I organize the paperwork including a checklist, and have atleast five ready-to-enroll packets on hand at all times.
I have printed the sections that were discussed and highlighted sections and information that I frequently discuss. By organizing the notebook as I completed the training, I was able to create sections and tabs that will allow easy follow-up.
I am gathering all the information in my Resource Notebook in the order that the training is providing me with the information. With the school catalog first and then with all information gathered throughout the training in that ways I can access them by four sections.
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 is always a great idea to prepare your documents before seating with a student; preparation facilitates a smooth conversation and completion of documents. The schools I represented used a cover page checklist that outlined the documents required. It is always good to have the documents checked before the student leaves and the filed is turned in to the appropriate colleague.
I'm making a file where I'm including forms such as CIE 6E-1.0032, Fair Consumer Practices, the school catalog and handbook, the rules and regs from the accrediting agency, things pertaining to tuition and fees and financial aid, the Enrollment Agreement, the institution's application form, and placement information on the program the student is applying to.
Patty,
I have started a check list to keep track of my progress.
If you have any suggestions as what order that paper work should be it would be of good help.
We are virtually paperless, but we do print the Enrollment Agreement & Admissions Interview for the Admissions Representative to review with the prospective student. We collect all documentation and then the file proceeds to the Registrar once they start & everything is scanned, if it was submitted via mail or in person.
I organize my paperwork by going through the check list provided for me as well as having my director check the paperwork before i submit it.
We use the same process an it works
our school has a student file checklist for enrollment process.
We are an online school, and our paperwork is handled electronically. However, I have all of my representatives print out a blank copy of the docs so we can understand all of the intricacies, and answer any questions about the paperwork that a student may have. To ensure this knowledge is consistent, we quiz our team often to keep out knowledge fresh and accurate.
Maribel,
Internal audits are a great way to ensure compliance. Having a second pair of eyes is key.
Millie,
Thank you for sharing your process. Having a plan and making sure everyone understands their role is being compliant.
At our institution the organizing of the paperwork and information related to admissions training is update every week. The admissions coordinator is the key employee to ensure to keep all data secured and accurate. Once a month we have internal audits to ensure of compliance. It is key to have someone in charge of this that is detailed oriented and can communicate any needs and concerns.
We do a checklist of all the documentation necessary for admissions, and all the different items that the admission people are supposed to have information on. We go over all the required documents in the admissions training and we inform the admissions staff where they are supposed to send the documents or the students to, for example, our admissions people send the student to financial aid for a detailed description of the financial aid details. At the present time staff is being trained on how to use the net price calculator so they can help the students on how to use it.
GO GREEN! Its easier to use your computer as an organizer vs...all that paper!
I have prepared a folder for each new student and have a checklist that I sign off on when steps have been completed.
Our school uses individual folders for each student with checklists. I think it's very convenient, but it's a lot of paperwork. I the end I wish there were a way to be more green about the process. I understand that we need the physical file, but hopefully in the future more efforts will be made to make secure digital copies of information.
Since I was the only one doing the admissions for years I had no particular binder. Now after this course I have realized even though I have been doing this for 15 years there are many new rules to be aware of. I am keeping a hard manual but also a shared document on the Intranet for all staff to have access to. It is a requirement of my school for staff to familiarize themselves with these proceedures now.
At our monthly staff meetings we will be continually addressing the rules and regulations to check everyones knowledge.
