Intergrate an updated online and electronic transcript delivery service :: PIP System (SUNY Orange)

Intergrate an updated online and electronic transcript delivery service Print All

Initiative Title	Intergrate an updated online and electronic transcript delivery service
Submitted in Previous Year(s)	No
Critical Information, Notes, Justification, Rationale	The goal is to have incorporated a system where current and prior students can order their college transcript online and have the processed though the Credential Solutions systems. This system will also print and mail official college transcripts as well as GETA transcripts to students saving the college money in postage, handling and employee time. This system will also allow us to move forward by sending and receiving electronic transcripts though the appropriate systems. Admissions will also be able to receive electronic transcripts through the high schools as well as possibly for transfer students as well. We will also be able to send our transcripts electronically to other institutions, which reduces cast even more. This service will also provide a Reverse Transfer Credit service that will allow participating SUNY Institutions to offer a FERPA compliant opt-in request to send the student’s completed academic work from the currently enrolled SUNY Institution back to the former SUNY Institution for purposes of obtaining an Associate’s Degree. We will be able to receive reports by providing us with several reporting functions that may include reports that can be created in real time for a specific date range and include any combination of placed order, completed orders and/or orders placed manually by the Registrar’s Office.
Consequences of this initiative not being funded	We currently have a transcript ordering service with the National Student Clearinghouse, but this service only allows students to order online, and dose not provide the other services at this time
Department Goals
Programs
Locations	Main Campus
Estimated Completion Date	07/03/2017
Will this initiative span multiple budget years?	No
Importance	High
Funding Source	Request for Prioritization
Created	11/13/2017 1:31 pm
Updated	01/23/2018 2:51 pm

Institutional Goals

Goal	How will the initiative support this institutional goal?
STUDENT SERVICES MASTER PLAN 2013 Technology Explore, introduce and utilize technology designed to improve operations, enhance communication, streamline service, and increase productivity and efficiency.	We would like to offer students a faster way for them to send transcripts on to their next college without the postal service. Sometime the transcripts get lost in the mail and student need to resend which adds time to the process for them to get accepted and or receive transfer credit.
ACADEMIC MASTER PLAN 2016-2020 The Student Experience Objective #3: Enhance academic support and services by effectively utilizing equipment, facilities, personnel, and technology to meet our students’ needs.	We would be supporting a streamed line approach to students ordering transcripts using electronic methods. We would no long be required for these types of transcripts to print and mail transcripts saving staff time and college resources.

Action Steps

Action Step	Responsible Party	Order
Review proposal and sign a contract with Credentials Solutions and send notice to National Student Clearinghouse, who is our current vender that we would no longer use this service.	Registrar's Office and Information & Technology Services	1

Expected Outcomes

Outcome	Order
To improve operations, enhance communication, streamline service, and increase productivity and efficiency	1

Assessment Methods

Method	Description	Other Method	Responsible Party
Other	Enter other assessment method	Tracking transcript orders and survey students who use the service	Registrar's Office

Resources

INITIAL YEAR COST:	$1,500.00
RECURRING COST:	$1,500.00

Equipment

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Facility

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Supply

Need	Cost (Initial/Recurring)	Supporting Departments
Contract with Credentials Solutions	$1500.00 / 1500.00 (1st year)	Bursar Admissions and Recruitment Academic Technology
TOTAL:	$1,500.00 / $1,500.00

Staffing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Training

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Marketing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Other

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Prioritization

Level 5 Level 5 Cabinet Middle States	Level 4 Level 4 PBIE Committee	Level 3 Level 3 Academic Affairs and Student Services, Provost, VP Office Administration and Finance, VP Office Board of Trustees Chief Diversity Officer Institutional Advancement, VP Office President, Office of Student Services, VP Office SUNY Orange Foundation Sustainability Workforce Development, Strategy & Innovation, VP Office	Level 2 Level 2 Alumni Relations and Special Events Athletics Business Math Science and Technology, AVP Office Business Office CAPE Career and Internship Services Communications Office Enrollment Mgt and Student Financial Services, AVP Office Facilities Food Tech Grants Health Professions, AVP Office Hudson Valley Educational Consortium Human Resources, AVP Office Information Technology, CIO Office Institutional Planning Assessment and Research Lab School Learning & Student Success, AVP Office Liberal Arts, AVP Office Marketing Newburgh Campus Phi Theta Kappa Security Student Engagement and Completion, AVP Office	Level 1 Level 1 Academic Advising Academic Support Middletown Academic Support Newburgh Academic Technology Accessibility Services Admissions and Recruitment Arts and Communication Behavioral Sciences Biology Bursar Business Capital Projects Center for Student Involvement Center for Teaching and Learning Clinical Laboratory Science Computer Science and Technology Criminal Justice Cultural Affairs Custodial and Grounds Dental Hygiene Deployment & Operations Diagnostic Imaging Education Educational Opportunities Program Educational Partnerships English Enrollment Support Services Environmental Health and Safety ESL CAPE Financial Aid Global Studies Governance Honors Program HVAC Information Services & Network Infrastructure Interdisciplinary Studies Liberty Partnership Program Library Mail and Copy Services Maintenance Mathematics Movement Science Nursing Occupational Therapy Payroll Physical Therapy Records and Registration Science Engineering and Architecture Student Services - Data Management Student Services Central Student Services Newburgh Campus Student Support Initiatives Testing Center TRiO Student Support Services Unused Wellness Center Work Force Development CAPE	Initiative Title	Department
			Notes View	1	Intergrate an updated online and electronic transcript delivery service $1,500.00 / $1,500.00	Records and Registration

Prioritization Notes

Level 2

Level 2 (Enrollment Mgt and Student Financial Services, AVP Office)

Included in combined Student Services technology initiative - GB

Assessment

Date	Department Name	Status	Cost to Date	Funding Source
No results found.