Streamlining Graduation: The York County Community College Diploma Process
York County Community College (YCCC), one of the seven colleges in the Maine Community College System, has significantly improved its diploma ordering and issuing process, transforming it from a months-long endeavor into one that takes only a few hours. This article delves into the details of this transformation, highlighting the challenges YCCC faced, the solution they implemented, and the benefits they have experienced.
The Previous Laborious Process
Before transitioning to Parchment’s Diploma Services, the biggest challenge for York County Community College was time. In the past, it would take York County Community College months to order and issue diplomas to their graduates, which was frustrating for everyone. Every year, the diploma ordering and issuing process took months. Jessica Masi, Director of Enrollment Services, describes the laborious process: “We ordered the diplomas in bulk, months in advance. We would then have to circulate the diplomas around multiple offices for the official signatures. That took a long time. We would then have to manually pull out all the students who didn’t end up graduating. It was a really lengthy process.”
The Solution: Parchment Diploma Services
When exploring a potential fix, York County Community College looked for a solution that would take weeks or even days, instead of months. Ultimately, YCCC chose to partner with Parchment, a vendor they already trusted due to their successful Transcript Services contract. “It’s nice to work with one vendor, a vendor that we trust. And for us, we make the diploma service work financially through our Transcript Services contract.”
“Issuing diplomas through Parchment has been a real game-changer for us," says Masi. "What used to take us months now takes us a few hours." With Parchment, the process takes just a few hours: “We upload a roster and double-check our work, but that’s basically it. It’s a real game-changer for us. It really is. Parchment sends a digital and print version quickly and even does some of the address verification for us.”
Initially impressed with Parchment’s solution, YCCC was waiting for the fine print to bring her back down to earth. “I kept expecting to hear bad news. I kept waiting for hidden fees along the way, but they never came. It was that easy. I tell other institutions that all the time. ” The diploma process through Parchment’s Diploma Services has been wonderful.
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Benefits of the New System
The implementation of Parchment Diploma Services has yielded several significant benefits for YCCC, its staff, and its students:
- Reduced Processing Time: The most significant improvement is the drastic reduction in processing time. What previously took months now only takes a few hours.
- Reduced Administrative Burden: By automating much of the diploma issuing process, Parchment has significantly reduced the administrative burden on YCCC staff.
- Increased Transparency and User-Friendliness: Students now receive a digital and print diploma with transparent tracking information that lets them know what to expect throughout the process. This has led to a dramatic reduction in the number of phone calls to the Enrollment Services office, indicating that students find the process more transparent and user-friendly. Jessica says, “The amount of phone calls we receive has been dramatically reduced. If you’re in our world, you know that means that students are finding the process more transparent and more user-friendly."
- Digital Diploma Option: YCCC didn’t initially seek out a digital option but has been surprised by the impact. With a digital and print diploma going to students, it’s allowed students another avenue to see and share their hard-earned credentials. Jessica describes the impact of issuing a digital diploma, “We didn’t seek out a digital solution initially, but the digital diploma has been a pleasant surprise, and our students enjoy getting the digital version."
- Address Verification: Parchment even does some of the address verification for YCCC, further streamlining the process.
Transcripts
YCCC also utilizes Parchment for transcript requests, providing students with a secure, online method for requesting transcripts. The Parchment transcript request service is simple, secure, and available 24/7. The cost of an official transcript is $6.00, and all payments can be made online through the online transcript request link. Unofficial transcripts are FREE and can be printed by logging into a MyYCCC account and clicking on the transcript link on the student tab. If you are a business, college, or organization trying to request a transcript on behalf of a student, please follow the link below. If you cannot pay online, you may download a copy of the transcript request form.
Compliance and Additional Information
York County Community College is committed to protecting the privacy of its students and complies fully with the Family Rights and Privacy Act of 1974 (also known as FERPA or the Buckley Amendment). All the exceptions are permitted under the Act. At its discretion, the institution may provide directory information in accordance with the provisions of the Act. Such information may include: name, address, date of birth, telephone number, dates of attendance, class, previous institution attended, the field of study, awards, honors, degrees, as well as participation in officially recognized sports and activities. Enrolled students may withhold disclosure of any category of directory information under the Act.
YCCC is proud to participate in State Authorization Reciprocity Agreements (SARA) which allows us to provide online and distance learning programs to residents of states outside of Maine. Our academic programs are designed specifically to meet and surpass the state’s requirements for a person to be licensed or certified here in Maine.
The financial statements for the Maine Community College System, together with the annual audit report, are available upon request. All text, images, graphics, animation, and other materials on this site are subject to the copyrights and other intellectual property rights of YCCC.
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New York State Education Department Information
NOTE: The New York State Education Department DOES NOT have any high school records or high school transcripts. Duplicate official high school equivalency diplomas and/or transcripts can now be purchased online. This service is for HSE record holders only. Third-party requests (colleges, employers, etc.) must be made through the duplicate request form; instructions found below. All HSE record holders can create a my.ny.gov account and be matched to their HSE record. You must first create a personal my.ny.gov account. Note: The NYSED HSE office will not be able to assist with creating a my.ny.gov or with password resets. A high school equivalency record can only be matched to one my.ny.gov. Follow instructions for the candidate match. If a match cannot be made using this method, you can locate your record through a manual search service provided by the HSE Office. Once your record match is confirmed, your HSE record will be associated with your my.ny.gov account. Instructions for ordering a duplicate document will be presented once you are logged in. The online payment system offers a fast and efficient option to order duplicate diplomas and/or transcripts. Colleges, background check companies, and employers are encouraged to direct applicants to order their own documents through the online payment system described above. Do not send cash, personal checks, or international money orders. Most HSE record holders can find unofficial results on the HSE Status Report found here.
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