Paperless Admissions Processing

1. Paperless Admissions Processing AACP Annual Conference 2011

2. Description & Objectives Description: This workshop will include a discussion on creating a paperless admissions environment. Becoming paperless is environmentally responsible and saves time and money. Topics will include benefits and concerns of becoming paperless, scanning and saving procedures, and more. Ask questions and share suggestions to help move to this process. Objectives: • Save money and become more efficient and by reducing paper mailings and manual data entry • Encourage other schools to become paperless in order to become environmentally friendly and reduce waste • Provide concrete ways for offices to initiate the paperless process

3. Agenda • What is paperless admissions processing? • Benefits of being paperless • Best practices • Issues & concerns • Next steps • Questions • School-specific processing procedures

4. Panelists Christine Stumm, Assistant Director of Admissions, University at Buffalo School of Pharmacy & Pharmaceutical Sciences - Obtained her MS degree in Higher Education Administration at UB and began working in the Pharmacy & Pharmaceutical Sciences Admissions Office in 2006 as an Admissions Advisor. She became Assistant Director in 2009. crm23@buffalo.edu Laura Fox, Assistant Dean for Professional and Student Affairs, Presbyterian College School of Pharmacy - Received her B.S. in Biological Sciences from Clemson University and her Ph.D. in Pharmaceutics from the University of Georgia. She served on the faculty of Midwestern University in Glendale, AZ and at the University of South Carolina in Columbia, SC before joining the leadership team at Presbyterian College School of Pharmacy in 2009. lmfox@presby.edu Richard O'Brocta, Assistant Dean of Student Affairs, St. John Fisher College Wegmans School of Pharmacy - Received his PharmD from Ohio Northern University. Started at the Wegmans School of Pharmacy in 2006 and assumed the position of Assistant dean of Student Affairs in 2008.robrocta@sjfc.edu

5. Panelists Tessa Keys, Academic Advisor, Southern Illinois University Edwardsville School of Pharmacy - Received her MA degree in Student Affairs Administration in Higher Education at Ball State and began working in the SIUE School of Pharmacy Office of Student Affairs in 2007. She is a member of the PharmCAS Advisory Panel. tlockha@siue.edu Richard Kasmer, Associate Dean and Associate Professor of Pharmacy Practice, Northeast Ohio Medical University - Earned his Doctor of Pharmacy degree (Pharm.D.) from Creighton University in Omaha, NE in 1981, completed a post-doctorate residency training program in Ambulatory Care at the VA Medical Center in Kansas City, MO in 1982 and earned his Juris Doctor degree (J.D.) from Cleveland State University Marshall College of Law in Cleveland, OH in 1992. rkasmer@neomed.edu Lucas Whittaker, Director of Admissions, Palm Beach Atlantic University - Received his B.S. in Finance from the University of Wisconsin in 2005 and his M.B.A from South University in 2009. He has worked in admissions since 2006 at South University and in January 2010 joined Palm Beach Atlantic University as the Director of Pharmacy Admissions. Lucas_Whittaker@pba.edu

6. What is paperless admissions processing? Adopt some/all of these practices: • Requiring a web-based application (PharmCAS) • Receiving PharmCAS mailings electronically • Requiring electronic submission of supplemental materials • Sending only emails or phone calls (verify with legal counsel ) • Processing, saving, and reviewing materials electronically

7. Benefits of being paperless • Less printing and postage • Easier file finding and sharing • Documents are secure and electronically available • Less work compiling and entering data • Increased accuracy • More streamlined process • Clean office space without paper or filing cabinets • Increased job satisfaction and less stress • Easy to add/delete/save over student files when needed • Easy to communicate with students

8. Benefits of being paperless Some Statistics: • 30 pages on average per applicant x 1000 applicants per year x life of the college (100 plus years) = 3,000,000 sheets of paper. • 1 tree makes 16.67 reams of copy paper or 8,333.3 sheets • Save 415 trees through paperless application alone! Not to mention the hours of shredding! • Fed Ex shipping = $2700 per year

