1 / 15

PAPERLESS ADMISSIONS

PAPERLESS ADMISSIONS. MAKING THE SWITCH. WHO HAS A PAPERLESS ADMISSIONS OFFICE?. WHY GO PAPERLESS?. Good for the environment – "Going Green" Efficiency No more carrying around files in your tote bag Can access files 24/7 from any spot with an internet connection

Télécharger la présentation

PAPERLESS ADMISSIONS

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. PAPERLESS ADMISSIONS MAKING THE SWITCH

  2. WHO HAS A PAPERLESS ADMISSIONS OFFICE?

  3. WHY GO PAPERLESS? • Good for the environment – "Going Green" • Efficiency • No more carrying around files in your tote bag • Can access files 24/7 from any spot with an internet connection • More than one reviewer can access a file at the same time • Frees up office space – you can put in that wet bar you've always wanted • No more missing files – loss of documents is virtually impossible • Get to use full ACES² capabilities (e.g., batch update)

  4. SOUTH TEXAS COLLEGE OF LAW • We've been paperless since fall 2009 • If we receive a paper application, it is scanned and uploaded into ACES² • Applicant pool: 2200 fall/400 spring • Class size: 360 fall/90 spring • Programs offered • Full-time • Part-time with fall matriculation only

  5. STCL'S ADMISSIONS PROCESS • Presumptive admits and denies by admissions • 12-member faculty committee (4 groups of 3) • New committee files assigned to 3-member group initially and split decisions to full committee • All files are reviewed electronically • After review, all decisions are batch-updated and e-mailed to applicants • We also use the ACES² Applicant Status Online (ASO) to notify applicants of their status and decision

  6. FIRST STEPS • We became a BETA school for ACES² and Banner/USI data transfer • ACES² is an electronic admissions database supported by LSAC • We had discussions with our Registrar, IT department, Dean, and Admissions Committee • Help from IT department and LSAC regional team • Chart application flow • Add new statuses • Set-up Applicant Status Online (ASO) • Set-up voter recommendations • Create new reports to work with review process administration feature • Update mailings list

  7. EVALUATING YOUR PROCESS:ACES² CONSIDERATIONS • Requiring E-apps through LSAC • Electronic application flow into ACES² • Based on your preference • Eliminates data entry • Requiring payment through LSAC • No more check/credit card processing • Funds can be transmitted electronically (EFT) • Fee waivers • Automatically honoring LSAC fee waivers • Can grant individual fee waivers

  8. PROCESSING APPLICATIONS • Electronic applications flow automatically through ACES² based on your preferences • Staff still needs to look at each application • Takes time and accuracy • Review to make sure the application is complete and ready for committee review • Applications are "completed" when all documents are received • Documents received by e-mail are easily uploaded to the electronic file • Documents received by mail are first scanned and then uploaded to the electronic file • Reports are essential for organization and "movement" of files

  9. THE IMPORTANCE OF STATUS • Think of them as "stacks" • Status is a primary reporting criteria to indicate when files are ready for communication or promotion • Most reports will be generated based on status and are used to promote applicants from one status to another • Applicant status can be updated in batch mode • Report results are used to update batches of applicants and contact log

  10. PREPARING APPLICATIONS FOR REVIEW • Completed files are assigned to reviewers • Search using the reviewers tab on ACES² • Manage applications on the reviewer tab

  11. REVIEWING APPLICATIONS • PDFs of E-apps, LSDAS Reports, and other documents • Reading tips • Admissions committee training sessions • Computer screens, dual monitors • Enlarging documents • Adobe preferences and training • Reader makes a decision and may leave electronic notes visible to the other committee members • "Confirmed" files may be re-assigned or sent for review by the full committee

  12. PROCESSING DECISIONS • Decisions are uploaded to decision status • Applicant Status Online (ASO) • Decision letters may be printed or sent electronically • Copies of letters are saved electronically

  13. WITHOUT A PHYSICAL FILE, WHERE DOES EVERTHING ELSE GO? • Scholarships • Notes • Mailings • Contact log

  14. TRANSITIONING RECORDS TO THE REGISTRAR'S OFFICE • At South Texas, basic information is transferred to Banner via USI data transfer as soon as an applicant is admitted • Available to Office of Financial Aid and Registrar's Office • Next, we notify the Registrar when an admitted student submits a registration form • Courses are assigned at this point • Since our Registrar's Office is NOT paperless, we ask LSAC to print applications for all "registered" students • Files can also be printed manually • Physical files are delivered to Registrar with an official undergraduate transcript and a copy of the registration form • Admissions files are archived and stored on the LSAC database and at the school

  15. NEXT STEPS • ACES² allows for electronic files to be generated, saved, and transferred to other offices • Individual files • Individual PDFs

More Related