Organization of paperwork & Admissions files
We've found that a written policy and checklist to define which documents are required to be in a student's file is helpful. Each admissions rep is given a flow chart illustrating where the paperwork goes, at which stages of the enrollment and financial aid process. Each representative is also responsible for keeping copies of files for each student enrolled, for a specific period of time.
Lee,
Great for everyone who works with the file.
Mark,
Online is truly a mixture of challenges of efficiencies. Well put!
Yes thanks you for informing the correct procedure in filing the paper work
Working for an Online school presents some challenges as well as process efficiencies. We have a web based system where the student completes all of the required Admissions and Financial Aid documents during the enrollment process. Since all of our documents are required to be signed electronically, we have our DOAs as well as Admissions Coordinators review all of our files. Our Admissions Coordinators take on a lot of administrative and compliance oversight responsibilities to keep us on the right path.
I like the sound of this system as it seems any admissions staff member would be able to pick right up where someone else had left off - no confusion and no slow down of the paperwork process due to staff out sick or on vacation. Great for the student!
Margie,
Thank you for sharing your process. Very organized and excellent flow.
Andrea,
Flow charts are a visual representation. Road maps to success!
Lana,
That's why we love scanning!
Rick,
Having the DOA review the package is important. A second look is always better.
We have prepared Admissions packages containing all the required paperwork and in an order that allows consistnecy of completion and recognition. Each Admissions apckage is reviewed and approved by the DOA
Keeping copies of files for each student enrolled is an excellent idea that our admissions staff uses. It can be very helpful if a document didn't make it into the student file.
I have found that keeping a binder containing each student's perinent paperwork assists me in staying organized throughout the admissions cycle. In the fron tof the binder a flow chart similar to what Margie mentioned above indicates all the correct forms needs and the timeline for them all to be signed, as well as which department receives which form. As time progresses, the flow chart isn't really necessary, However as a newbie, it is a lifesaver!
