Operations Side of Admissions: Once a Student Hits Submit

1. Operations Side of Admissions: Once a Student Hits Submit WACAC Share, Learn, & Connect Thursday, January 17, 2013 | LMU

2. Panelists • Lauren Broussard, Pepperdine University • Lauren.Broussard@pepperdine.edu • Radia Alouache, Loyola Marymount University • Radia.Alouache@lmu.edu • Andy Sison, Chapman University • sison@chapman.edu

3. What happens once a student hits submit?

4. What happens once a student hits submit?

5. COMMON APPLICATION STATISTICS 2011-2012 • 2.75 million total applications (up 16% from the previous year) • Applicant breakdown: • 56% female • 52% male • 8% international • 32% first generation to apply to college • 71% attended public school • Less than 1% are home schooled • 490 schools accept the Common App (from 46 states + Washington, D.C. and 5 countries outside the U.S. • Common App 4.0 launches August 1, 2013 http://applyingtocollege.org/2012/06/18/common-application-news-and-statistics/

6. COMMON APPLICATION control center

7. What Happens Once a Student Hits Submit? Pepperdine University • Pepperdine Admission Records Processing Team • Three Admission Records Analysts • Split workload by last name • Process applications and supplemental docs • Recalculate High School GPAs One Data Management and Communication Coordinator • Load applications, test scores • Send out correspondence Seven to Ten Student Interns • Open mail, scan and associate supplemental docs

8. What Happens Once a Student Hits Submit? Pepperdine University • Application Process: 3 Steps • Submit Common Application • Submit Additional Required Application Materials • Monitor WaveNet Portal To Do List Submit Additional Required Application Materials High School Transcript Academic Recommendation Personal Recommendation College Transcript (if applicable) SAT/ACT Scores (if applicable) Proof of English Proficiency (Int’l Students) International Student Data Form (Int’l Students)

9. What Happens Once a Student Hits Submit? Pepperdine University • Applications received exclusively via the Common App Online • Supplemental Documents received: • Naviance/Common App Online (fastest) • Other electronic sources (e-mail, Docufide, SAT/ACT, webforms, etc.) • Hard Copy Mail

10. What Happens Once a Student Hits Submit? Pepperdine University • When an Application Arrives 1. Downloaded (within 1-2 business days): Pepperdine CWID assigned, WaveNet Account created, confirmation e-mails sent 2. Processed (within 3-5 weeks): By last name in the order received, requirement checklists assigned (“To Do” Lists) 3. Supplemental documents marked off “To Do” List (within 5-7 weeks) • Note: No real action taken without an application

11. What Happens Once a Student Hits Submit? Pepperdine University • Supplemental Materials • All documents sent through Nolij (imaging system) • High School Transcripts recalculated to Pepperdine GPA scale • Processing depends on type and origin • Naviance/Common App Online (fastest) • Other Electronic Sources:Faster if accompanied by an ID • Hard Copy: Opened, separated, scanned, associated, processed…

12. What Happens Once a Student Hits Submit? Pepperdine University • Tips to Expedite Processing: • Apply Early! • Use Legal Name • Submit Electronically • Monitor WaveNet To Do List • Include Pepperdine Campus-Wide ID /Common App Online ID

13. What Happens Once a Student Hits Submit? Loyola Marymount university • Admission Operations & Systems (AO&S) Staff • Processing Undergraduate Students • 8full-time staff • 19 student workers • ELLUCIAN (Recruiter) • Nolij(document imaging)

14. What Happens Once a Student Hits Submit? Loyola Marymount university • LMU Admission Processing Team: • One Admission Assistant • Open mail, image documents (2 student interns) • Three Admission Assistants • Split workload by last name • Process all applications and index supplemental docs (17 student workers) • Two system Analysts • Load applications, test scores • Send out correspondence

15. What Happens Once a Student Hits Submit? Loyola Marymount university 4 Steps Submit Supplemental Items Submit Common Application Submit Payment Check MyLMU for supplemental items

16. What Happens Once a Student Hits Submit? Loyola Marymount university • Applications received exclusively via the Common App Online • Supplemental Documents received in 3 ways: • Electronically via Naviance/Common App (fastest) • Other electronic sources (e-mail, Docufide, SAT/ACT, etc.) • Hard Copy Mail: Sent to our imaging crew; must be opened, separated, imaged, and associated (indexed).

17. What Happens Once a Student Hits Submit? Loyola Marymount university • When an Application Arrives: 1. Downloaded (within 24 hours the next business day): LMU ID assigned, MyLMU Account created, and “Thank you for applying” e-mail and letter generated 2. Processed (within 3 weeks): By order of when application and documents received; Missing items letters generated; check MyLMU for updates 3. Supplemental documents marked off (within 3 weeks): MyLMU supplemental items • Note: No real action taken without an application

18. What Happens Once a Student Hits Submit?chapman University • Processing your application • http://youtu.be/V7d8Nj-ThIc • Flat Panther • http://youtu.be/wtYPAG6Mq6Q

19. What Happens Once a Student Hits Submit?chapman University • Admission Operations & Systems (AO&S) Staff • Processing Undergraduate and Graduate populations • 17 full-time staff • 15 seasonal temporary staff • 5 student workers • DATATEL Colleague (ERP) • ImageNow (document imaging) • Hobsons CONNECT EMT (Personalized web pages, event management, prospect communication flow)

20. What Happens Once a Student Hits Submit?chapman University • When an Application Arrives: 1. Downloaded (within 24 hours the next business day): Chapman ID assigned, WebAdvisor Account created, and “Thank you for applying” e-mail and letter generated 2. Processed (within 3-5 weeks): By order of when application and documents received; Missing documents letters generated; check WebAdvisor for updates 3. Supplemental documents marked off (within 5-7 weeks): WebAdvisor “check list” • Note: No real action taken without an application

21. What Happens Once a Student Hits Submit?chapman University • Tips for checking your application status • Check WebAdvisor for status before contacting us • Check Naviance account (if applicable) for dates documents were ordered • Supply date missing documents were ordered when inquiring about status by phone or e-mail • Counselors are encouraged to contact assigned admission counselor by geographic territory (refer to Chapman website for assigned admission counselor)

22. Questions?

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