9. Best Practices – PharmAdmit • Use PharmAdmit for as much as possible - interviews, supplemental processing, correspondences, scoring, etc. • Use the List Manager to Query • Use Supplemental tab as a checklist: Supplemental App, Fee, PCAT, TOEFL, WES, LORs. Move forward once checklist done is YES. • Set up correspondences in Letter Setup • Link status changes to correspondences • Set up e-mail correspondences in the personal tab • Use merged fields • For each new download, manually enter necessary information: Level of Education, Applicant Type, Current Status, Highest Level of Education • Use “General Reports” and “Graphical Drilldowns” to share with Admissions Committee Examples: Status Changes, Correspondence Setup Examples: List Manager, Supplemental Examples: Manual enter

10. Best Practices – PharmCAS • Download PharmCAS applications only when applicants are selected for review or only those who send a supplemental. • Export supplemental information back to PharmCAS (Output  Supplemental Item Export) • Download “Delivered Applicants” to contact those who have not yet been mailed/verified • See who has been offered/accepted other admissions offers • View end of year “Reports” • Check “Recently Changed” in PharmCAS on a weekly basis Examples on next page

12. Best Practices – File Saving • Create an electronic folder for each applicant Example • Save files as Last_First_PharmCAS# • Download PharmCAS applications and other materials into folders • “Clearinghouse” folder for documents that arrive without a corresponding application - cross check when mailing received • Create several folders to track statuses Example • Scan/save documents into each folder then shred • Create a single PDF portfolio for each reviewed

13. Best Practices – File Sharing • Blackboard Example • SharePoint • Create a shared drive • LCD Projector • Provide access to PharmCAS/PharmADMIT • Work with IT to create a password secure website • Use password protected jump drives/ laptops

14. Best Practices – Supplemental Apps • Make due date after PharmCAS due date • Collecting Applications: • Vovici Example • Fillable Word (applicants have problems completing and submitting certain attachments such as PDF) • Work with IT department to create a website/electronic form • CollegeNET • Collecting Payments: • CollegeNET • Skipjack • Work with Bursar office • Paypal is an option, but not recommended

15. Best Practices – Supplemental Apps Vovici: • ~$2000 - $5000 per year CollegeNET: • ~$6000 per year Skipjack: • 1 time setup fee: $79.95-$159.95 • Monthly processing fee: $19.95-$79.95

16. Best Practices – Interviewing • PDF file of applicant information sent to interviewers 3 days before interview day • Completed for interviewer convenience • Be certain to “print disable” the file • Interview form should be online • Laptops provided for interviewers • May complete evaluation form during interview or within 24-hours post-event • If paper is necessary, use as little as possible • Consider “blind” interviews

17. Best Practices – Other • Be consistent. Streamline. Insist that students send all documents to PharmCAS. • Provide as much information as possible on the website and initial “application received” email – reduces inquiries • Remind students to check the status of their supplemental materials on the portal • Use the helpful support provided by PharmCAS and PharmADMIT staff • Continue to review and revise processing as needed

18. Issues & Concerns – Staff Buy-In • Be prepared for “what if this happens, how can we handle this” etc. • Present a good case and listen to people’s concerns • Contemplate how you can alleviate concerns most effectively – use creative thinking • Know your allies and who the most powerful decision makers are • Be patient with people as they process the ideas for change • Bring the idea up again with the Admissions Committee; find the balance being too pushy with just giving up because you may meet resistance • Solicit support

19. Issues & Concerns – Technology • Backup files on a regular basis • Discuss limited file space with IT • Discuss security with IT • Files are just as safe, maybe more, on a computer than in a filing cabinet • Scan, save, shred documents • Reminders not to print documents (if print, shred & recycle) • Reminders not to save files to personal computer • Must purchase a scanner (two-sided is best) and shredder • The server is down (rarely) • Linking PharmCAS/PharmADMIT to institution’s student information system

