That is a very good idea. I can also see how this would aid the student in receiving a clear and consistent message from the school. When the student does have financial questions, it helps to have a handle on the entire process...even ones an agent might not be involved in directly. The agent can help the student uncover areas on which to focus in their meeting with the student's financial advisor.
We set up packets ahead of time with a checklist to be completed. We also communicate internally with FA and the Director as to what paperwork needs signed, missing information still needed by student to enroll and potential start date.
Our School director asked me to interview each person and department at our facility to learn what they do, procedures, policies, placement, FA, etc. This has been very helpful toward compiling a notebook for review and help students through the process.
We use a checklist that helps keep the representatives on point when it comes to the paperwork. It reminds them of what to make sure the student has, what FA gets and what goes into the student file. It not only keeps us organized but keeps us compliant!
I use a binder to keep track of all of my paperwork and information related to the admissions process. Documents that I need more frequently are out and easily accessible. I agree also that it is important to understand the financial aid process. You will be able to better understand and assist your students if you understand the process and what they will be needing to accomplish during the enrollment. In our training, each admissions officer sits with the business office to see how things work and get a better feel for the environment.
During Initial training this information was given to us in a binder. We were also given a copy of the University's catalog. This was a lot of information. During training we took time to go through this information carefully and our trainer advised us on the most important information and recommended we highlighted it. I found this to be extremely helpful and has helped me quickly access this information when I needed it.
Kristine- I think this is a very good idea. It would help both departments come to an understanding. Thanks for the idea!
What I found most helpful for me was creating an example student file which I keep on hand at all times. Containing all required documentation and the order at which each document should be filed. Allowing me to put my own notes and reminders needed to have all student files meeting state rules and regulations.
we use an organized check list. Check off each item as we go
I keep everything in a file at my desk, for easy access.
As a new representative, I've been provided with a binder with information or examples to refer to that will allow me to ensure all info is obtained to complete an admissions application.
We use an adhesive checklist inside the folder. I don't sign off on any enrollment that isn't 100% complete and compliant.
I have a large notebook binder where I plan to keep all the rules and policies, as well as all the other information on forms, checklists, etc. I arranged it with tabs for all of the sections. I will keep a copy of the catalog, enrollment forms, etc in the notebook for easy access. I also have notes I took that explains things that I keep available for easy reference.
I organized all of my paperwork in a binder. I also used color coding system so that I know where all information is located inside of that binder in addition to having the information labled.
Well I created a binder with the state guidelines and then created another binder with our admissions process. I also keep a back up copy in my drawer incase my binders go "missing."
being organized is the best way to prepare for success.
I have organized the various paperwork and information in two specific places. Utilizing both a three-ring biner and hanging file folders, allows me to keep myself organized. There is a lot of information, so implementing a system of organization is vital, in my opinion.
At our campus we use an ISO procdure approach in regard to all enrollment paperwork. Each piece was explained in detail in terms of what needed signed by the students and ourselves.
As I print out each section of the paperwork I am reading over it and highlighting things that maybe be needed to come back to. Additionally, I have organized everything into a binder with tabs for deeper organization and it seems to be very effective. Additionally we do "product knowledge sessions" to talk to each "section" and department to check for understanding.
Organization is key. Being able to look back whenever I have a question and know exactly where to find it is what I yearn to do. So printing out everything and having a binder or a file folder labled with the information where I can easily find it is important.
