PAPERLESS ADMISSIONS SYSTEM

1. PAPERLESS ADMISSIONS SYSTEM Peter Fisher (Head of Admissions)

2. Today’s Presentation Overview: Admissions Peter Fisher Detailed view of system: Banner Team David Wells Ashley Sargeant Questions

3. Additional Sources of HelpIntranet - Staff Services A-Z

4. Additional Sources of Help Intranet - Staff Services A-Z Video PowerPoint Admissions Officers (Help Desk) Phone Numbers Handouts Links from Paperless Decision Screen Refresher sessions

5. Implementing a New System Do not think ‘How can I use this new system as if it were still based on paper’ Instead think ‘How I can I best use this new system’

6. Implementing a New System Annual Incremental Implementation Rather than delayed ‘All-in–one-go’ approach Phase One: Improved On-Line Application Form Pilot Scheme with School of CMS & International Office Phase Two: Phase one across all Schools and Partner Colleges Phase 3: Onwards Improved Communication with Applicants Other Developments determined by the Steering Group

7. Applications IN the Paperless Admissions System

8. Applications IN the Paperless Admissions System UCAS / GTTR

9. Applications IN the Paperless Admissions System UCAS / GTTR ON LINE APPLICATION FORMS with Attachments

10. Applications IN the Paperless Admissions System UCAS / GTTR ON LINE APPLICATION FORMS with Attachments PAPER FORMS INPUT & SCANNED

11. Applications IN the Paperless Admissions System UCAS / GTTR PAPERLESS ADMISSIONS SYSTEM ON LINE APPLICATION FORMS with Attachments PAPER FORMS INPUT & SCANNED

12. Applications NOT in the Paperless Admissions System • Network Colleges • International Collaborations • Short Courses • Research Programmes MPhil / PhD • H&SC CPD • Forms from International Fairs Decisions already made, Scanned for Records only

13. How the Applications will be Directed to the Primary Decision Makers (PDM) • PDM Groups • Only staff approved by the School or Partner College can access applications in the Paperless Admissions System

14. How the Applications will be Directed to the Primary Decision Makers (PDM) • PDM Groups • Automatic Filter PA Each College is a separate Group Partner College

15. How the Applications will be Directed to the Primary Decision Makers (PDM) • PDM Groups • Automatic Filter Not Yet Operational PA Partner College Research Office

16. How the Applications will be Directed to the Primary Decision Makers (PDM) • PDM Groups • Automatic Filter Not Yet Operational Not British PA Partner College Research Office International Office

17. How the Applications will be Directed to the Primary Decision Makers (PDM) • PDM Groups • Automatic Filter Not Yet Operational Not British P&H Checks + Ug Yr0/1 PA Partner College Research Office International Office Admissions Office

18. How the Applications will be Directed to the Primary Decision Makers (PDM) • PDM Groups • Automatic Filter Not Yet Operational Not British P&H Checks + Ug Yr0/1 Postgrad + ‘Special’ Ug PA Partner College Research Office International Office Admissions Office Schools

19. How Staff in the PDM Groups Access Work Access via Banner web allowing Off-Campus working

20. How Staff in the PDM Groups Select THEIR Work • SELECTION AND ORDERING • Each Group Organises work in its own way • International Office organise by Country of Applicant • Some colleagues may be responsible for all undergraduates or all postgraduates in their School • Some colleagues may be responsible for both undergraduates and postgraduates in one department in their School When applications arrive in your Group’s In-box, apply the filters, and order the work as best suits you.

21. How Staff in the PDM Groups Select THEIR Work + Name

22. Enlarging Screen Image using Internet Explorer 7

23. Working with an Application The Application & Decision Options are on ONE Screen

24. Working with an Application You can forward the application to a colleague or PDM Group with comments, but don’t forget the Data Protection Act. The applicant is entitled to read what is said about them

25. Working with an Application Print Form locally (eg: for interviews) But the decision must be recorded on the ‘Paperless’ Screen View documents attached to the application (Xtender) Record notes or view previously recorded notes Forward to a colleague or PDM Group with comments Make a decision: Conditional or Unconditional Offer or Reject For International Applicants only: Record reason for offer (UKBA)

26. Working with an Application Record why the application has been Rejected (Schools of H&SC + E&T ONLY) It is university policy that a reason should not be recorded. Make an Offer (U or C) to an alternative programme Ask Admissions to arrange an interview (UoG Police & Health Check programmes only) Record that a locally arranged interview is scheduled Record that you have communicated with the applicant

27. After You Have Made a Decision Rejections are automatically passed into Banner Offers are transferred to Admissions to Fee Assess, Code Qualifications, and input into Banner. Decisions input into Banner are checked against the Decision in the Paperless system to prevent errors You can check to see if your decision has been input into Banner Change your decision, if the applicant appeals against a rejection Search and View a record in the Paperless system

28. Confirmation Examination Results to Admissions to determine if Entry Conditions have been met (Usual procedure) If Examination results lower than ‘Clearing’ Entry Conditions, application passed to PDM Group electronically. PDM Group may Confirm Offer, make Alternative Offer, or Reject. If application Rejected it goes into a ‘pool’ which is accessible to all PDM Groups.

29. Advantages of Paperless Admissions System SPEED Applications will not be delayed in Admissions or by mailing Rapid communication between colleagues TRACKING The system will identify which Office ‘holds’ the application MONITORING PDM Groups will be able to see if their applications have been entered into Banner Senior Managers will be able to see where there is a backlog in applications without decisions NO MISSING PAPER-WORK or FILING

30. Advantages of Paperless Admissions System ACCESSIBILITY Applications are accessible to staff within each PDM Group, so that if a member of staff is absent, a colleague can deal with their applications. Work off campus (at a Partner College or elsewhere) ERROR PREVENTION Decisions in the Paperless System checked against Decision input into Banner. Offers can only be made to programmes on the Authorised List ON-LINE APPLICATION FORM Removes delays caused by inputting forms Removes errors in copy-typing SECURITY Only ‘approved’ staff have access to the system

31. Disadvantages of Paperless Admissions System IT’S DIFFERENT Colleagues will need to re-think working practices Do not think ‘How can I use this new system as if it were still based on paper’ Instead think ‘How I can I best use this new system’

32. Transitional Arrangements Paper Forms were sent to Schools / Colleges until 16 October 2009 Paper Forms were processed by Admissions up to and including Friday 23 October 2009. After this date all processing will be via the Paperless System Any new paper forms will be typed in to Banner and the form scanned in to create a Paperless Record Applications deferred from last year will be scanned to create a record for the Student Records Office

33. Future Developments Improved (electronic) Communication with applicants Two-way communication Feed-back from Users Development work prioritised by the Steering Group

34. If you have any problems with the Paperless Admissions System please contact: Your Admissions Officer Tel: 020 8331 xxxx 9819 Nyree Sullivan Partner Colleges + Engineering + A&C 8279 Jay Ratanawa Postgrad Business + CMS + Humanities 8612 Glen Tugwell Undergrad Business + Science + PCET + GMI             8641 Kwok Cheung E&T (ex PCET) + Partnership Division 9085 Chloe Wignall HSC Professional Progs (Nursing + Midwifery + Paramedics) + International applications 8645 Jane Denton HSC Non-Professional Progs + Social Work + Speech & Language