On average, 13,000 transcript orders come through the registrar’s office per year. Before implementing eTranscripts, Brown had four employees assigned to manually input transcript requests while balancing other day-to-day responsibilities.
eTranscripts allows the registrar’s office to handle a high volume of transcripts with minimal staff involvement. So minimal in fact that during a three-day weekend, just days after implementation, 26 transcripts were processed while the office was closed. “They all got delivered by Tuesday morning,” described Fitzgerald. “That would have taken a staff member, before eTranscripts, two hours to key in all those orders…We’ve taken out the staff middleman and time component associated with that part of the equation. It doesn’t matter if it’s one transcript ordered or 100. Every transcript flows through exactly the same. There’s consistency.”
eTranscripts is being used to automate more and more orders, freeing the registrar staff to reallocate resources where needed. “These are still tough economic times. Requesting additional funding from the institution for creating, hiring, and employing a new position is not something everyone is willing to do,” said Fitzgerald. By reducing the three or four full-time employees dedicated to transcript ordering to one or two in the next few months existing salary dollars can be allocated to create needed new staff positions without increased funding.
“Now with this new process, we’re advertising and pushing students and alumni to utilize the Clearinghouse portal so that it eliminates our data entry completely,” said Fitzgerald. On average, when a student ordered a transcript in person, turnaround took three to five business days. Now, via eTranscripts touch-free processing, most orders are done in 15 minutes.