I think having the large binder is a very good idea along with checklists of items that need to be completed.
I am another rep that covers several states, so I have differnt binders and organizers for each state, with quick reference tabs for pertinant sections of documentation. I have a specific inte4rnet browser setup for each state, so my shortcuts and tabs are all set depending on which campus I am handling at the time. We also have a internal database of documentation that is well organized, so I took the time to familiarize myself with it so I can navigate it and locate what I need in a pinch. The most important thing to me is knowing what I need, why I need it, and where to find it.
Periodically experiencing the admissions process as a prospective student, I believe, helps one organize all the paperwork accordingly.
Since I am replacing someone in my area, the admissions paperwork is already designed for Ohio.
Yes, I agree. I Learned quite a bit by observing FA appointments and meeting with department heads
In our department, we are also instructed not to go beyond informing prospective students that "we do offer financial aid to those who qualify". The objective is for individuals to speak to our Financial aid department personnel for continuity in the tuition assistance that may be available. The idea of sitting in during a FA session would be very helpful for Admission Reps to observe.
I have organized all of my paperwork in a binder. Its tabbed by all campuses & subjects to make it an easy reference. I also have all of the schools policies and procedures along with the state rules and regulations. I included an copy of a enrollment agreement also.
It seems that organizing the paperwork required is going to be an ongoing process. There is always something that will need to be updated or replaced. Luckily our department gave us a starter binder that has most of the initial info we will need on a daily basis, but also gives plenty of room to customize. I plan to create separate binders as needed regarding other states legislation that I will need to refer to from time to time, but not exactly on a daily basis.
I believe organizing the information as it is given is the best way have it available. that way there is a succinct method to the process.
I do too Kristine. Our paperwork is mostly done electronically and is updated by corporate to comply with the rules and regulations of OACCS.
I work for the same institution as Christy and I also found this beneficial. I let the experts at FA handle questions involving information concerning non-basic financial aid information. It was good information.
I have printed everything off and put it in a large binder with tabs seperating each topic so it's easy to find when/if needed.
When I arrived at the college September 1, there was not a single document linking each step of the enrollment procedure, initial inquiry, follow-up, entering application process, completion of the process, actual enrollment, and retention. Since there has been a formal, written, procedure that each member of the team follows.
I also created a binder with all rules and regulations, along with examples of filled out forms. Our school requires a meeting with each department head, including the Director of Finance. We also require admission reps to sit thru the financial aid pre-req meeting and I have sat through several financial aid appts. The information and insight I gained into what the FA's do will really help to ensure I keep them and the students in mind throughout the admissions process.
We have the FA rep tells us how the appointment went the prospective student. We meet with the student again and see how it went with FA and then get the FA rep in to help explain things again if necessary.
Great topic. Being new to this field-I am not sure how to compile all this information. Reading through this forum has given me some good ideas to keep my paperwork organized.
I think the best way to organize all the paperwork and infromation regarding the admissions process is in one large binder. By putting all the information together in one binder, important paperwork and information will not be forgotten about.
The guidelines mentioned in the training as well as observing the Admissions and FA process is a great way to know what you will need for each student. Asking seasoned representatives would also be helpful
I have found over my 19 yrs. experience in admissions it's easier to complete the student file (including the financial aid file) if you set a date to have file complete BEFORE start date. The student has more time to get missing documents. This also makes the registrar and financial aid very happy!
This sounds like a really good idea. I am a new admissions representative and I feel really confused about what FA does. I mean, I have the general idea, but I think it would be helpful to see the whole process.
