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PAPERLESS ADMISSIONS SYSTEM. Peter Fisher (Head of Admissions). Today’s Presentation. Overview: Admissions Peter Fisher Detailed view of system: Banner Team David Wells Ashley Sargeant Questions. Additional Sources of Help Intranet - Staff Services A-Z. Additional Sources of Help.

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Paperless admissions system

PAPERLESS ADMISSIONS SYSTEM

Peter Fisher (Head of Admissions)


Today s presentation
Today’s Presentation

Overview: Admissions

Peter Fisher

Detailed view of system: Banner Team

David Wells

Ashley Sargeant

Questions


Additional sources of help intranet staff services a z
Additional Sources of HelpIntranet - Staff Services A-Z


Additional sources of help
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


Implementing a new system
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’


Implementing a new system1
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




Applications in the paperless admissions system2
Applications IN the Paperless Admissions System

UCAS / GTTR

ON LINE APPLICATION FORMS

with Attachments


Applications in the paperless admissions system3
Applications IN the Paperless Admissions System

UCAS / GTTR

ON LINE APPLICATION FORMS

with Attachments

PAPER FORMS

INPUT & SCANNED


Applications in the paperless admissions system4
Applications IN the Paperless Admissions System

UCAS / GTTR

PAPERLESS ADMISSIONS SYSTEM

ON LINE APPLICATION FORMS

with Attachments

PAPER FORMS

INPUT & SCANNED


Applications not in the paperless admissions system
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


How the applications will be directed to the primary decision makers pdm
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


How the applications will be directed to the primary decision makers pdm1
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


How the applications will be directed to the primary decision makers pdm2
How the Applications will be Directed to the Primary Decision Makers (PDM)

  • PDM Groups

    • Automatic Filter

      Not Yet Operational

PA

Partner College

Research Office


How the applications will be directed to the primary decision makers pdm3
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


How the applications will be directed to the primary decision makers pdm4
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


How the applications will be directed to the primary decision makers pdm5
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


How staff in the pdm groups access work
How Staff in the PDM Groups Access Work

Access via Banner web allowing Off-Campus working


How staff in the pdm groups select their work
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.




Working with an application
Working with an Application

The Application & Decision Options are on ONE Screen


Working with an application1
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


Working with an application2
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)


Working with an application3
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


After you have made a decision
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


Confirmation
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.


Advantages of paperless admissions system
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


Advantages of paperless admissions system1
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


Disadvantages of paperless admissions system
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’


Transitional arrangements
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


Future developments
Future Developments

Improved (electronic) Communication with applicants

Two-way communication

Feed-back from Users

Development work prioritised by the Steering Group


If you have any problems with the paperless admissions system
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


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