PAPERLESS ADMISSIONS

MAKING THE

SWITCH

WHO HAS A PAPERLESS ADMISSIONS OFFICE?

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

WITHOUT A PHYSICAL FILE, WHERE DOES EVERTHING ELSE GO?

ScholarshipsNotesMailingsContact log

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

NEXT STEPS

ACES² allows for electronic files to be generated, saved, and transferred to other offices• Individual files• Individual PDFs