Session #347:
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Session #347:. Tracking Student Visits to Campus from Beginning to End. Dcn . Mark Erste | Director of Institutional Research, Interim Registrar Emma Smits | Admissions Counselor for Communications Franciscan University of Steubenville. Goal:.

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Dcn . Mark Erste | Director of Institutional Research, Interim Registrar

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Dcn mark erste director of institutional research interim registrar

Session #347:

Tracking Student Visits to

Campus from Beginning

to End

Dcn. Mark Erste | Director of Institutional Research, Interim Registrar

Emma Smits | Admissions Counselor for CommunicationsFranciscan University of Steubenville


Dcn mark erste director of institutional research interim registrar

Goal:

To automate the process for registering, communicating with, scheduling, tracking, and reporting on over 1,000 annual visitors to the Admissions Office by utilizing the functionality of JICS and Jenzabar EX

Unplanned Benefit:Saved over 500 hours annually for our Visit Coordinator!


What we did

What We Did

Old Process:

New Process:

Everyone completes online form in JICS, including anyone in our office (student workers, counselors, etc.)

  • Student completed online form on website, or we completed paper version if by phone

  • Registration was printed and manually entered into EX and/or Excel spreadsheet

  • Registration is imported into EX via Process Internet Submissions

  • Email sent manually to confirm receipt of registration and provide additional visit information

  • Email generates automatically via JICS confirming receipt of registration & providing additional visit information


What we did cont

What We Did (cont.)

Old Process:

New Process:

Personalized itinerary printed automatically via Daily Procedure

  • Campus Visit landing page was only on university website – contained additional info & online registration form

  • Main landing page is now in JICS (website points to JICS) – has additional info, online registration form, FAQs, downloadable PDFs, flexibility to post announcements, etc.

  • Personalized itinerary printed manually from Word/Excel

  • Counting/Tracking number of visitors done manually

  • Counting/Tracking number of visitors done via Infomakerqueries


How we did it

How We Did It

  • Created JICS “Visit” Forms for internal & external use

  • Created landing page in JICS

    https://myfranciscan.franciscan.edu/ICS/Admissions/Campus_Visits.jnz

  • Moved our visit tracking from Notepad to Candidacy Udf tab to allow for easier import from JICS (see Appendix)


How we did it cont

How We Did It (cont.)

  • Automated printing of itinerary


How we did it cont1

How We Did It (cont.)

  • Automated printing of visitor profile


How we did it cont2

How We Did It (cont.)

  • Created JICS “Visit” Forms for internal & external use

  • Created landing page in JICS

    https://myfranciscan.franciscan.edu/ICS/Admissions/Campus_Visits.jnz

  • Moved our visit tracking from Notepad to Candidacy Udf tab to allow for easier import from JICS (see Appendix)

  • Automated printing of itinerary & visitor profile

  • Automated room host selection (see Appendix)

  • Created various custom reports


Questions

Dcn. Mark Erste

[email protected]

Emma Smits

[email protected]

Questions?


Appendix

Appendix

EVENT – User Defined Tab


Appendix1

Appendix

Candidate.Udf Tab


Appendix2

Appendix

Room Host Drop-down Window

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IM Form for entering room hosts


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