MHEC e-Transcript Initiative (ETI)
Introduction
The Student Access Advisory Committee (SAAC), in February 2006, released an RFP to identify a vendor that could establish a comprehensive electronic transcript initiative for all eligible participants (public/private secondary & postsecondary schools) in the twelve state region of the Compact, while providing the states with cost-savings that could only be achieved by working collaboratively.
The SAAC’s RFP Review Committee received four viable proposals and spent a considerable amount of time reviewing each vendor. After extensive conversation and review the Committee made a recommendation to the full SAAC. The Review Committee determined that Docufide, Inc., a Los Angeles company soley focused on electronic transcript exchange, stood out as the winning vendor to our RFP. SAAC unanimously approved the Review Committee's recommendation. On June 8, 2006, SAAC presented its recommendation of Docufide to the MHEC Executive Committee, which also gave its unanimous approval. The Docufide proposal best fit the needs of our project and the Review Committee remains confident in their ability to deliver to the MHEC states.
This initiative offers a mechanism to facilitate the transfer of student information between the Midwest's public and private high schools and to the Midwest's public and private colleges and universities in a consistent format, as well as enable transfer among all participating Midwest postsecondary institutions.
Eligible Participants
All high schools and public and private non-profit colleges, universities, community colleges, technical colleges and statewide higher education agencies in MHEC member states shall be eligible to participate in the Electronic Transcript Initiative. College can register to receive transcripts electronically at no cost. To register to receive transcripts electronically at no cost click here.
Benefits
By participating in the e-Transcript initiative, MHEC state schools not only save time and improve processes, but also recoup an estimated $6.70 per paper-based transcript processed (DOE/NCES study on cost per transcript to secondary/postsecondary schools). With an average of 6 transcripts per student being requested, that adds up to over $40 per college bound student. Postsecondary institutions will also see a savings, calculated at over $9 per incoming high school transcript.Cost Savings
All schools participating in the MHEC ETI can achieve substantial savings over the processing of paper and mail based transcripts. Existing practices for sending transcripts include the following costs, most of which are eliminated with an electronic transcript solution.
- Receiving paper transcript requests from students
- Processing transcript requests
- Printing a transcript for each requested destination
- Signing and stamping transcripts
- Placing transcripts into envelopes
- Dealing with student phone calls or office visits regarding the status of their requests
- Time spent dealing with lost or misplaced student requests and transcripts
- The costs of transcript paper, envelopes and postage
- Handling incoming transcripts through mailroom operations
- Physically processing the transcript so it can be ready to scan or file
- Capturing data content from transcript (e.g., image scanning, OCR, and/or keypunch/data entry)
- Reviewing captured data for scanning/OCR errors
- Matching transcript to application/admissions folder
- Normalization of transcript data (e.g., GPA calculations) for consistent evaluation
- Time spent locating lost or misplaced transcripts
- Optional notification of applicant that transcript received
- Dealing with student phone calls regarding transcript status
In addition to time and cost savings provided through the adoption of the initiative's core electronic transcript services, schools also have the ability to deliver transfer transcripts to any other high school participating in the initiative. This capability to deliver a standard format transcript between participating high schools (independent of their SIS type) is the first of its kind and will vastly improve the timeliness and accuracy of transfer student placement.
Postsecondary institutions can begin benefiting from this initiative by registering to receive electronic transcripts. Once registered they will immediately begin receiving transcripts electronically from high schools throughout the Midwest and nationwide that are already utilizing Docufide's Secure Transcript. Participating institutions receive transcripts in a PDF electronic or PESC standard XML format (for transcripts coming from schools with compliant transcript output). Additionally, registered schools will gain access to school contact and profile information, and will benefit from automatic student confirmation emails (when transcripts are downloaded) and comprehensive reporting. Registering to receive electronic transcripts takes less than 10 minutes and allows for free, unlimited receipt of transcripts from all participating high schools.
More Information
For more information on how your state or institution can participate in the MHEC e-Transcript Initiative, please contact Jennifer Dahlquist, Vice President and Chief Financial Officer, at 612-677-2762.To learn more about the services and technology behind the initiative, you can also reach the provider, Docufide, Inc. with questions or to gain additional information here.