Lisandra,
Excellent! Step by step, the enrollment process must be recorded and audited for compliance.
Patty Aronoff
RENEE,
Very comprehensive and clear. Some departments use a checklist for compliance and have a staff member review for completeness.
Patty Aronoff
Janet,
Excellent procedure. Have you given the student a catalog? How do you prove that he student has received a copy?
Patty Aronoff
In our school we have a standard operating procedure to follow by department, by campus.After a prospective student decides that our school is the one they want to attend with their program choice, the admissions rep then determines if indeed the prospect is commited and review the policies again prior continuing their enrollment process.For some programs we do request an additonal interview with the Director of the Program for acceptance. Once a prospect is accepted they will then fill out all their required paperwork (in compliance with regulations for the acadmeic file)along with an Enrollment Agreement.We start an acadmeic file in the admissions department and then it is send to the Education Department.
thats great that your school spends time with the prospective student. Our school also interviews and gives tours to the prospective student - that way they know exactly what they are applying for and the program is the right fit!
when we had a candidate to get in to the school, ready to start with the enrollment process, we spend around an our with the student, give the detail information on the program, make sure of the career of interested, ask for valid High school diploma, copy of the driver licence check if has an entrance test (if required ) and make sure that the student fill out all the documents in order to start the process.
After meeting with the prospective student for a thorough interview, they start the enrollment process. I have by this time already confirmed they have a standard high school diploma or GED. We do not accept Certificate of Completions. I also advise the prospect to order the official transcripts as this is important to complete prior to completing financial aid. If at all possible, I want this documentation brought in on the first interview. They submit the application fee. I complete the education file with a copy of the state id, marriage license if necessary, h.s. diploma or official transcripts, background check, F.E.R.P.A form, model release, medical disclosure (if necessary), Orientation student advisement, and uniform/id form. If the prospect is a veteran, a copy of the DD214 and benefit verification form is included. Once that paperwork is complete on both ends and all questions are answered, we go over the enrollment agreement in depth, sign and give a copy to the student. Once the file is complete I get uniforms for the student to try on. They are finished until Orientation. I send the educational file to the campus director for review. Upon acceptance and signatures, I distribute copies of the enrollment agreement to financial aid and the signed copy is mailed to the student with a welcome package and congratulations letter. The education file is now complete on my end and is given to Education.
I first spend about an hour with each prospective student...we have an interview process, take a tour of the school, cover all questions and expectations for our program, then upon completion we review all admissions documents pertaining to course outline, tuition costs, and app requirements. they then meet with Financial aid to discuss options. When a prospective student indicates they would like to enroll in our school we make an appointment to collect all of the required documents (picture ID, h.s. diploma, application, photos, app fee etc). Once all of the requirements are submitted we review to determine if the are accepted into the program. We then send out the acceptance/denial letter and schedule a time to complete the enrollment agreement. At the time of the contract signing, we make sure to explain the withdraw and refund policies. If students are below the age of 18, their parent or guardian must also sign. A copy of the EA is given to the student and the original documents and the above-mentioned application requirements are placed in the student's permanent academic file. Before the student actually enroll, they have met with financial aid department, and know whether they qualify for financial aid, or if they must pay for the program themselves. Paper files are kept in our school.
When a prospective student indicates they would like to enroll in our school (and we have ascertained that they meet our qualifications for enrollment) we make copies of the required docs (picture ID, h.s. diploma, etc) and complete the enrollment agreement, making sure to explain the withdraw and refund policies at this time. If students are below the age of 18, their parent or guardian must also sign the EA. A copy of the EA is given to the student and the original doc and the copies of above-mentioned documents are placed in the student's permanent academic file. Before the student actually enroll, they have met with the financial aid department, and know whether they qualify for federal financial aid, or if they must pay for the program themselves. Paper files are kept in our school.
Patty,
Thank you posting your process! You have a strong involvement in the process and try to ensure their commitment to their education.
Patty Aronoff
this will only work for the smaller schools.i spend about an hour with the candidate for an initial interview, catalog, disclosure and tour. if they have brought the proper documents with them,i usually assist students with their financial aid application.(have 20 years experience). that is always a hugh factor in the descision making process. so having an unofficial result in about 10 minutes can be very helpful. if the candidates appears to be ready to take the next step, i schedule them another 1 hour appointment to enroll. i like to schedule that for a week out. gives them time to read the catalog and get their ducks in a row. the enrollment appointment is exciting and easy. each form is in a file folder next to me and numbered 1 thru 7. and financial aid papers 1 thru 6. the contract is the very last thing i have them sign and i flip it over and tell them that they have 3 days to change their mind. these files never leave my office. i have 4 progressive places to keep files. 1 are the candidates(or the wanna bees, as i affectionately refer to them). 2 are the enrolled files(they get a yellow dot and get moved to the next spot). 3 are the new starts which i pull and move to the next spot about a week before start date. 4 all students that show get processed and place in my permanent current student files in alpha order by last name.
