Miami’s biggest priority was finding a way to automate the process, since they did not have the option of dedicating more resources to the student transcript needs that were flooding their department. After implementing their new service, Miami was able to revolutionize the way that they handle transcript orders, which, for example, could average between 2,000 and 3,000 requests per month. The Clearinghouse helped Miami create an integrated transcript solution, which effectively streamlined Transcript Ordering with their Banner student information system (SIS).
Due to the large quantity of orders Miami gets, this system has been the most efficient way to maintain speed and accuracy. It empowered the student to become a more active part of the process, enabling the registrar office to reduce their manual process by 90%, cutting from 100 staff hours to 10 per week. Once a day, the Clearinghouse sends a batch order to Miami, and then their Banner system automatically matches each student record with the request, identifying records with a hold status. At this point, Miami is able to complete and deliver the approved orders and automatically cancel orders on hold, so that requests never sit in the queue. As soon as the Clearinghouse notifies the student via email, it becomes his or her responsibility to resolve the hold issue.
Miami values the higher level of service that their students get — and with their current process, their students never are left to wonder if their orders are lost or forgotten. On average, their office only gets 8-10 orders per day that require a staff member to investigate their records (e.g., records dated prior to 1978). Miami is now able to fulfill a high volume, maintaining expedient service to their students and partnering schools and businesses.