Our organization has a pretty comprehensive checklist for every file that we create. We make a habit of always having this checklist on top of all documents to the left side of the file, so we always know where to find it. By glancing at this form, we can quickly determine what the student is missing as far as requirements, or missing documentation.
Margaret,
Isn't online just wonderful! Accessibility and knowing the paperwork will not get lost are two great reasons.
Adam,
Awesome process. You are combining technology with the notebook.
Our college has an online portal that houses all of our documents. we also keep a paper file of the documents in our registrars office
We use the following system:
1. All pertinent paperwork is printed out for each admission team member and is part of their resource notebook.
2. " Official " copies of the current paperwork are kept electronically in a shared read only folder that the team has access to and is used to get copies of any forms or paperwork that is required on demand at any point in time.
3. We review our paperwork every 30 days to ensure it is accurate and still appropriate. If any changes need to be made, then we go through a change control process to make the change, and communicate it out to our team, as well as to any / all effected students, if necessary.
I am doing this as well. After I complete my enrollment paperwork, I pass it off to my co-worker to give it a second look. In return, I double check her files. It works great having a second set of eyes looking over my paperwork.
We have a similar checklist but it also defines the stage and department/staff member responsible for the documents. Our form is a 4 category list by these headings: Admissions; Class; Graduation; Placement. Each are has required forms to complete the student files accurately.
I absolutely think that a checklist would be so valuable to an Admissions Rep, as well as for the registrar.
I have developed a binder in which I am including documents suggested to print out from each module. For example, module 1 includes the Commission for Independent Education Index. I have also printed the module quizes to have the information as a reference.
All of the employees taking the training at our school are creating a 3 ring binder with dividers for all of our paperwork. A supervisor will then go over it to make sure we have all we need and and any questions we may have.
Emmanuel,
Both ways work. You may want to have it both ways.
Hello Patty,
Do yo think that saving all information or documentation electronically should be the ideal way to save time and money?
Emmanuel
As you stated, organizing paper work is very time consumimg. I believe your tool (Resource notebook) will make my life easier.
Emmanuel
Our school has A compliance officer that goes over the entire paperwork with the student. We fill out the top part of the enrollment agreement with the students general information. They then see the compliance officer and the entire process is audio and video recorded to ensure that the students has all of the information, and that all of the paperwork is in proper order and signed!
Laazaro,
Organization and compliance...what a wonderful team!
Brittany,
Checklists are an excellent tool for file maintenance and compliance.
We use a sheet that that goes in the front of file, where we can check off items that come in. If it very helpful, especially when students call in and you want to review their file quickly.
Organization is a key to the progress of the institution. My plan is to provide a checklist as well as have another employer check the file.
I have a notebook (expandable) that allows for admissions information to be kept in one place. I review it every six months and remove old information.
