The paperwork is submitted to the DOA after the initial visit with the student. Four weeks before the start of classes, the DOA reviews the paperwork again and then 2 other people review the file.
Shan,
Continue to add any additional items that will assist you in your position. Make it work for you!
Everything is in color coordinated folders.
The program is a specific folder
Paperwork for financial aid is a specific color.
Each folder has specific documents that are needed and good communication between staff to return paperwork to the departments.
with each section that i complete i am making sure all the material is in my book and highlichted
Our institution use one long check list. We are planning on outline the check list with academic, medical, legal headings which I believe will work even better
I'm entering all information,statutes,catalog and enrollment agreement in a binder for reference.
We will be using a checklist and will have a Physical filing systems as well as electronic back up
In our institution we use two forms. Witch are the Application For Admissions, where the student must place their personal details like name, surname, address, phone, emergency contact, email, gender, origin and nationality. Also, the education level from college or university where he or she graduated and the degree you are applying for. This same form will be notified to the student when he or she must submit the requirements for admission and pay the registration.
The second document is Enrollment Agreement. Here we inform the student the entire cost of the program or career, specifying the cost for each credit, graduation, program change, texts books and penalty for missed payments. Witch explains in detail the Refund Policy, in all cases, the Employment Guarantee, policies and Contract Termination or Cancelation Graduations Requirements.
Once these forms are completed and signed by the student (the student gets a copy) it's filed in a folder with your full name and it's sent to registration. The first two sheets that are placed in the folder, followed by a copy of the student ID, a bachelor's degree or college as appropriate and certified notes taken on their college or university. Then proceeds with the registration fee and we enroll the student in the system.
Once we receive all the documents from the student we verify that all the forms are filled correctly and in order.
Luc,
Thank you for posting your process.
I think that double checking files is a great way to ensure accuracy. As of recent, we have extended our double checking of files to including the initials of the other rep who approved certain sections of the enrollment agreement on our folders!
What are your 4 divided sections and what is on your checklist? This is a great idea....we have a plan in motion for years but I would like to see another idea in action.
Buddy
The Paper Work shall be in a Folder.
1-On the Folder Binder the Name of the Student.An Application in which every important data such as the date of Birth,Social Security Number,Picture ID Citizen information or Green Card,Address,Phone Number cell Phone and House Phone and a relative phone Number in case of Emergency.Mother and Father First Name.Married Name etc.
2-GED or High School Diploma
3-A few words Letter from the Student requesting the Admission in the School to study a preferred skill or skills.
4-A copy of the result of the Entrance Exam
These documents will be kept in a seal cabinet with lock
Stephanie,
You have an excellent process in place and glad you posted for all to see.
Bethzabeth,
Checklists are wonderful tools. They provide compliance paths and alert anyone who is working with the files as to the status.
Marilyn,
Thank you for the feedback.
Instead of looking in different places such as the Rules and Regulations etc., I now have it all in the Resource Notebook I have created. It is such a great reference manual. Thank you
The best way to organize the paperwork necessary for the admissions training is to have a check list along with a copy of all the information needed in order to continue the admissions process.
I have it all by section, financial aid, statues,etc. I also have a checklist to make sure i have covered everything.
Elisabeth,
Great process. Thank you for your post.
