EduTranscript by CertifyMe partnered with a leading North Carolina university, ranked among the Top 50 National Universities by U.S. News and World Report, to modernize its transcript management system. With a student body of over 9,000 and a wide range of academic programs, the university sought to enhance its transcript processing system for improved efficiency, reduced costs, and an exceptional user experience.

The Challenge: Delays, Errors, and Overwhelmed Staff

With an enrollment of over 9,000 students, this North Carolina university had been relying on manual and semi-digital systems for transcript processing. As a result, students, alumni, and staff were facing the following issues:

1. Processing Delays: Transcript requests took an average of 7-10 business days to fulfill, particularly during high-demand periods like graduation season, causing frustration for students and alumni, and missing critical deadlines for graduate school applications and employment opportunities.
2. Administrative Overload: The registrar’s office processed over 5,000 requests per year, with staff spending significant time on manual data entry, troubleshooting errors, and handling follow-up inquiries.
3. Errors in Transcripts: Manual handling of requests led to 3-4% of requests being issued with errors, necessitating rework and further delays.
4. Inefficient Systems: Students and alumni found the system difficult to navigate, leading to confusion and a higher volume of duplicate requests.

The Solution: Streamlining Processes with EduTranscript

To address these challenges, the university adopted EduTranscript by CertifyMe, a digital credentialing platform designed to automate and streamline the transcript request process.

1. Intuitive User Interface: EduTranscript’s user-friendly design simplified the process for students and alumni, reducing confusion and preventing errors during submission.
2. Verifiable, Forgery-Proof Digital Transcripts: With verifiable digital transcripts, the university could now issue secure, tamper-proof academic records instantly—eliminating the need for physical transcripts and ensuring timely delivery for both local and international requests.
3. Real-Time Tracking: The system’s real-time tracking allowed students and alumni to monitor their request status, significantly reducing follow-up inquiries by more than 40% and preventing duplicate submissions.
4. Automated Workflows: The platform automated data entry, credential issuance, and tracking, drastically reducing manual intervention and improving processing speed.

"The time and cost savings have been remarkable. We’re now able to fulfill transcript requests in minutes instead of days, and the accuracy of our records has drastically improved. "

– Assistant Registrar, Academic Records

Solutions

Despite its reputation for academic excellence and innovation, the university struggled with outdated systems that couldn’t keep pace with the growing demands of its diverse student and alumni base. These challenges created bottlenecks, impacting the efficiency of academic record management and frustrating users across the board.

Key Results

EduTranscript delivered remarkable results that transformed the university’s approach to academic record management. The improvements in processing time, cost savings, and user satisfaction were substantial.

Drastic Reduction in Processing Time

Previously, transcript requests took an average of 7-10 business days to complete. With EduTranscript, the processing time was reduced to just 20 minutes, enabling faster and more reliable transcript delivery to students and alumni.

Cost Savings and Environmental Impact

By eliminating the need for paper transcripts, the university saved over $50,000 annually in paper, printing, and postage costs.

The reduction in paper usage also aligned with the university’s sustainability goals, saving over 7,500 sheets of paper annually.

Improved Administrative Efficiency

Automating key tasks allowed the registrar’s office to process more requests in less time:

1. Request-related inquiries dropped by 45%, enabling staff to focus on higher-value tasks and strategic initiatives.
2. The platform reduced human error in transcript issuance, improving accuracy to less than 0.2%, a tenfold improvement compared to the previous error rate of 3-4%.

Global Access and Faster Delivery for Alumni

Alumni, especially those residing internationally, saw immediate improvements:

1. Over 85% of international transcript requests were completed within 48 hours, providing quick access to academic records, regardless of location.
2. Alumni could send transcripts to multiple institutions simultaneously, saving time and effort.

"Student complaints have significantly dropped, and our staff is no longer bogged down by the old, clunky systems. The speed and accuracy of transcript requests have vastly improved, saving both time and money, while students and alumni are happier than ever."

– Director of Student Records