Denise,
Excellent! You may want to consider any accreditation information as well.
Sabrina,
Agreed! Uniformity leads the path to compliance. So important....
We have a checklist for both our admissions file and financial aid also has a check list for the financial aid file. We always ask to see id prior to speaking with a student to ensure we are talking to the person on the application. Our folders are color coded for identifying the different programs.
We always ask for social security, high school diploma and drivers license. Financial aid requires the same plus last year's taxes.
We are a medical school and have very specific criteria for consideration into our program. All documents, ie., transcripts, letters of recommendation, MCAT, must ALL be official coming directly from their undergraduate institution. Our admissions advisors have a list of all these required documents. We also have a checklist for enrollment procedures.
We have our in-house Admissions Manual with the licensure documentation related to this course in it as well.
This is so very true!! A checklist is an imperitive key to the admissions interview. It ensures that the Representative is not taking any loop holes and is not rushing the interview. It demonstrates uniformity across the board.
Ashley,
Great idea! You will certainly be able to pick it out in a sea of black binders so many people use today.
Raymond,
Checklists are a way to ensure review and accountablity.
Shatasha,
Your process should keep you in compliance. You can never have too many reviews.
checklist with documents as well.
Currently, we use a checks and balance systen for our files. At the time of enrollment each student is assigned a file which includes, the training flyer/information for the course they've enrolled in as well as a checklist for requirements. Once the enrollment process is complete and the training is underway and prior to its completion the files are audited by the supervisor to ensure that the files are complete and meet agency/CIE standards.
I had a bright red binder that I use! I have it divided into sections and its very easy to use as a refernece! I will have it right by my side when I am out in the field!
Omar,
Having another person audit the paperwork is important for compliance. You can never have too many reviews.
Paula,
Sounds like a great waya to keep things organized. Especially by program, it keeps the right paperwork with the right program.
Brikell,
Thank you for your posting. Sounds like a great way for compliance.
We are using a checklist, to complete the admissions file and making sure that all required documents are completed. Then we give the file to Paula, she checks it and make sure that everything in in compliancy.
We have updated forms on binders, separated individually by theme to provide information to all prospective students
In organizing the student's paperwork, we first create a file with a check list on the front cover. The application form also has a check list at the bottom. Once the student has paid the registration fee a file is established and a student number is assigned. The physical file and electronic files are developed for the student. Electronic files contain contact information, program, financial records is recreated for each semester showing payments and charges. The student transscript is also set up.
Physical file will contains those info mentioned, plus all positive identifications including immigration status, medical certificates,transcripts and educational records, including entrance exams and evaluations. These are audited by a group of three the Registra, the Admission Clerk and Program Director to ensure compliance. Paper work are filed by Programs and semesters. The Registra has jurisdiction over all the files, they have to be signed out and signed in with the Registrar.
Kimberly,
Wonderful news!
Diane,
Having the notebook readily available is important. Gathering dust on a shelf or inaccessible is not assisting.
