Because there are so many forms, and we store them electronically for the most part, I've "pre-made" and printed enrollment packets/folders so there is no question that all of the proper documentation is included, and the student is prepared for Official Enrollment.
Prior to having these pre-made enrollment packets, our Agents were just pulling the documents from their computers on an "as needed" basis. More times than not, the process was delayed because we found something to be missing or incomplete. Also, once I set the enrollment appointment, I create a student file so that everything that is signed can be immediately transferred correctly and nothing is left behind.
Keep an organized file of all the necessary paperwork to be completed. Once the paperwork is completed, place it in a seperate file for each new student.
I have created a file for myself and other agents to have access, so these documents can be reviewed on a regular basis.
I like to use a check list for each of my students to ensure that each step is done in order and correctly.
I agree with you Katie. Admissions and FA need to work together and understand the roles of each department!
Those involved more in the presentation of the school and curricula such as myself leave the organization of financial paperwork to those in the financial aid department. It's helpful when I sit in on FA appmts to learn more of the processes they go through. I will never even pretend to be an authority in the in-depth financial processes when conversing with a prospective student.
I am putting together a binder dividing all the importat sections and topics for quick reference. I will also include a table of contents with subsections for quick reference.
We utilize a checklist that must be signed off on my the DOA and the Registrar.
I agree that it is important to have a very good and clear understanding of the financial aid process BUT it is my understanding that we have very specific guidelines as to what admissions reps may discuss in the way of financial aid. Is this correct?
There are great ideas here everyone. I think a checklist is very important so you can make sure that you are crossing all of your t's and dotting all of your i's so to speak. Sitting with other departments and learning the importance of all of the documents is also helpful.
I have all of my documents stored in a filling cabinet. I have folders made up so that when an appointment shows up, I can pull out a folder and have everything ready for our Career Planning Session. This seems to keep it simple for me.
I keep all my necessary information organized in a binder. I find that the information is easy to access, clearly organized, and can also be reorganized should things be changed or added.
In some states, admission reps are not permitted to advise about financial aid other than to say that it might be available. Talk of financial aid is solely the responsibility of the FA office.
With all that being said, I like the idea of an FA person sitting in on an admissions appointment and vice versa. Understanding each other's role in the admissions process is indeed important and doing this may eliminate some misconceptions.
I personally have two resources I use to stay current on all state mandates admissions guidelines and practices. First I have compiled all the information provided by my school in a "prospective student" file for each program offered. This not only allows me to keep up to date with all the current information that is specific to my school, but it also gives me a realistic preview of how the students themselves will be introduced to this wealth of information. I also have learned to utilize my resource notebook by keeping all the state regulatory information i.e. laws, enrollment policies and practices, and FAQ compliance information. This has kept all the information very organized and easy to access so that if I do need to reference something dealing with an individual student or a compliance issue both tools are within arms reach and can be quickly utilized.
I agree as well. This something that is practiced at my school and feel it is a great helo to everyone. It makes the process easier on everyone.
We also do something like this at our school - we meet with FA, registrars, etc. to learn how each department works. It helps us have a better understanding as to what students experience!
I keep a file on each student and copy of application and appropriate documents also for referecne and follow-up with the student. it helps when questions come up from the student or parents to refer back to these documents. This gets rid of the guessing game of was this done.
I did not have a binder at my desk but I took all the infomation from this training and made one.
The school I represent has us put together a folder that is given to the student that contains all the information that is required by state guidelines. Information pertaining to Financial Aid is presented on a CD presentation that has been approved by the corporate level and covers all the options of financial aid available to a student. This along with going over the admissions application covers all areas required by the state.
I keep a file on all my students which includes their application and required documents and important e-mails that are needed to complet the application documents.
