Paper vs Digital
I know it is very important to keep a physical student file for each student but is there any software that anyone can recommend for keeping the student's information easily accessible by many employees without having to fight over the student file? My school is fairly new so we have not yet purchased any software and wanted to know which could be good for a small school starting out that is not extremely pricey?
Mauren,
The additional step of autofill makes life so much easier.
Patty Aronoff
For simple information such as , Address, phone, contact information, grades, what room their in, medical problems,ETC we use Microsoft Access to make a student database. It makes adding and removing students very easy. you can also move the database with you and look at it on any computer with Microsoft Access.
-Hope it helps
Audrey,
Systems are only as effective as the integrity of those who use them.
Patty Aronoff
Ursule,
There are many ways to keep electronic records. Accessibility and back-up are key components.
Patty Aronoff
We use CAMS at our campus as well. It is very simple to use and allows members of the admissions staff to access and update student information quickly and efficiently.
It is very important that you constantly document any conversation, email or interaction between each student or prospect. If you fall behind, you may forget to input your documentation and then the system becomes less effective.
You can try to use Microsoft excel and Microsoft Access; they can help you keep record for finance, adress, grades, and other stuffs!
Lindsay,
That is so true! Hopefully such an unfortunate accident will not occur.
Patty Aronoff
We have a smaller program, but we combine paper and digital copies. We maintain paper files of all applicants, but physically scan all the documents into an online system (Matrix) to have electronic records. I have worked in an entirely paperless office before and it was actually really nice, if you can get good technology for it all. We used to use the motto that if the records room or building caught on fire, you would NEED to have electronic files as a back-up.
Lidia,
Shared drives have the benefit of accessibility. When you work in a developing environment, you will find what worked before may have outgrown its effectiveness. Always grow with the changes.
Patty Aronoff
Im working in a very small, we keep all students information in files. This is very frustrating because the minimal mistake we find, we need to make the form all over again. Since the school is growing, we are using regular programs such as MS word and Excel for now, and we created a shared drive where anyone in the admission departemt can have access to the information we need to share.
Bryan,
Awesome! Thank you for your post. I know several schools interested in such a program.
Patty Aronoff
Isabelle,
That is why I like three-ring binders. They are easily updated and can be arranged and rearranged to your needs.
Patty Aronoff
Melissa,
I will defer to the forum for individuals to respond. Electronic recordkeeping is awesome.
Patty Aronoff
Thanks ... sometimes keeping a hard copy of important documents has drawbacks ... I've seen files getting mixed together and some even get lost ... this is helpful info, I will certainly share ...
We use a program called CAMS. This program is simple to use and add updates daily as needed. You can create a student profile, add payment information, insert notes ie. follow ups made via phone or email, mailings sent out, campus tours given, as well as enrollment status. Very simple to use!
