This is how you save on your diploma process: in time, cost and security!
Educational institutions are under great pressure due to severe budget cuts. Delivering the same quality with fewer resources? Then an efficient diploma process is no longer optional – it’s essential. This article highlights the savings opportunities offered by Diploma Support, with real-world insights from Maastricht University.
Diploma Support helps educational institutions achieve long-term savings in time, costs, and risks by automating, centralizing, and securing the entire diploma process. Discover how to streamline the ordering, procurement, production, and delivery of diplomas with greater efficiency…
1. Savings in the ordering process
✔️ Central platform for all diplomas
With Diploma Support, there is no longer a fragmented approach per faculty. Everything—from formatting to delivery—is managed through one central, secure platform.
Anja Ronken, Maastricht University:
With Diploma Support, we have a fully secure system for ordering, printing, and delivering our diplomas. It makes the process so much easier. Plus, we can provide students with their diplomas much faster.
✔️ Automatic data integration
The student data is automatically linked to the diplomas within the platform.
More than 100 users from various faculties have their own account within the diploma platform and place their orders using a bulk order list from SAP. In this process, all student data is automatically linked to the correct diploma templates. We use a single, uniform visual identity across Maastricht University, with all documents featuring the same security elements.
✔️ Fast, authorized ordering
Authorized staff can place orders easily and quickly through the platform. Everything runs within one streamlined workflow.
Orders placed before Thursday at 12:00 PM are guaranteed to be delivered on Tuesday.
✔️ Fewer email exchanges
No endless email exchanges between exam boards, faculties, and print service providers.
In the past, emails for orders came in constantly, and print proofs were sent back and forth. Faculties often expressed their frustration because things frequently went wrong. The process is now fully automated, which saves a tremendous amount of time.
2. Savings in the procurement process
✔️ Immediate availability with preprinted stock
As an educational institution, you want diplomas to be delivered quickly. Diploma Support makes this possible with preprinted diplomas: documents already printed in your institution’s visual identity and equipped with essential security features such as watermarks, microtext, or anti-copy foil. They only need to be personalized with student data. The preprinted stock is stored in the highly secure environment of the value printing facility, ready for immediate processing as soon as an order is placed.
The documents are printed in the highly secure environment of Royal Joh. Enschedé in Haarlem (The Netherlands).
✔️ No more rush orders
Well-organized stock management prevents stressful situations and costly rush print jobs. Thanks to the continuously available preprinted diplomas, the ordering process becomes structured and predictable. You avoid last-minute logistics, extra transport costs, and ad hoc arrangements with print service providers.
The ordering process runs continuously, allowing educational institutions to receive their diplomas quickly and securely.
3. Savings in the production process
✔️ No misprints or incorrect versions
No wasted prints, as digital proofs ensure that only approved documents are printed.
A small error in a document used to mean days of waiting for a new print proof, delaying the entire process. On top of that, a lot of manual work was needed for checks. These challenges can be handled much more effectively with an automated platform.
✔️ No more manual signatures
With an automated diploma process, all diplomas can be digitally signed in one go—plus, the signature is enhanced with multiple security features during the printing process!
Until a few years ago, members of exam boards had to sign dozens of diplomas each week by hand. It was a time-consuming task—especially for professionals whose time could be better spent elsewhere. And since they weren’t always physically present, the signing process often faced delays. A digital signature is much harder to forge than a handwritten one, especially because it includes security features such as microtext.
4. Savings in the delivery process
✔️ A secure, controlled delivery
Diplomas are bundled per student and per faculty, and delivered via secure transport. This delivery is handled exclusively by specialized logistics partners, who are trained to handle high-value documents.
AMP Group transports the personalized diplomas, grade lists, and supplements from Diploma Support to the various faculties of Maastricht University.
The workflow follows the four-eyes principle: the person placing the order is never the same as the one receiving it. Diplomas are only delivered to authorized staff, who must identify themselves upon receipt.
✔️ No risk of loss or forgery
Educational institutions must be aware of the importance of maximum security to prevent reputational damage, loss, or forgery. It is essential to minimize all risks through a secure, controlled system.
In today’s society, you can never go too far when it comes to security. At Maastricht University, we believe it is our responsibility to ensure the safest possible processes. We want to avoid ending up in the news like a university of applied sciences did recently, due to serious irregularities in their diploma issuance.
How Maastricht University smartly saves on the diploma process
Maastricht University is fully committed to making its diploma process more efficient.
In the past, diploma requests were submitted by email, and hard copy proofs were passed back and forth. A single error could cause days of delay. Manual checking and signing also took up valuable time. Since switching to Diploma Support, those issues are a thing of the past.
This all-in-one service platform by Royal Joh. Enschedé streamlines every step of the diploma issuance process—from formatting and security to printing and delivery. Each faculty has its own account within the platform and places orders independently. Every order goes through a thoroughly controlled process, starting with the generation of a digital proof. All documents—including student data and grade lists—are compiled into one clear PDF file.
The documents are printed within the highly secure facility of Royal Joh. Enschedé. Digital signatures are automatically included. Finally, the diploma folders are packaged per faculty and shipped via secure transport.
✔️ Looking to cut time and costs in your diploma process?
Whether it’s saving time, reducing errors, or cutting costs – Diploma Support helps educational institutions future-proof their diploma process. Discover how Diploma Support can help your institution save time, money, and reduce risks.
