Audrey - as you noted, such evidence of communications can be helpful when handling issues with students.
Every propective student at our insitution receives a school catalog as well. All of our Admissions Rep will disclose the information in writing in addition to being available to answer any questions. Our prospective students are also required to sign an acknowlegement form stating that they have recieved the information. This form is then kept in the students file.
Marie - sounds like you have some great tools in place to assist in communications with students.
If the disclosures on this question is referring to what is given to the student when they visit the campus, they are;
1) School catalog
2) Addendum
3) Facts Performance Sheet
If it is referring to the enrollment process, there are many, which are included in the enrollment packet and we discuss them one by one with the prospective student.
If it is referring to the prospective person calling in to the campus, then we must answer all questions that they ask. If we don't know the answer, we must find it out with the director of that specific programs.
We all have copies of the catalog and are encourged to know it well. Each time an addendum is added, we all get a copy of the new addendum.
We also have weekly meeting on compliance and are encourged to ask questions beore we commit to anything we tell a student, if we are unsure of the answer.
All staff is monitered on a regular basis to ensure that the information we relay to the student is correct.
My area is finance and the company has a spreadsheet for the student that works like a flow chart. I really enjoy using it. If the student can not understand the financial aspect of their education, they won't enroll. It must be clear and consise and the should not leave with confusion and a lot of questions. No matter what department you work in you must utilize all the information available to give the students information they can understand. We are given a lot of information and it is up to us to use it. Each department should know what the other has to do for the student in order for compliance in disclosing everything they need to know.
We also give the students information about web sites they can use to find information for themselves and we encourgage them to check all avenues.
During the admissions process, the admissions representatives, financial aid office, and business office representatives all work cohesively to ensure the students receive the accurate, required, and necessary information.
website
printed materials
school catolog
We have a similar process. Students must sign paperwork saying that they have received a catalog, and will read it. Many times, this has been beneficial if an issue comes up, and the student swears that they weren't aware.
Admissions has a signed statement from the student saying that they are responsbile for the content of the catalog.
It is always important to keep copies of any student signatures, just in case the student doesn't remember signing for the information.
OUR SCHOOL HANDLES THIS IN THE ADMISSIONS PACKET AND EACH PROSPECTIVE STUDENT HAS TO SIGN THE FORMS AS PART OF THE ADMISSIONS PROCESS. AS FOR WHEN FORMS ARE UOPDATED AGAIN THE ADMISSIONS DEPARTMENT WHO HAS DESIGNATED PERSON WHO PREPARES THE PACKETS WILL BE THE ONE TO RECEIVE THE NEW OR UPDATED FORMS AND BRING ALL PACKETS CURRENT. THIS SEEMS TO WORK WELL FOR US AND KEEPS OUR PCKETS CONSISTANT.
Students must sign off a sheet
We disclose information through face to face conversation, our catalogs and the website.
People’s willingness to comply with the law is a litmus test of reliability and viability. Without compliance, there is no rule of law. This is why many institution are scrutinized they don’t generate and/or sustain compliance.
Reviewing and monitoring processes are important. We need to actively display our actions. Training is essential it extends the opportunity for further knowledge and understanding.
Upon enrollment students are given the campus catalog, and several disclosure forms in which they are required to sign acknowledging receipt and understanding. In addition, these forms are retained in the permanent academic and financial aid file. These forms consist of but not limited to criminal background, volunteer patient, consolidate salary, and placement rate.
Our admissions department handles these issues as well.
Our admissions department has this discussion with students during the enrollment process. In addition to discussing the information with their admissions rep, the information is given to the prospective student in print. They also sign an acknowledgement that they have been given the information.
The proper training and monitoring of all admissions personal
Admissions go throught rigorous training to ensure complaince. Periodic reviews and monitoring also occurs to make sure they are in complaince
During the enrollment process, the Admission and Financial Aid departments present the specific disclosures for enrolling students. These documents are part of a standardized set and are listed on a checksheet to ensure each student enrolled has received them. After they become a student, the various disclosures that are to be presented at required intervals are managed by the Education and/or Student Services departments. A student attendance roster is used to ensure all students have received one.
Deanna - I totally agree with your points on the documentation. It is a benefit to have verification for audits as well as follow up with students.
