I used to have a checklist posted on the wall of my office a few years back but it is no longer necessary because ad reps at my college have been creating applicant folders for students for quite a while now and the folders outline what is needed for each student. The folders are signed by the ad rep and the director of enrollment and is double checked by another staff member for quality assurance immediately before enrolling the student.
During training, I created a binder that helped me to organize essential information. I was also provided a checklist that help me in organizing and obtaining information from students.
We have a worksheet that lists all of the forms that need to be completed, etc. These are listed on a sheet with a box beside each of them. Once that sheet is completed, the box is checked and this helps us to keep organized and make sure those forms get done. We also have used color coded paper and folders. This keeps papers in their proper places so that things don't get overlooked.
Since I have been working at the school for 13 years in different positions, I have known the admissions paperwork for a while. I created a binder of all of the different forms and I have many of them saved electronically on my computer. This way I can update them or print extras when needed.
Brenton,
This is a very efficient way to keep your documents.
Kimberly Stein
I like to take the time to digitize my docs so I can just pull them up!
We also have a check list and I LOVE it. As a new Rep, it makes a difference.
I have had a chance to sit in with the FA rep and I can't tell you how much it has helped me. I would also suggest doing this atleast once a week until familiar with FA and all of its parts.
As a new admissions representative I will be putting all forms and information I am responsible for in order of presentation with a completed package as a guide. There will be extensive training and I will follow experienced reps lead on the "best way"
We have created a new simplified checklist which keep everyone in the loop with dates.
During my career as a school counselor in a public school system, I always used a 3 ring binder (many) to keep me organized for each project or topic that came to my office. Our office was so busy that I needed to know exactly where to find information, sometimes on short notice. It is interesting to me to find successful agents use a binder to organize all materials necessary for enrolling students. I can't think of a better way to organize and use information in a professional way. I started a binder when I started working here 4 months ago and continue to add to it when appropriate. I also study the information in the binder to continue learning about proper procedures/laws regarding licensed agents.
Ask management do the department have a plan in place on how to organize paperwork and talk to financial aid agents which would give agents a better understanding of financial aid.
I just adhered to keeping my resource notebook organized. It is an ongoing project.
I am in the process of compiling a binder, checklists and folders. The suggestion of learning from the financial aid department is an excellent idea and I will be implementing that as well.
I also use a large binder with proper papers checked off..
Kristine,
This is a great suggestion. I was able to sit in on a financial aid appointment and i found it to be helpful in understanding whats been presented on their end. It helps me not say to much on mine.
Keeping a large binder as a reference at all time will be a great help in completing the admissions process and following the rules. This will help it go a lot more smooth.
I made a binder with the state rules and regulations in it, the policies and procedures of the admissions department as well as a checklist that is required to be in the students folder, this is required by my college for every enrollment to ensure that all of the requirements are met. Also during training new admission reps sit in with FA for a week to learn their policies and procedures. This is also outlined in my enrollment binder.
This is a great idea, I am new and have learned that organizing is key to success. And knowing as much about FA is very important.
To be better organized, I used both binders and file folders for the information related to completing the admissions process. This information is also available online through the school and I have used this tool as well. I find organization to be very helpful and important to complete my job efficiently and effectively.
