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Streamlining Graduate Admissions: Secure e-Transcripts at Stanford University

Stanford University has enhanced its graduate admissions process by integrating secure e-transcripts through a partnership with CollegeNET. This innovative system facilitates the timely submission and verification of transcripts for over 40,000 applications across 66+ graduate departments. By adopting paperless solutions, we achieve greater efficiency, reduce the reliance on paper, and ensure that evaluators have clear and accessible copies of transcripts. This transformation not only simplifies the admissions process but also enhances the overall experience for both applicants and staff.

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Streamlining Graduate Admissions: Secure e-Transcripts at Stanford University

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  1. REQUESTING AND RECEIVING SECURE eTRANSCRIPTS THROUGH THE GRADUATE APPLICATION Judith Haccou, Senior Associate Registrar & Director of Graduate Admissions Stanford University

  2. Stanford University Admissions Background 40,000 applications

  3. 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

  4. Decentralized Process • Assortment of … • Application deadlines • Supplementary application requirements • Timelines for admissions decisions • Eligibility assessment criteria across schools/departments/programs

  5. 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.

  6. 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.

  7. Transcript Types

  8. Transcript Verification

  9. Transcript Verification at Department Level • Time consuming. • Not always sure what to look for.

  10. 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.

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

  12. Admit System View

  13. Admit System View

  14. 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.

  15. Thank You Questions: Judith Haccou haccou@stanford.edu

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