I maintain an admissions manual on my desk that keeps me apprised of any state guidelines that must be adhered to. I keep accurate detailed notes on each of my students along with copies of all registration and enrollment documents. This helps me if a document is missing or is lost during the registration process.
The informaton needed for our admissions process is already complied. The student completes a computer generated admissions application which has to be completed before he can move to the next step of the process. I never keep any of the students information at my desk,contact information only.
I keep a large binder that contains all necessary paperwork. I keep it separated by tabs. I also update the paperwork as necessary.
I use a folder for each student containing their information and then have specific folders in my drawer that I draw from that includes the different information needed to complete the admissions process. It keeps the information I need at my finger tips without cluttering a potential students file.
I have all my enrollement paperwork put together as a packet for each student. I create a file for each student and we go over each documnet before we sign anything. After I enroll a student a make copies of everything and black out SSN and checking account info for my copies and then I send the enrollment agreement to our school so they can process it.
I absolutley agree this is a benefit to anyone, upon being hired the financial aid dept came in and went into all their job responsibilities along with scenarios that should immed. be handled by only them. It was very useful to know the areas that only they handle. It also helped to clear up any areas I was grey on...sitting with your financial aid dept will help you be a better more informed resource for your families
I added all of this info to my binder. I spent some extra time looking into the financial aid issues. I spoke with my financial aid director and she gave me a pamphlet on loans and loan issues. I put this in my binder as well.
I have created an "Admissions Manual" in a 3-ring binder that is on my desk at all times. I used clear plastic sleeves with tabs so I can quickly move through the needed sections. The majority of the material came from training materials, but I continue to add new info all the time.
Every student that has an interested in a program is required to have a file. To help me maintain their files correctly i follow a guided checklist provided by the institution that i am employed with. This checklist allows me to obtain the proper forms needed to satisfy federal,state, and institutional guidelines. Futhermore, the intial check list and paperwork is required to be signed off on by myself and offers a slot for a supervisor signature to sign before turned into the proper employee. This creates a check system to ensure that we are operating in compliance with all rules and regulations. The institution has provided me with resource tools which allows for referencing state approvals and a has created a system to help ensure that all students are recieving proper documentation.
Since I work in several states, I keep up with each state's requirements by organizing the contracts, etc. by state. The Art Instruction School has a different contract for each state (OH, KY, VA, WV and IN).
I have a binder as well, it includes every piece of paperwork that is involved in the interview process. I do not stray away from the interview, if there are questions regarding our school that I am not 100% sure of, I have the student meet the appropriate people on the tour to get the correct answer. As for state rules and regulations, I keep that in a binder as well in a place where I can easily access it to refer to specific items.
Well we have a checklist that I must follow when completing paperwork then I submit to the Registrar who double checks everything make sure that we are in compliance.
I am trying to keep this as close to a paperless endeavor as possible. I organize my students electronically and only keep papers that have been signed by the student. I will keep the signed documents until the student sits in class then I will keep for 1 year in my "history" file.
I utilize Microsoft Outlook for emails and archive and company proprietary software.
We have a checklist in our enrollment folder that ensures we get all information for each program. Without a complete student file, we do not process the enrollment or send the student file on to the registrar.
We have an Admission check list that we follw during the admission process provided ny the department whic is compliant to the state. An example of an checklist imen would be for the student to complete the state board of career colleges and schools' student disclosure form required by the state. The checklist ensures compliant procedures by the admission rep, according to the state guidelines provided by the aAdmission department.
I like to use a check list for each of my students to ensure that each step is done in order and correctly.
I premake the files, and give them to the agents so that I know all paperwork that is needed is in there. There had been times when a doc was missing or not signed. So pre-making them ensures all docs are there. After paperwork has been complete I review the file myself prior to the student leaving to ensure accuracy
We use a checklist to make sure all of the required paperwork ends up in the students file.
I have a large binder with that state rules and regluation on it.
As a field rep, it is not my responsibility to handle this, but I am required once a year to sit in with admissions people and watch the process so that I do have an understanding on how it takes place. It allows me to have some knowledge of the process and when students ask specific questions, I can provide them with what I know about it. Anything more specific required by a HS student allows me to pas thema long to the proper admisssions people who can give them the right answers.
