries, SPSU realized they needed a new way to meet transcript request demand, and so they turned to the Clearinghouse’s Transcript OrderingSM solution. “Having been here at SPSU for nearly 36 years, I’ve been through the ups and downs of our school’s growth,” said Bennie Houck, Records Specialist. “Transcript Ordering has been such a time saver! For a long time, we had a very manual process, where we were collecting handwritten forms and gathering student signatures.” Transcript Ordering has created an expedient approach for SPSU, helping to fulfill the level of urgency their students have. Managing Special Ordering Needs With only a small staff to manage their transcript request process, SPSU found an advantage with Transcript Ordering’s ability to view, sort, and filter transcript requests to simplify the staff’s manual work. For instance, they can filter out special processing requests such as “After Grade Posting.” They can also determine if a student record isn’t in the SPSU database, in the event they need to pull the permanent record. Their staff found the interface intuitive, and it was easy to identify and match student records with the requests through Transcript Ordering. Increased Customer Service Value The implementation of their new system was efficient, and it quickly elevated SPSU from a manual ordering system to an electronic one, eliminating the need to keep a paper trail. By setting up a computer station in their registrar office, they were able to smoothly transition their students and alumni over to an automated method of ordering transcripts at SPSU in just a few months. When a student calls to check on an order status, it only takes a second for Houck or another staff member to figure out if there’s a hold or if it’s been processed. Not only that, they can eliminate duplicate orders through easy access to order history. Transcript Ordering’s customeroriented approach has also significantly reduced the volume of student calls and drop-ins. The service is especially designed to enable students to do more for themselves online — submitting a new transcript order anytime, signing paperless consent, and tracking orders via mobile text alerts. overnight/air delivery options, which they’ve done in the past to make sure it gets there in time,” Houck also added. Currently, Houck mainly manages incoming transcript orders, which can average 500 to 600 transcripts per month. It previously took three to five “Transcript business days to process Ordering has been and deliver a student transcript. SPSU has such a time saver! a large international For a long time, we student population who need speedy transcript had a very manual delivery, and Transcript process, where we Ordering enables their office to provide were collecting same-day processing. handwritten forms Transcript Ordering has and gathering significantly relieved the student signatures.” administrative process for SPSU. In the past, Bennie Houck, transcript processing SPSU Records Specialist was a full-time job. Now it takes 20 minutes to one hour to complete the daily queue of transcript orders, minimizing the amount of manual work involved. Also, the administrative tool has a cutoff date to eliminate older orders that students may no longer want or need (e.g., orders with a “Financial Hold” or “Missing Consent Form after 30 days). “There’s no longer a need to deal with money collection,” said Houck. “Our students can have the confidence in using Transcript Ordering to complete their orders securely, and they’ll never be charged until the order is done.” Protecting student privacy is an important concern for SPSU, and through years of working with the Clearinghouse, they trust the security of the Transcript Ordering platform. With Transcript Ordering, participating schools can easily integrate electronic transcript delivery at any time, including our digital signature, rights management, and additional document delivery options. “Our next step is being able to offer electronic transcript PDF delivery,” commented Houck. n n n Learn more about Transcript Ordering and other Transcript Services at www.transcriptservices.org. If you have questions or would like to start using Transcript Ordering, please contact your Clearinghouse regional or managing director or email [email protected]. Efficient Delivery Options Transcript Ordering also provides valuable savings for both SPSU staff and students, particularly international students. “We are able to process requests in the same day, so students don’t have to spend extra costs on © 2014 National Student Clearinghouse. All rights reserved. www.studentclearinghouse.org 0312-0 www.studentclearinghouse.org © 2014 National Student Clearinghouse. 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