Operations Side of Admissions: Once a Student Hits Submit

1. Operations Side of Admissions: Once a Student Hits Submit WACAC Share, Learn, & Connect Friday, March 16, 2012

2. Panelists • Lauren Broussard, Pepperdine University • Lauren.Broussard@pepperdine.edu • Matt Ward, California Lutheran University • mward@callutheran.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

6. COMMON APPLICATION STATISTICS (Chapman)

7. COMMON APPLICATION control center

8. What Happens Once a Student Hits Submit? Pepperdine University • Pepperdine Admission Records Processing Team: • Three Admission Records Analysts • Split workload by last name • Process all applications and supplemental docs • Recalculate each high school GPA 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

9. What Happens Once a Student Hits Submit? Pepperdine University • 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 (Intl Students) International Student Data Form (Intl Students)

10. What Happens Once a Student Hits Submit? Pepperdine 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, Pepperdine Webforms, etc.) • Hard Copy Mail

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

12. What Happens Once a Student Hits Submit? Pepperdine University • Supplemental Materials: • All documents sent through our imaging system, NOLIJ • High School Transcripts recalculated to Pepperdine GPA scale • Processing depends on document type and origin • Naviance/Common App Documents: Fastest to associate • Other Electronic Sources: More quickly processed if they come with the student’s ID • Hard Copy Documents: Sent to our document scanning room; must be opened, separated, scanned, associated, and then processed.

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

14. What Happens Once a Student Hits Submit? CaLLUTHERAN • Transition to “paperless” • The joys of embracing the 21stcentury • “Did you get my portfolio?” • “What do you mean I can’t read files in my pajamas this year?”

15. What Happens Once a Student Hits Submit? CaLLUTHERAN • Are all apps common? • CLU still embraces the age-old concept of using an institutional application while also accepting the Common Application • Naviance, Naviance, NAVIANCE • 5,500 Schools, 350 outside the U.S. • 4.5m in Family Connection • 1,742 schools submitted documents using NavianceEdocs • 2011: 8m documents 2012: 13m documents • The convergence of technology to serve the masses • http://url.ie/eulq

16. What Happens Once a Student Hits Submit? CaLLUTHERAN • File Flow & Personnel • STEP 1: Get it all in • STEP 2: Make sure it’s complete • STEP 3: Read it • STEP 4: Code it • STEP 5: Repeat steps 3-4 • STEP 6: Qualify it. If musician, athlete, regent’s kid, or other institutional interest of note, repeat steps 3, 4 and 6. • STEP 7: Send it • STEP 8: Analyze them • REGULAR DECISION: Rinse and repeat

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

18. 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 • DATATEL Colleague (ERP) • ImageNow (document imaging) • Hobsons CONNECT EMT (Personalized web pages, event management, prospect communication flow)

19. 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” 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

20. 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)

21. Questions?

22. Thanks for coming! Tip your wait staff