Excellent point! I require all of my Representatives to be familiar with the FA process, and I encourage the FA reps to be familiar with addmissions procedures as well. Understanding the process ensures that the prospective students are provided with all appropriate information during every phase of the enrollment.
I arrange all of my files as to repeated use and importance.
I keep my student files,Previous Cancels, etc. in files according to their program of interest and that allows me to access specific people
when needed.
Tiffany, that is a great idea. You will also see that using a checklist will help you keep up with what forms are needed and what has been submitted to your fellow colleagues in other departments. So, then you will appear to be prepared when meeting with students and also when doing followups.
No paperwork leaves my office till the paperwork complies with all standards set forth by the ACCSC and State Board!!! This is a two step process. I am the owner so I have a vested interest in getting this correct. Would that be the same for a DOA that is not as vested?
I have organized the information in PDF format, and printed it to make a binder. I find that it halps to have all of the information handy on my computer, and use the paper copy only as a back-up.
I have a similar method for enrolling each student. I keep premade folders with all required paperwork that is to be given to each student then add program specific information prior to the interview. I always sit down and give a quick review of the "do's and don'ts" that I keep in a binder on my desk and make sure that I have everything I need to interview and enroll a student properly. It's a great system!
I'm not an organized person by nature, but the training & notebook help me to make some progress in this area. I even started to file some things this week!
In the resource notebook, I firstly printed our school's "admissions requirements" and "admissions procedures" from our school catalog. Prior to the enrollment process, I would want to ensure that every applicant meets our criteria and is aware of what that entails.
Following that, I placed the 3332-1-09: "Student Enrollment Policies and Practices" to reinforce the regulations we must adhere to.
Our school's enrollment agreement and catalog followed. The enrollment agreement has the required information highlighted. The remainder of our school's enrollment paperwork is then inserted:
* State of ohio Student Disclosure Form
*Retention & Placement Statement for the last (3) years
* Drug-Free Policy/Crime statistics disclosure
*Advertising release form (once graduated)
*Diploma disclosure
*Student information Sheet
The " Tuition Assistance and Refund" tab follows with the highlighted refund policy.
Additional FA resources, such as a scholarship website and specific scholarships offered to our
students is included. Our in-house budgeting guidelines and FA questionnaire, utilized by our FA Coordinator, is also inserted.
All of the paperwork regarding the admissions process has been stored in a seperate section in my resource notebook. This way it can be accessed easily should I need to refer back to any information.
I have a check list that I review and check off before and during the interview. After the interview I fill docments in filling cabinet and pass other docments to proper departments.
Being organized can only help and it makes it easier to locate information when necessary.
I put it in a folder on my desk.
Yes, I have organized all of the information related to the admission process and state guidelines. This is a great source to refer to especially when you have questions or concerns.
Our paperwork is kept in a similar fashion. It seems to work well for our department and we do not have a hard time staying organized. Each “packet†is kept in a certain order (for processing) and that makes it a breeze to walk students through.
I have a sample folder with all the paperwork numbered in order. I also have a sample enrollment agreement filled out the correct way since no scribbling or white out can be used to make corrections. I also keep a sample folder of what needs to be given to financial aid when they meet with the student.
Good organization and knowing the process are key.
I think communication between departments involved in the admission process is a key to a smooth enrollment. I agree that FA and Admission offices need to be familiar with each other functions,not detailed,but still.
It is in my notebook under the heading Enrollment Paperwork
It includes the appropriate segments from MaxKnowledge and the school's documents
The Catalog is kept in the same notebook under it's own heading- and includes copies of the Registration & Program Authorizations
Financial forms and process descriptions are kept in a third separate heading and also include the financial aid segment from Maxknowledge
In my binder I have copies of all of the admissions paperwork and the regulations for proper admissions procedures. The :check List" is a good addition to that packet of information.
By being fully aware of the "Admission's Process" and having the necessary information available for your use is beneficial.
By keeping that information in your binder and staying in touch with your Registrar and Finance Consultants, it will keep you on top of the process.
I like the binder method...I have a number of binders with different information that i need to access on a regular basis and I find it an efficient method to keep this information and it is there when I need it!
