Automatic Processing of Transcript Requests

As tertiary institutions, receiving transcript requests and processing such requests manually can be time consuming and prone to errors and mistakes which may invariably lead to loss of admission, scholarship and job opportunities by your students.

ETX-NG provides free online portals that allow registry staff in tertiary institutions to automatically receive, process and respond to academic transcript requests securely and quickly and with greater control.

If you currently still use a paper system for receiving, processing, and mailing transcripts then you will be blown away at how much time you are about to save. Student-initiated requests make it easy for them to ask for a transcript and easy for you to process them…automatically.

Our automated system gives students the freedom to request transcripts online, 24/7 from anywhere in the world without ever stepping foot in university offices. Transcripts are delivered to academic institutions, prospective employers and other recipients through our integrated Electronic Transcript Delivery Network or by traditional surface mail.

This service ensures that students do not need to travel to their schools to apply for transcripts; but rather allows them to order for their transcripts online and have it delivered to any destination worldwide.

All requests go into your queue allowing you to easily monitor and process digital transcripts from anywhere using any device thereby giving you full control.

Students won’t have to worry about missing a deadline or a job opportunity because their transcript was slow arriving or lost in the mail. With our easy to implement solution, generating and sending transcripts takes less time so you can focus on other tasks. Our service incorporates all the features institutions need to offer state-of-the-art online transcript ordering.

• Transcripts On Demand speeds up delivery, lower costs and frees up time so you can focus on improving student service. Our service incorporates all the features institutions need to offer state-of-the-art online transcript ordering
• Workflow process: You can allow staff from the bursary department to confirm transcript payments, alumni association can confirm membership and faculties can validate results all done online and as part of the transcript process.
• Fully Traceable: No more lost transcripts! Both the tertiary institutions and their students will be notified when the transcript is sent, received and opened.
• Secure and Unforgeable: Encrypted data is transmitted via a secure Internet connection applying the same high security protocols and confidentiality standards used for online banking and commerce.
• Enhanced Student Service: Students won’t have to worry about missing a deadline or a job opportunity because their transcript was slow arriving or lost in the mail
• Increased Office Efficiencies: With our proposed solution, sending transcripts takes less time so you can focus on other tasks. Plus, your paper burden can be significantly reduced and more transcripts archived electronically and out of your way.
• Easy to Implement: Advanced web technology enables easy and safe implementation which does not require extensive IT support.
• Data Protection: Fully compliant with data protection laws and the privacy of student and subject records. Authority to disclose information is in-built within the platform in accordance to each institution’s defined procedures.

• Automatic Cover Letter: With built in receiver data, your cover letters are now automatically generated and you still have full control over its content.
• Digital Signatures: Pre-approved registry staff signatures can log in and sign transcripts online with their electronic signatures which is more secure than ink signatures..
• Work Anywhere: We provide laptops and mobile devices at no cost to participating schools as a way of encouraging them to move away from unsecure paper transcripts to secure electronic transcripts.
• 24/7 online ordering with payment collection and continuous order tracking with status pushed to students via messaging
• Real-time reporting (where and count of transcripts going, why, were they ordered)
• Prevent fraud by ensuring that no transcript can be printed without a corresponding student request
• Reduced volume of incoming calls, messages, visits and unscheduled interruptions at schools and the registry offices.

1. You will give us your current transcript application forms, we will review it and make suggestions on the adequacy of information to be captured. 
2. Once we agree the new structure of the application forms, we will convert them to digital forms which can be accessed online.
3. We will set-up your institution on our transcript application platform which automatically gives you a dedicated online transcript application page with your branding
4. A dedicated URL will be provided to you as well as banners which you should place on your website. This will link students and alumni to the transcript application forms online.
5. Students and Alumni will be able to register and complete the application forms online
6. Based on variables captured, the displayed price will vary and student will be able to complete the application by making a payment online through whichever means they are most comfortable with
7. We will provide you with a laptop in built with our management software. All transcript applications received will automatically be stored into this system form where your nominated staff can review and commence processing.

• Students initiate the request: If you currently still use a paper system for receiving, processing, and mailing transcripts then you will be blown away at how much time you are about to save. Student-initiated requests make it easy for them to ask for a transcript and easy for you to process them.
• All requests go to your queue: We make it easy for you to keep track of what requests are still outstanding and even easier to process the requests. You can have ETX.NG email you right when you have a new request, give you a daily or weekly summary, or never email you at all. You are in control.
• Students receive emails as actions are taken: Never get asked "Did you send my transcript, yet?" again. Our system will automatically email your students when their transcript has been sent and when the university downloads it.