This post was adapted from a presentation featuring Rebecca Ovall, Nathan Pesavento, and Greg Potts of Western Governors University, given at Salesforce’s Education Summit 2024.

For college applicants, there’s a significant equity barrier that you might not expect—obtaining previous transcripts.

This is a substantial obstacle, especially for those from lower-income backgrounds, first-generation college students and transfer students. It can cost $10 to $50 to obtain a single transcript, which can add up quickly for low-income students applying to multiple universities.

Not only that, but the process itself can be quite complicated. Each university has its own system for transcript requests, and fees and turnaround times are rarely uniform. It all adds up to a lot of friction for students making the already difficult decision to apply to a university.

Sadly, the cost and complexity of obtaining official transcripts can deter these students from completing the application process.

WGU administrators recognized this pressing issue and knew something needed to be done, so they created an innovative Transcript Broker Service.

Click, Click, Done: A Free Service That Breaks Down Barriers

WGU made the transcript retrieval process simple by implementing it into the existing application. A prospective student simply clicks a few buttons and e-signs a document at the end of their application to request transcripts. WGU then obtains the applicant’s transcripts on their behalf, notifying them of the progress, all for free.

This innovative solution not only removes financial hurdles but also simplifies the process of obtaining transcripts, making higher education more accessible and inclusive.

What’s going on behind the scenes?

Using Salesforce and partnering with services like Parchment and National Student Clearinghouse, WGU has automated the process of requesting, receiving, and storing transcripts. This model is not only cost-effective—costing an average of $18.24 per student—but also scalable, suggesting other institutions can adopt a similar approach.

The Result: A Smoother Path to Opportunity

• Improved Accessibility: By covering transcript costs and managing the retrieval process, WGU has made higher education more accessible to over 180,000 students, with more than 46,000 choosing to enroll and 4,000 graduating since October 2022 thanks to this initiative.
• Reduced Administrative Burden: The service streamlines the transfer process, reducing time spent on obtaining transcripts by 50% and allowing students to focus more on their application and less on bureaucratic hurdles.
• Enhanced Equity: Data shows a significant reduction in the equity gap, particularly among students of differing ethnic backgrounds and income levels, thereby promoting a more diverse and inclusive student body.

Why Other Institutions Should Consider a Similar Model

• Promote Diversity and Inclusion: By removing financial and procedural barriers to admission, institutions can attract and support a more diverse student body.
• Turn Barriers into Opportunities: Simplifying the admissions process can transform challenges into stepping stones for prospective students, enabling them to focus on their educational aspirations rather than logistical hurdles.
• Invest in Future Success: The initial investment in such a service can lead to increased enrollment and graduation rates, generating a positive return on investment and contributing to an institution's reputation for fostering equity.

 What Next?

• Implement a Similar Service: If you’re a higher education institution, consider the potential of implementing a similar free service as part of your application process. By doing so, you can play a pivotal role in breaking down barriers to education, fostering a more inclusive learning environment, and ultimately, contributing to the broader goal of equity in higher education.
• Opt in to Third-Party Ordering: If you’re a registrar or admissions officer, connect with Parchment and National Student Clearinghouse to opt in to third-party ordering. The more schools that allow third-party ordering, the better for all students.

Together, we can reduce friction around admissions and transfers, turning obstacles into opportunities. Let's work together to pave pathways and make the dream of higher education a reality for every student, regardless of their background or financial situation.