Post on 26-Dec-2015
transcript
WHY GO PAPERLESS?
Good for the environment – "Going Green"EfficiencyNo more carrying around files in your tote bagCan access files 24/7 from any spot with an internet
connectionMore than one reviewer can access a file at the same
timeFrees up office space – you can put in that wet bar
you've always wantedNo more missing files – loss of documents is virtually
impossibleGet to use full ACES² capabilities (e.g., batch update)
SOUTH TEXAS COLLEGE OF LAW
We've been paperless since fall 2009
If we receive a paper application, it is scanned and uploaded into ACES²
Applicant pool: 2200 fall/400 spring
Class size: 360 fall/90 springPrograms offered
• Full-time• Part-time with fall matriculation only
STCL'S ADMISSIONS PROCESS
Presumptive admits and denies by admissions12-member faculty committee (4 groups of 3)New committee files assigned to 3-member
group initially and split decisions to full committeeAll files are reviewed electronicallyAfter review, all decisions are batch-updated and
e-mailed to applicantsWe also use the ACES² Applicant Status Online
(ASO) to notify applicants of their status and decision
FIRST STEPS
We became a BETA school for ACES² and Banner/USI data transfer• ACES² is an electronic admissions database supported by LSAC
We had discussions with our Registrar, IT department, Dean, and Admissions Committee
Help from IT department and LSAC regional team• Chart application flow• Add new statuses• Set-up Applicant Status Online (ASO)• Set-up voter recommendations• Create new reports to work with review process administration
feature• Update mailings list
EVALUATING YOUR PROCESS:ACES² CONSIDERATIONS
Requiring E-apps through LSAC• Electronic application flow into ACES²
• Based on your preference• Eliminates data entry
• Requiring payment through LSAC• No more check/credit card processing• Funds can be transmitted electronically (EFT)
• Fee waivers• Automatically honoring LSAC fee waivers• Can grant individual fee waivers
PROCESSING APPLICATIONS
Electronic applications flow automatically through ACES² based on your preferences
Staff still needs to look at each application• Takes time and accuracy• Review to make sure the application is complete and ready for
committee review• Applications are "completed" when all documents are received
• Documents received by e-mail are easily uploaded to the electronic file
• Documents received by mail are first scanned and then uploaded to the electronic file
Reports are essential for organization and "movement" of files
THE IMPORTANCE OF STATUS
Think of them as "stacks"Status is a primary reporting criteria to indicate
when files are ready for communication or promotion
Most reports will be generated based on status and are used to promote applicants from one status to another
Applicant status can be updated in batch modeReport results are used to update batches of
applicants and contact log
PREPARING APPLICATIONS FOR REVIEW
Completed files are assigned to reviewers
Search using the reviewers tab on ACES²
Manage applications on the reviewer tab
REVIEWING APPLICATIONS
PDFs of E-apps, LSDAS Reports, and other documentsReading tips
• Admissions committee training sessions• Computer screens, dual monitors• Enlarging documents• Adobe preferences and training
Reader makes a decision and may leave electronic notes visible to the other committee members
"Confirmed" files may be re-assigned or sent for review by the full committee
PROCESSING DECISIONS
Decisions are uploaded to decision status
Applicant Status Online (ASO)Decision letters may be printed or sent electronically
•Copies of letters are saved electronically
TRANSITIONING RECORDS TO THE REGISTRAR'S OFFICE
At South Texas, basic information is transferred to Banner via USI data transfer as soon as an applicant is admitted• Available to Office of Financial Aid and Registrar's Office
Next, we notify the Registrar when an admitted student submits a registration form• Courses are assigned at this point
Since our Registrar's Office is NOT paperless, we ask LSAC to print applications for all "registered" students• Files can also be printed manually
Physical files are delivered to Registrar with an official undergraduate transcript and a copy of the registration form
Admissions files are archived and stored on the LSAC database and at the school