Transcript Technology in Admissions: Navigating the Seas of Change

Technology 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
Technology in Admissions
Everything we do in Admissions involves technology
Students have high expectations for access--24/7/365
Universities are trying to respond--using business models for guidance
New technology is expensive. Software = small cost. Big costs = hardware,
upgrades, maintenance contracts, campus-specific programming, staff
training, and time
Technology enhances admissions process, but doesn’t replace need for
personal relationships
AACRAO 2005 Admissions Institute
How Are We Using Technology In 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 Admissions
Recruitment
Operations
Technology
AACRAO 2005 Admissions Institute
Examples of Technology in Admissions
RecruitmentProspect/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 Examples
Operations
•
On-line Prospect Cards
•
Admissions Web Applications
Printable
Uploadable
Common App--State-based/Mentor
•
Electronic payment options--Checks/Credit cards
•
Digital Signatures
•
Imaging Systems
OCR/Bar Coding
Scanning Documents—View Access or Permanent Archive
Workflow
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More Examples
•
Electronic Transcripts
•
Self-reported Transcripts--GPA/HS Course Uploads
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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 Examples
Shared Technologies
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Automated Email Systems
Templates
Knowledge Base Systems
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Self-Service--Admission Pre-Screening
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Web Forms--Connecting Web with Backend Databases
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Integrated Admissions, Financial Aid, Registration, Billing
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On-line Scholarship Application/Notification
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On-line Transfer Credit Tables/Interactive Degree Audit
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Student Portals—Admitted/Enrolled
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Data Warehouse
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Shared Drive
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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

AACRAO 2005 Admissions Institute
Technology Assessment
Where are you now?
Where do you hope to go?
What are your applicants/students asking for?
What are your peer institutions doing?
What are the goals of your administration?
What is your timeline?
AACRAO 2005 Admissions Institute
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
AACRAO 2005 Admissions Institute
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
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 needs.
Decide how the new system will integrate with existing systems in
your department and across campus?
If you decide to go with a new system, surround yourself with
positive, change-oriented people who are committed to the project.
AACRAO 2005 Admissions Institute
New Technology and
Effective Management

Choose technology that benefits both sides of the office

Set short-term/long-term goals
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Cross train. It improves morale and efficiency
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Establish self-managed teams
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Seek feedback
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Stress teamwork
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Recognize positive role models publicly
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Share success stories with staff and administration
THANK YOU!