My school also has a checklist attached to the application which is electronic providing the student an option to e-sign at the end. It includes the application , student finance agreement, FERPA form (privacy), enrollment agreement, hardware/software agreement, and and any additional information/forms specific to the student's program.Once completed student will sign and send in transcript request forms if applicable, everything else is e-signed which the enrollment advisors submit to University services.
Laura,
Scanning is your friend! Scanning is now being used as a way to maintain records without file cabinets.
Patty Aronoff
Tim,
Yes, it should be in a fireproof cabinet, locked! The school is responsible for the maintenance and security of the records.
Patty Aronoff
ARIELYS,
We love checklists! They are the road map to compliance but also what has been completed, etc.
Patty Aronoff
Checklists are amazing! My school includes it in the application. Once a student meets prerequisites and completes GRE, other application requirements, they are to send the application materials to admissions where it is process. The applicants are compared among other applicants and the most qualifies are invited for interview. Once interviews are scores, the class is selected and emails are sent out with enrollment agreements, tuition/deposit refund information et cetera. The student must return materials within 30 days. Our office then verifies everything is filled out and present and then it is scanned into their electronic file.
We have a checklist of enrollment paperwork requirements so the Admissions staff member can easily identify each document that is needed for a "folder" to be compliant. This includes everything from an Enrollment Agreement, Addendum/Disclosure document, high school attestation or proof of graduation, etc. We have steps in place to verify the enrollment folder's accuracy, so we never find ourselves in a situation where documents are missing. The paperwork, once complete, is stored in a fireproof cabinet under lock and key in the Academic's office.
A check list is a great help for a sucessful enrollment process. Once the admission forms, enrollment agreement and policies are understood and signed, then the student is ready for the class orientation.
Jeannette,
You are providing student services which helps to keep the students successful. Great job!
Patty Aronoff
Francis,
That is awesome! You are reinforcing everything from that initial moment.
Patty Aronoff
Emily,
Wonderful! Any tool we can use to ensure compliance is great.
Patty Aronoff
Fernando,
Clarification is an important part of the process. We need to make sure they fully understand their undertaking.
Patty Aronoff
Linette,
Checklists are wonderful for compliance. We can see what has been completed and what is missing.
Patty Aronoff
Keri,
Excellent process! This is a comprehensive process and develops strong relationships with the student.
Patty Aronoff
We meet with the student, discuss their needs and skills. Offer to tour the facility. Provide them
with a counselor in the area of their Financial
needs with parents and students. Also discuss housing if needed and placement and career service.
It is our goal to have our students succeed!
Jeannette
After the student is interviewed and admitted into the program, an acceptance letter sent via email and regular mail. The acceptance letter is followed up with a phone call by the program advisors to schedule an appointment to discuss registration for courses. The admissions file is transferred to the program advisors. This file contains the admissions application, transcripts, admissions essay, admissions rubric, financial records and a draft degree plan. We keep a check list and communication log in the student file.
Before the student signs their registration, tuition and registration policies are reviewed again. At this time students will know the tuition for the semester, cancellation and refund policies.
We have an audit sheet with a checklist as well. It includes all internally transmitted forms to be filled out, and required external documentation to be presented, copied and recorded, starting with the formal Enrollment Agreement, all the way to necessary copies of identification for the student. This checklists ensures that compliance is being met throughout every department.
We send the student an acceptance letter and an enrollment agreement. We make sure to follow up with the student to clarify any questions they may have. Afterwards the students begin their orientation process.
We have a checklist ready when we sit with a new student. That way we should not forget anything. It helps us go over every detail. Finally we follow up once the process is complete
Every prospective student meets face to face with an Admissions Representative to familiarize themselves not only with the school, but for us to get to know the prospect. The Interview with the Admissions Representative also includes a full tour of the learning environment, as well as introductions to student service, academic and tuition assistance representatives. Prior to continuing in the application/enrollment process the individual if fully information of costs associated with the program they are reviewing, as well as enrollment requirements and processes to set them up for success. The paperwork associated with enrollment is thoroughly completed in a face to face meeting with full disclosure, and prior to application there is a 2nd meeting including the Director of Admissions or Campus Director before proceeding in the process. It is an important decision for the student to ensure they are finding the right institution for themselves as they hope to create change in their lives.
Yamile,
We love checklists! They make sure we follow the same path and gather the right information.
Patty Aronoff
