Third Party Ordering for Admissions

Learn about a postsecondary institution’s admissions office’s ability to place transcript orders on behalf of students and applicants.

Transcript

welcome and thank you for joining us for Third Party Ordering for Admissions. Third Party Ordering Admissions allows an admission officer to order a transcript on behalf of student. You do not have to rely on student to place a transcript order and you can do it timely and send it to the institution in your desired delivery method. The student who is applying or accepted to the institution has to provide consent for each request. So s FERPA approved student consent form is required. Once we receive the transcript from the sending institution, we will securely deliver that to the admission office through our electronic transcript exchange ETX Plus. Your admission staff can place this order on behalf of student. You can log in to retrieve the transcript, look into the order status, look into the completed orders, look into the Reconciliation Report and pay invoice. Let's look into how it works. You as an admission officer have to get a written consent from the student. Once you do that, you can place an order. Once you place an order through Clearinghouse user interface, we will send that request to the sending institution. Sending institution will get that transcript and we will be able to deliver that either through electronic ETX Plus as an electronic transcript or if the sending institution offers printing and if you want printed transcript, we can deliver that as well. Your staff will have a capability of looking into order status anytime. You also will have access to On Demand reports of the completed orders. You will have access to the Reconciliation Report and be able to conveniently pay online for any invoicing or payment. Now this is what our secure site looks like and if you use Transcript Services you will have a Transcript Services tab on the top. Based on different services you have within Transcript Services, you will have different boxes. If you are a Third Party Ordering Admission customer, you have an order a transcript box that you see in the leftmost bottom side. This is where you will go to order a transcript on behalf of your student or to view the order status. Once you click on that, it'll take you to this page where you will be able to look for the institution you want to order the transcript form. You can order from 1,400 different Transcript Ordering Clearinghouse customers. Enter the institution name and press continue. This will take you to the ordering page. There are three steps to order a transcript on student behalf. The first is you have to receive a consent and then you need to enter the details. Those details include first name, last name, date of birth, student ID or Social Security number, however the sending institution requires to deliver the transcript to you. On the top, there's an optional record number. This is for your reference for internal purpose. If you want to use a different method of tracking, you can leverage this record number. Once you enter all these details, we will ask how you want to process the transcript, what's the method of delivery and if there is any attachment you can attach that as well. So here, processing as current transcript as is. For delivery, electronic. It defaults into one copy. And if you choose mail, you can choose how many copies. If you want to upload an attachment, you can do that. You will also be able to see the fee summary at the bottom. Once you hit next, you will be able to see the total details of the order. You need to accept that you have received a consent from the student and student is applying to your institution either for transfer or enrollment. And you can hit submit order. You will have an order number and you'll be able to track this order. We will receive the order, send this detail to the sending institution, request for the transcript and if there are no issues with the transcript, there's no hold, the institution will send the transcript back to us and we will deliver to you based on whichever method you have requested. Your department will be invoiced for this order and you will be required to pay your monthly invoice by end of the month. This section you can look into the orders that you have placed, search by the order number, first name or last name. You can also apply multiple filters and look for the one particular order with the dates. You can also export all the orders. You do have a capability of generating different kinds of reports and I'm going to talk about the Reconciliation Report. Choose a Reconciliation Report. Choose the dates. Once you do that, you have a capability of downloading it in the Excel format and this is what the report looks like. So you will have access to how much school fees was, what's the Clearinghouse charge and how much is the total order for each order as well as your total monthly order. When we deliver the transcript, if you're requesting it electronically, we deliver it to ETX Plus. Once you sign up for Third Party Ordering Admissions, we will also sign you up for ETX Plus which is free and this is where you will receive all the transcript together in one place. If you already have ETX FTP, we added the ETX FTP tab within ETX Plus so you don't have to go to two different places to download the transcripts. You also have a capability of searching the order by first name, last name, sending institution, order number and you can also refine it by new versus previously downloaded and you can download multiple or just one transcript at one time. When you place an order for a transcript for a student, you had to enter the student email address. If there's a transcript hold, we will send an email notification to the student so that they can clear the hold and transcript can be sent to you. If the sending school is one of our realtime integrated school, if there is any hold or if the student record is not found, you will know it real time during the order as well. Your staff will have access to not only ordering but tracking, payment and ETX Plus. You can define who can have what access. Access are driven by user specific role. Different department and offices can have their own TPO Admissions account agreement so that it's easier to sort and filter. Let's look into invoices and payment. Payment is on a monthly basis even though we charge per order. An invoice will be sent at the beginning of each month through the billing contact. We recommend to have a credit card on file to prevent service interruption. And if the credit card is on file, we can do auto pay or we can also do manual pay in the secure payment module with a credit card. Or if you prefer a check, we can also allow for a check payment within 30 days of receiving the invoice. We have a small Clearinghouse fee plus any fee that the sending institution charges. Meaning every sending institution has their own transcripts charges. When you place an order on behalf of student, there's the school fee and then a small fee that Clearinghouse charges for the service. A Reconciliation Report will be available for download and review whenever you want. We will send reminder emails when invoice is ready, when it is past due or when it is paid so that you have all those details. If the payment is not received within 30 days, the service will be turned off until the payment is received. You might be wondering what the fees are. So right now, it's $10 per transaction for fulfilled orders. If the order gets cancelled, there is no charge to the institution. If you are our general Transcript Ordering customer, you will receive a discount of $5 meaning our transaction cost will be only $5 per transaction. So what does implementation look like? You need to sign and send the contract and the setup form. We will set up a TPO Admissions account and we will also set up a ETX Plus account for you. We will work with you to provide user access to the new services. We will also set up an invoice account with credit card and contact information. Once that's done, you can start placing and receiving orders. So it's pretty straightforward, very easy to use service. So what are the benefits of Third Party Ordering Admissions? The best benefit is you don't have to rely on your student to place an order. You can do it yourself and choose the method you require to receive the transcript. Very easy, three-step process for ordering and retrieving the transcript. Since you're ordering the transcript yourself, it defaults the delivery department or mailing address which saves so much hassle. Minimal fees are billed on a monthly basis and not per order. You have a capability of looking at order status and track order anytime you like. Notifications are sent to the student if there is a hold or record not found through email. You can also do a school specific tracking using the record number and user ID. Clearinghouse Transcript Services has more than 1,400 schools so you do have a capability of ordering from all those 1400 schools. That's the Third Party Ordering Admissions. Any questions? How long are transcripts available in ETX Plus? Do they expire after orders are successfully fulfilled? So they're available for 180 days in ETX Plus on both ETX Plus and FTP tab. After that 180 days they are automatically deleted and no longer accessible. If you are using that Legacy SFTP ETX, they're only available for 45 days max but for ETX Plus, they're available for 180 days. Please reach out if you have any questions and we will be happy to answer them for you. Looking forward to have you all started on Third Party Ordering Admissions. Thank you have a great day.