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PAPERLESS ADMISSIONS

PAPERLESS ADMISSIONS. MAKING THE SWITCH. WHO HAS A PAPERLESS ADMISSIONS OFFICE?. WHY GO PAPERLESS?. Good for the environment – "Going Green" Efficiency No more carrying around files in your tote bag Can access files 24/7 from any spot with an internet connection

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PAPERLESS ADMISSIONS

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  1. PAPERLESS ADMISSIONS MAKING THE SWITCH

  2. WHO HAS A PAPERLESS ADMISSIONS OFFICE?

  3. WHY GO PAPERLESS? • Good for the environment – "Going Green" • Efficiency • No more carrying around files in your tote bag • Can access files 24/7 from any spot with an internet connection • More than one reviewer can access a file at the same time • Frees up office space – you can put in that wet bar you've always wanted • No more missing files – loss of documents is virtually impossible • Get to use full ACES² capabilities (e.g., batch update)

  4. SOUTH TEXAS COLLEGE OF LAW • We've been paperless since fall 2009 • If we receive a paper application, it is scanned and uploaded into ACES² • Applicant pool: 2200 fall/400 spring • Class size: 360 fall/90 spring • Programs offered • Full-time • Part-time with fall matriculation only

  5. STCL'S ADMISSIONS PROCESS • Presumptive admits and denies by admissions • 12-member faculty committee (4 groups of 3) • New committee files assigned to 3-member group initially and split decisions to full committee • All files are reviewed electronically • After review, all decisions are batch-updated and e-mailed to applicants • We also use the ACES² Applicant Status Online (ASO) to notify applicants of their status and decision

  6. FIRST STEPS • We became a BETA school for ACES² and Banner/USI data transfer • ACES² is an electronic admissions database supported by LSAC • We had discussions with our Registrar, IT department, Dean, and Admissions Committee • Help from IT department and LSAC regional team • Chart application flow • Add new statuses • Set-up Applicant Status Online (ASO) • Set-up voter recommendations • Create new reports to work with review process administration feature • Update mailings list

  7. EVALUATING YOUR PROCESS:ACES² CONSIDERATIONS • Requiring E-apps through LSAC • Electronic application flow into ACES² • Based on your preference • Eliminates data entry • Requiring payment through LSAC • No more check/credit card processing • Funds can be transmitted electronically (EFT) • Fee waivers • Automatically honoring LSAC fee waivers • Can grant individual fee waivers

  8. PROCESSING APPLICATIONS • Electronic applications flow automatically through ACES² based on your preferences • Staff still needs to look at each application • Takes time and accuracy • Review to make sure the application is complete and ready for committee review • Applications are "completed" when all documents are received • Documents received by e-mail are easily uploaded to the electronic file • Documents received by mail are first scanned and then uploaded to the electronic file • Reports are essential for organization and "movement" of files

  9. THE IMPORTANCE OF STATUS • Think of them as "stacks" • Status is a primary reporting criteria to indicate when files are ready for communication or promotion • Most reports will be generated based on status and are used to promote applicants from one status to another • Applicant status can be updated in batch mode • Report results are used to update batches of applicants and contact log

  10. PREPARING APPLICATIONS FOR REVIEW • Completed files are assigned to reviewers • Search using the reviewers tab on ACES² • Manage applications on the reviewer tab

  11. REVIEWING APPLICATIONS • PDFs of E-apps, LSDAS Reports, and other documents • Reading tips • Admissions committee training sessions • Computer screens, dual monitors • Enlarging documents • Adobe preferences and training • Reader makes a decision and may leave electronic notes visible to the other committee members • "Confirmed" files may be re-assigned or sent for review by the full committee

  12. PROCESSING DECISIONS • Decisions are uploaded to decision status • Applicant Status Online (ASO) • Decision letters may be printed or sent electronically • Copies of letters are saved electronically

  13. WITHOUT A PHYSICAL FILE, WHERE DOES EVERTHING ELSE GO? • Scholarships • Notes • Mailings • Contact log

  14. TRANSITIONING RECORDS TO THE REGISTRAR'S OFFICE • At South Texas, basic information is transferred to Banner via USI data transfer as soon as an applicant is admitted • Available to Office of Financial Aid and Registrar's Office • Next, we notify the Registrar when an admitted student submits a registration form • Courses are assigned at this point • Since our Registrar's Office is NOT paperless, we ask LSAC to print applications for all "registered" students • Files can also be printed manually • Physical files are delivered to Registrar with an official undergraduate transcript and a copy of the registration form • Admissions files are archived and stored on the LSAC database and at the school

  15. NEXT STEPS • ACES² allows for electronic files to be generated, saved, and transferred to other offices • Individual files • Individual PDFs

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