Transfer Credit and Degree Audit: Automation, Workflows and Business Processes to Speed Evaluation

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Transfer Credit and Degree Audit Automation,
Workflows and Business Processes to Speed
Evaluation

• Greg von Lehmen
• The University of Maryland University College

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What Contemporary students want and need to know
up front

• What does it take to complete a degree with UMUC?
• How credits earned elsewhere match up against the
  UMUC catalogue
• How those credits will be applied to their
  desired UMUC degree
• Why are these questions important? Lack of
  answers can
• Result in duplicated courses
• Wasted financial aid funding
• Delayed time to degree completion

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UMUCs Goal

• To reduce student waiting time, once all
  information is received, to as close to zero as
  possible.

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UMUC Thumbnail Sketch

• Member institution of University System of
  Maryland
• Headcount of over 90,0000 students
• Large DoD contracts to provide f2f instruction
  across Europe, Asia, Central Asia and the Middle
  East, including Afghanistan and Iraq
• Average age is 32
• Each student has an average of five transcripts
• Many have military credit (AARTS and SMART)

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Transfer Credit Degree Process

• UMUCs transfer credit process is automated
  through Singularity software and PeopleSoft.
• Will demonstrate process step-by-step for a
  sample student.

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Electronic Application Data
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Electronic Application Data
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Scan Incoming Paper Transcripts
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Process for the Paper Transcript

• Create an Optical Character Recognition (OCR)
  template for the transcript, if none exists
• Scan the transcript into OCR module
• Verify the accuracy of the OCR process
• Upload the data into PeopleSoft and Singularity
• Scanning replaces manual data entry of transfer
  course information.

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View Transcript in Singularity
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Receive Electronic Transcripts

• UMUC is part of the SPEEDE electronic transcript
  network
• Electronic transcripts automatically enter our
  PeopleSoft and Singularity systems.

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Image Created for Electronic Transcripts
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Course Equivalency Workflow

• Any course entered into PeopleSoft that does not
  have a equivalency is sent to the Workflow Module
  for a Course Equivalency Workflow.
• UMUC currently has a course equivalency database
  of over 450,000 courses
• Faculty use this workflow system to evaluate
  transfer credit for incoming courses.

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Degree Audit Workflow

• Once UMUC receives all transcripts for a student,
  and all courses entered are articulated (have
  course equivalencies) the Workflow Module
  generates a Degree Audit Ready Workflow for the
  student
• Our degree auditors pull student files ready from
  this workflow for the final step deciding how
  credits previously earned elsewhere can be placed
  in the students degree plan

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Complete the Degree Audit
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View the Degree Progress Report
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View the Degree Progress Report
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View the Degree Progress Report
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Student Portal View
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Everything is Complete!

• In PeopleSoft, student and advisors can now run
  an updated degree progress report anytime.
• In Singularity we have
• Image of the paper transcripts, which was scanned
  
• Image of the transcript received electronically
• Course equivalency form documents
• A degree audit ready form document
• A copy of the original Official Evaluation (which
  was completed in PeopleSoft)

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Degree Audit Turnaround Time
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Thank you