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Creating an Electronic Student Filing System (on a limited budget)

Creating an Electronic Student Filing System (on a limited budget). Stephanie Hamblin Director, University Advising. WHO should consider using this system?. YOU! Anyone who is interested in moving from a paper-based student filing system

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Creating an Electronic Student Filing System (on a limited budget)

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  1. Creating an Electronic Student Filing System (on a limited budget) Stephanie Hamblin Director, University Advising

  2. WHO should consider using this system? YOU! • Anyone who is interested in moving from a paper-based student filing system • Anyone who wants to eliminate the pulling, re-filing, handwriting notes, duplicate files and/or lost documentation

  3. WHAT? Go Green Campaign! University Advising went to a home-grown paperless filing system for student records about 18 months ago. Probably one of the best time savers we have implemented since the creation of the Center.

  4. WHERE? In your individual office, department, college, across campus…the WORLD (ok, maybe not the world but you get the idea) This system allows you to share/access files with anyone who has access to your server/shared drive.

  5. WHY? • More and more offices are going High-Tech/paperless/streamlined • Save Time and $$$ • Anyone who wants to eliminate the pulling, re-filing, handwriting notes, duplicate files and/or lost documentation • Use all or part

  6. WHEN? • Right now! What are you waiting for?

  7. HOW? • You will need the 5 S’s: • spreadsheet software (Excel is what we use) essentially free • server • already in existence • scanner • $500 or less • students (voluntary or otherwise) • system (way to keep consistency in labeling student information)

  8. UA System (pirated from HSS) Folder Lastname, FIRSTNAME {A00000000} University Studies/Notes A00000000.gened.xls Email A00000000.em.mmmddyy.txt Academic Probation A00000000.ap.mmmddyy.pdf Academic Warning A00000000.aw.mmmddyy.pdf Academic Progress Report A00000000.apr.mmmddyy.pdf 49/60+ Contracts A00000000.49.mmmddyy.pdf Change of Matriculation A00000000.com.mmmddyy.pdf Athletic Form A00000000.athl.mmmddyy.pdf Disability Resource A00000000.drc.mmmddyy.pdf Honors A00000000.hon.mmmddyy.pdf Scanned (prior to April 1) A00000000.oldfiles.mmmddyy.pdf

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