webinar: best practices for managing student records requests
TRANSCRIPT
Best Practices:
Managing Student Records Requests
Presenter: Ron Christian
Scribbles provides a Software-as-a-Service (SaaS) platform to manage records, collect information, verify identity, process
payments and streamline the records management processes for K-12 school districts.
Full Service K-12 Records Management Company Hosted, SaaS Solutions designed exclusively for K-12 School Districts Online Student Records Requests Serving over more than 5 million Students Managing over 150 Million Student, HR and Finance Records Selected by 14 of the Top 30 School Districts in the US
K-12 Records Management Made Simple!
All Clients are References…
Requestors of Records
Current Students
Former Students
Corporate / Background
Checks
Gov. Agencies
School Districts - Transfers
Colleges & Universities
Law Firms
Adult Education Students
Who is Requesting Records?
Method Requesting
Records
Walk-Ins
US Mail
Phone CallsEmails
Faxes
How are Requests Made?
Record Types
Transcripts
GED
Diplomas
Graduation Verifications
Test Scores
Adult Education
Deferred Action
Health / Immunization
Records
What Types of Records are Requested?
Records Storage
Microfilm
Microfiche
Paper Files Onsite
Paper Files Offsite Storage
Document / Records
Management
Student Information
Systems (SIS)
Where are Records Stored?
• One Centralized Service to Submit All Requests• Self-Service for Students and Corporations• Unify, Control and Optimize Records Requests Process• Insure FERPA Compliance• Reduce Costs of Processes Request• Accelerate Turnaround Time for Processing Requests• Increase Security & Identity Protection of Students• Manage & Control Records Distribution• No Impact on the Districts IT Department• Complete all of the above with NO Budget
Justification / Desired Outcomes
• Saving 5 minutes per Request assuming 15 records requests per day per person. 75 minutes per day. 15,000 minutes per year (250 hours or 1.56 months)
• Reducing 80% of your Phone Calls assuming 10 calls per day per person and 3 minutes per call. 30 minutes per day. 6,000 minutes per year (100 hours or 2.5 weeks)
Justification / Desired Outcomes
No more calls from Verification Companies!!
• 100% Hosted (SaaS)• Records / Document Management• Online Forms• Online Payment Options• Email/Text/Phone Communications• Interactive Voice Recognition (IVR)• Identity Authentication• Records / Document Management• Online Order Tracker• Reports & Audit Trail
Functional Components of Automation
Deliver all of the above at NET Zero Cost…
BEFORE• $3 per Student Requests• $3 for Corporate Requests• Assuming 15 Student Requests /
Day. $45 per Day.• Assuming 10 Student Requests /
Day. $30 per Day• TOTAL $75 per day or $15,000 /
Year
NET Zero Cost Model
Generate an additional $55,000 per year!
SUGGESTED• $10 per Student Requests• $20 for Corporate Requests• Assuming 15 Student Requests /
Day. $150 per Day.• Assuming 10 Student Requests /
Day. $200 per Day• TOTAL $350 per day or $70,000 /
Year
Current Students
Former Students
Corporations /Background
ChecksGov. Agencies
School Districts / Transfers
Deferred Action
Inactive Students
Student Record Requests
Replace all Manual, Paper-based Processes…
Unify, Optimize and Control
No IT Support RequiredAdd Links to ScribOrder
Online Forms100% Hosted
Customized to your
Specifications
Eliminate Paper Forms
Online Forms Data Collection and
Validation
DigitalSignature
Electronic Signature
Signature OptionsE-Sign Act Compliant
Attach a signed authorization/release of information or a copy of a photo ID
for verification
Signature OptionsUpload Signed Release
Drivers licenses can be modified
and signatures can be forged.
The only real way to verify
information and protect student identity is with
ScribCheck.
Identity ProtectionFERPA Compliant
Multiple Payment OptionsOnline Payments
Debit Cards, Credit Cards, Cash, Checks, Money Orders,
Hardships Cases (FREE)
….ScribOrder manages it all!!
CommunicationEmail, Text and IVR
Order Received
OrderProcessed
OrderDelivered
PaymentDeclined
InformationNeeded
CannotAuthenticate
Identity
VoicemailReceived
CommunicationMultiple Touch Points
The Requestor can check a Real-time status of their request
andLeave Voice
Messages for the Processor
CommunicationOrder Tracker
Processing RequestWorkflow Automation
Processing RequestRecords Management
Processing RequestAuto Grad. Verification
Processing RequestMail Delivery
Processing RequestE-Transcripts
Processing RequestTemplate Responses
Processing RequestAudit Trail
Processing RequestReporting Options
