Technology in AdmissionsTechnology in Admissions

Authored By Julie Ditter Densen,

University of Colorado at Boulder

updated by Jim Day and Eric Stoller, Oregon State University

AACRAO 2005 Admissions Institute

What We Know about What We Know about Technology in AdmissionsTechnology in Admissions

Everything we do in Admissions involves technologyEverything we do in Admissions involves technology

Students have high expectations for access--24/7/365 Students have high expectations for access--24/7/365

Universities are trying to respond--using business models for guidanceUniversities are trying to respond--using business models for guidance

New technology is expensive. Software = small cost. Big costs = hardware, New technology is expensive. Software = small cost. Big costs = hardware, upgrades, maintenance contracts, campus-specific programming, staff upgrades, maintenance contracts, campus-specific programming, staff training, and time training, and time

Technology enhances admissions process, but doesn’t replace need for Technology enhances admissions process, but doesn’t replace need for personal relationshipspersonal relationships

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How Are We Using Technology In How Are We Using Technology In Admissions?Admissions?

Collect and Store Student Data

Promote our Institutions

Recruit Students

Process Student Applications

Keep Students Connected during Admissions Process

Predict Student Behavior

Serve Students Once They’re on Campus

AACRAO 2005 Admissions Institute

Role of Technology in Role of Technology in AdmissionsAdmissions

Recruitment Operations

Technology

AACRAO 2005 Admissions Institute

Examples of Technology in Examples of Technology in AdmissionsAdmissions

Recruitment-Prospect/Applicant/Cohort Tracking

Customized Emails

Electronic Postcards

On-line Videos/Virtual Tours/Web Cams

On-line College Fairs

Chat Rooms

Instant Messaging

Multimedia Information Sessions

CD Viewbook

On-line Campus Visit/Program Reservation Systems

On-line Status Check

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More ExamplesMore Examples

Operations

• On-line Prospect Cards

• Admissions Web ApplicationsPrintable

Uploadable

Common App--State-based/Mentor

• Electronic payment options--Checks/Credit cards

• Digital Signatures

• Imaging SystemsOCR/Bar Coding

Scanning Documents—View Access or Permanent Archive

Workflow

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More ExamplesMore Examples

• Electronic Transcripts

• Self-reported Transcripts--GPA/HS Course Uploads

• Test Tapes—ACT, SAT, AP

• Compliance and tracking programs for international students, i.e. – the SEVIS (Student and Exchange Visitor Information System) program

• On-Line databases to aid international processing of applications, i.e. – The Electronic Database of Global Education (EDGE)

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More ExamplesMore ExamplesShared Technologies

• Automated Email SystemsTemplates

Knowledge Base Systems

• Self-Service--Admission Pre-Screening

• Web Forms--Connecting Web with Backend Databases

• Integrated Admissions, Financial Aid, Registration, Billing

• On-line Scholarship Application/Notification

• On-line Transfer Credit Tables/Interactive Degree Audit

• Student Portals—Admitted/Enrolled

• Data Warehouse

• Shared Drive

• Admissions Intranet

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Trends--What are We Seeing?

•Greater emphasis on the Web

Increased use of E-mail

Increased automation/self-service

Creation of new positions/reclassification of old

Universities changing the way they do business

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Technology AssessmentTechnology Assessment

Where are you now?Where are you now?

Where do you hope to go? Where do you hope to go?

What are your applicants/students asking for? What are your applicants/students asking for?

What are your peer institutions doing?What are your peer institutions doing?

What are the goals of your administration? What are the goals of your administration?

What is your timeline?What is your timeline?

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Other Things to Consider When Talking about Technology and Management

Protection of Student Information--On-going process of reviewing who has access to what--revalidating users. Interpreting FERPA. Having response plan for breach of security/loss of student information

Office Computer Policy--Printed guidelines outlining expectations for your staff. Established management philosophy on how to handle violations

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Other Things to Consider When Talking about Technology and Management cont.

Misuse of Technology—Day to day issues--SPAM, surfing the Net, inappropriate material; chain mail; excessive printing; installing unlicensed or illegal software; spyware; spreading viruses; computer games; use of technology for private gain

The reach of our websites is global! – Web access in our offices is speedy, so it’s easy to forget how slow it can be in other parts of the world and even in isolated areas in the US. Consider a CSS-based site to ensure content is separate from design. This will speed up delivery of a site regardless of bandwidth.

AACRAO 2005 Admissions Institute

Other Things to Consider When Talking about Technology and Management cont.

Accessibility/Usability – Coding using standards makes accessibility an easier goal to achieve, as standards have been created with accessibility in mind. Being able to address accessibility issues means being able to serve web content to a larger audience, increasing web site usability, especially for users with disabilities. Sites should be accessible to users with visual, hearing, mobility, and cognitive disabilities. The guiding principle is that all sites must meet or exceed Section 508 (Priority 1) standards for accessibility. (Section508.gov)

Web Statistics – Utilize web statistics to analyze site traffic including: unique visits, screen resolution, page views, paths, and to track specific web campaigns.

AACRAO 2005 Admissions Institute

If You’re Thinking About a New System…Things to Consider

A vendor’s job is to sell you on what a system can ideally do. You A vendor’s job is to sell you on what a system can ideally do. You

probably won’t get “ideal” the first go around. Have a back-up plan.probably won’t get “ideal” the first go around. Have a back-up plan.

Budget for 2x the estimate. Figure out hidden costs and customization Budget for 2x the estimate. Figure out hidden costs and customization

needs. needs.

Decide how the new system will integrate with existing systems in Decide how the new system will integrate with existing systems in

your department and across campus?your department and across campus?

If you decide to go with a new system, surround yourself with positive, If you decide to go with a new system, surround yourself with positive,

change-oriented people who are committed to the project. change-oriented people who are committed to the project.

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New Technology and Effective ManagementChoose technology that benefits both sides of the office

Set short-term/long-term goals

Cross train. It improves morale and efficiency

Establish self-managed teams

Seek feedback

Stress teamwork

Recognize positive role models publicly

Share success stories with staff and administration

THANK YOU!