Explore Current and New Approaches to International Student Orientation

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

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

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

4. 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

5. Pre-Arrival Checklist

6. 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

7. Orientation Check-In

8. 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

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

10. Document Upload

11. 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

12. Document Check

13. NewOrientation 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

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

15. Student View

16. Student View When Clicking on Checklist Item

17. Administrative View

18. Administrative View Student Names

19. 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

20. Administrative View: From Individual Student Record

21. 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

22. 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

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

24. Orientation At IU

25. Questions