Explore Current and New Approaches to International Student Orientation 2013 User’s Conference Chelsea Carroll Assistant Director for International Orientation and Outreach Jacob Warner Communications Manager & Analyst

Agenda • • • • • Introduction Current orientation process New orientation process Review of orientation at IU Questions

Current Orientation Process • • • • • Pre-Arrival checklist Orientation check-in Schedule system Document upload Document check

Pre-Arrival Checklist • • • List of important items for students to review/complete Shifts the burden of data collection to students before arrival Items cannot be grouped

Pre-Arrival Checklist

Orientation Check-In • • • • Set of 14 screens student completes System takes student through a linear process Information is saved in sunapsis in various tables Typically accessed from the pre-arrival checklist

Orientation Check-In

Schedule System • • • • Creates individualized orientation schedule for students Schedule events can be filtered to particular populations Events can be marked as mandatory or not Self-service option so that students can select optional events to attend

Document Upload • • Streamlined view of normal upload process Used if a student has not uploaded documents or if the documents are incorrect

Document Upload

Document Check • • Management view to review the information and documents a student has provided Document check alert if document check is not complete for students

Document Check

New Orientation Process • • • • • Pre-Arrival checklist New pre-arrival checklist with upgraded user experience covering the entire application/orientation process Orientation check-in Collect information using e-forms Schedule system Document upload Document check

New Pre-Arrival Checklist • • • • Student view Administrative views Managing the new pre-arrival checklist Communications feature

Student View

Student View When Clicking on Checklist Item

Administrative View

Student Names Administrative View

Administrative View Tools Student Names • • • • Refresh list Filter list Find by ID number Send e-mail to student • • • • Move student’s stage Close checklist Mass approve task Mass clear task

Administrative View: From Individual Student Record

Managing the New Checklist • • • • The tabs at the top of the page are customizable and called “stages” Each stage has a series of tasks, which are individual e-forms E-forms can ask students to acknowledge information, submit information fields, and even upload documents Stages can become available to students based on action reasons, tasks, or the completion of certain e-forms

Communications Feature • • • • Can e-mail student directly from checklist view Automated communications based on where a student is at within his or her checklist Automated e-mails based on invisible tasks (i.e. a message that orientation schedules are ready to create, that new tasks have been added, etc.) Automated reminder e-mails for students who do not proceed after initial communications

Orientation At IU • • • • • • • Pre-arrival information collection Welcome session Document check Immigration session IU information session Social events Campus partner events

Orientation At IU

Questions