|Descriptive Title of Proposal:||Convocation Digital Downloads|
|Person(s) Responsible for the Idea||
|Name of Institution||Carleton University|
|Office Address||Teaching and Learning Services, 410 Dunton Tower, 1125 Colonel By Drive
Ottawa, Ontario K1S 5B6
|Name (Senior Administrative Office of the Institution)||Jerry Tomberlin|
|Title (Senior Administrative Office of the Institution)||Interim Provost and Vice-President (Academic)|
|Office Address||Office of the Provost and Vice-President (Academic), Carleton University, 503 Tory Building
1125 Colonel By Drive
Ottawa, Ontario K1S 5B6
|Telephone:||613-520-2600, ext. 3806|
Convocation is a great public occasion when a university celebrates the accomplishments of its graduates. It is a commemoration of student’s life at university and an opportunity to share this significant milestone with faculty, peers, family and friends.
For seven years, Carleton University’s Media Production Centre has provided a live stream of convocation ceremonies for parents, friends and other guests who could not travel or could not attend the ceremonies on campus for any other reason. The live stream is popular, with 4,500 viewers in 2017 from more than 100 countries.
Since summer 2010, students and their guests also had the option to purchase a DVD copy of the ceremony as keepsake of their graduation. However, in summer 2016, in an effort to improve its services, Carleton launched a convocation digital download initiative, with the aim of increasing accessibility to convocation keepsakes, while rapidly improving the turnaround time and the quality of recordings.
In order to provide this high quality service, Carleton built an e-commerce site, which hosts the digital files for both current and archived convocation ceremonies. Clients can pre-order a copy or order one from years past. After purchasing a recording, they are sent personalized links to different quality downloads (1080p, 720p and 480p).
With the introduction of digital downloads, the DVD-based convocation recordings were replaced, creating a much more streamlined process that improved customer service, erased the costs associated with the DVD shipping and delivery, and reduced production and delivery times to clients. Having convocation videos in a digital format also means that users are not limited to only their computers or televisions – now they can watch the video on any device, including mobile devices.
Carleton University has received positive feedback from graduates and their families and friends on its cutting-edge and user-friendly design and the simplicity of the ordering process.
The system that Carleton uses for its digital downloads is an open source, which means that this process can easily be adopted by a variety of institutions. Carleton’s team is open to providing expertise and support to other institutions looking to implement a similar process.
|Criteria||Please submit one paragraph describing how the proposal fulfills each of the evaluation criteria.|
The system that Carleton University uses for its digital downloads is open source, which means that this process can be easily adopted by a variety of institutions. Carleton University’s team is open to providing expertise and support to other institutions looking to implement the same or a similar process.
Digital downloads improve the customer experience because it allows graduates and their friends and families to access convocation videos almost immediately after they pay a modest fee. In just a few days (approximately four), they receive links to various quality digital downloads that they can easily share with their friends and family who were not in attendance. Their downloads are available to them at any time and they cannot be lost or misplaced, like a DVD. Additionally, unlike a DVD, the digital downloads can be viewed across different technological platforms. You are no longer limited to a computer or TV – mobile devices, including tablets and cell phones, can now be used for playback. Carleton University has received positive feedback from graduates and their family and friends on its cutting-edge and user-friendly design and the simplicity of the ordering process.
The system has resulted in reduced workload, production and delivery times. In the past, it used to take staff 2-3 weeks to process the DVDs. Now, with the digital downloads, the videos are ready to go in less than one week. And with a digital download, there are no longer any packaging or shipping fees to worry about.
We are one of a select few universities to offer digital download copies of our convocation ceremonies. We have taken what used to be a long, tedious process and streamlined it to better the experience for both our production staff and the end user. We are now able to offer the service at a lower cost to both the university (in terms of staff time resources), and to the end user (in terms of lower product cost and the elimination of shipping and handling fees).
The main advantages of the digital downloads compared with DVD production include:
• Speed of sales and delivery – viewers can pre-purchase a copy of the ceremony from their seats using their smartphones. Turnaround time is a matter of days (approximately four) rather than weeks (2-3 week delivery including shipping for DVDs).