Backto the future

The ANU experience of online certified documents

Presented by:

Joan AngelDeputy Registrar, Student AdministrationAustralian National University

Mark EricksonAcademic Registrar and Director, Academic ServicesUniversity of Queensland

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Agenda

• ANU evolution in approach to use of online certified documents

• Benefits and windfalls• Lessons learnt and retrospective view

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ANU timeline

• 2010 Original implementation – graduate documents only

• 2013 Current student access – academic transcripts

• 2015 Hard copy testamurs issued• 2016 Online self service for all• 2017 My eQuals

Original implementation - 2010Part of AHEGS implementationBAU effort - 3 months FTE x 1 BA, x 1 Developer, x 1 DBA

over 6 month timeframeWorked with remote vendorLocal instance using web servicesXML templates already existed – needed minor changesBuilt control table in PeopleSoft

Project benefits: Credential security, graduation document portability and alumni engagement

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Original project drivers and benefits

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Promotion for graduates only

Email access via alumni email accountExtended alumni access to university servicesAuthentication had to manage both alumni

and current student access rulesManual updates to quickly fix documents no

longer availableAll graduation documents - free of chargeDocuments not available prior to 2010

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Current students included - 2013

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End to end online service introduced Student self service ordering Integrated payments online Delivery of academic transcript online

Streamline administrative process for all transcript orders

Nominal fee introduced

Graduations 2015 – hard copy testamur only Hard copy testamur issued at graduation Hard copy transcript and AHEGS could be purchased Electronic documents provided free of charge on

graduation Multiple documents in a single tube causing

problems Time constraints between semester results and

graduation ceremonies

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For alumniChange in practices Pre 2010 now available on request Historical enrolment records can be rebuilt

and then made available Life long access to student self service

Hidden savings verification requests timely response anywhere in the world

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Benefits

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Lessons learnt

o Student acceptance from initial implementationo Better international acceptance than domestico Better and broader communication will improve

general acceptance o Timing is everythingo Promote use of digital documents by responses to

verification of paper documentso Pricing signals

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Paper

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Student initiated requests - academic transcripts

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2013 2014 2015 2016Graduation hard copy 12.36% 17.35%e Copy 24.31% 36.33% 38.06% 38.79%Hard copy 75.69% 63.67% 49.58% 43.86%

0.00%

20.00%

40.00%

60.00%

80.00%

100.00%

120.00%

Hard copy e Copy Graduation hard copy

July graduations 2017 update

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Number of electronic documents issued

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2010 2011 2012 2013 2014 2015 2016ANU Transcript 4311 5199 4841 6216 11218 8797 10034AHEGS 5055 6092 6246 6792 9325 5816 6376Testamur 4873 6075 6269 8004 7442 5862 6225Graduates 5173 6208 6662 6764 6307 5535 5354

0

2000

4000

6000

8000

10000

12000

Number of electronic documents issued & number of graduates

ANU Transcript AHEGS Testamur Graduates

Update:July 2017 compared to July 2016

2017 transcript orders:• All academic transcript requests up 31% to end July

– Graduations 44%; Other requests 56%• Graduation hard copy documents produced up 95%

Service transition:• Self service orders up 59%

– Includes graduate orders

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Greater awareness building

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My eQuals improvements for ANU

o Currently have to have encryption key on local PC to sign – will be automatic

o Cloud based solutiono Automatic revoking – has been manualo Revisit preferred email o Access to international and other institution

credentials in one location

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They’re waiting for us to catch up

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Questions

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