20. Issues & Concerns – Paper Required • Administration may require paper copies of certain items. Admissions Committee may require (prefer) paper copies • Minimize what is required • Are denial letters for everyone necessary? • Can you print double-sided? • Can you reduce the amount of text and font size? • Can you print less copies? • Use PharmADMIT to make notes • Use Adobe Acrobat Professional to make notes on PDF

21. Next Steps • Convince others through meeting and/or e-mails by providing the rationale and having answers for their concerns. • Write up a plan for processing and reviewing applications. Include timelines and goals. • Test. When setting up process, test on multiple computers. • Provide training to staff and welcome constructive feedback. • Ask other paperless school(s) and PharmCAS/PharmADMIT staff.

22. Questions?

23. Processing Procedures from Panel…

24. Presbyterian College Workload and Staff: • Number of Complete/Mailed PharmCAS Applicants • (2009-10): 555 • (2010-11): 435 • Processing: 3 staff members • Reviewing: 3 staff members + 5 admissions committee members How paperless? • We are paperless except for: • Checklist for each applicant (1 sheet of paper) • Acceptance letters are printed on letterhead and mailed

25. Presbyterian College Processing and Reviewing Procedures: • Create an electronic folder for each applicant • Receive or scan documents into each folder then shred • Download PharmCAS applications into folders when applicants are selected for interview • Generate PharmAdMIT reports after interview; add to folder • Create a pdf portfolio for each interviewed applicant • Make applicant portfolios available for Admissions Committee review using Blackboard Other Issues: • File sharing required the creation of a shared drive • Tracking submissions by students to verify file completion – helped via paper checklist

26. Presbyterian College

27. Presbyterian College

28. Presbyterian College

29. Presbyterian College

30. Southern Illinois University Edwardsville Workload and Staff: • Number of Complete/Mailed PharmCAS Applicants (10-11): 501 • Processing: 2 staff members • Reviewing: 2 staff members + 9 admissions committee members How paperless? • Paperless except: • Supplemental Application & copy of State ID – 3 pages • Staff reviewer document & committee review document – 2 pages • Interview evaluation and prerequisite sheet– 3 pages • Writing assessment during interviews – 6 pages • Acceptance letters, enrollment deposit, experiential education – 4 pages

31. Southern Illinois University Edwardsville Processing and Reviewing Procedures: • Sort students into lists – use Correspondence Setup to create an email to attach to each status change – incomplete, complete, application received, etc. • File mailed supplemental apps (will email next year to reduce paper) – enter supplemental information in PharmAdMIT • Supplemental fees are mailed check or money order – working with Bursar Office to allow for online payment on SIUE website • Manually enter Highest Degree in College Summary, SIUE Student, # of repeats, reviewer, App Type for residency, current tech – if all information is in AdMIT, can export all data into one spreadsheet reducing the use of multiple documents

32. Southern Illinois University Edwardsville

33. Southern Illinois University Edwardsville • Student Affairs reviews files once checklist done is YES • Create electronic folders for each committee reviewer which includes each applicant’s information from PharmAdMIT (PCAT, Residency, GPA, Current Tech, Degree, Military, # of repeats) and electronic copy of PharmCAS app • Output saved to password protected jump drive • Many committee members are not SIUE SOP faculty/staff = jump drive • Committee reviews files, returns jump drive & one page document of notes on each student for committee meeting discussion • Email students with Interview status and information needed for interview day – email interviewers as well • Email students with Admissions Status/Waitlist Status – mail acceptance letter, enrollment deposit form, and experiential notification (3 pages total) - email all information to SIUE Admissions to admit students • Experiential Education Office also went paperless – 14 page document now emailed to all 82 admitted students

34. Northeast Ohio Medical University Workload and Staff: • Number of Complete/Mailed PharmCAS Applicants (08-09): 551 • Processing: 1 full-time dedicated staff; Reviewing: 1 (Director) How paperless?  • 100% paperless for applicant • Send information electronically for interviewer, but they still want us to print out for interview day Processing and Reviewing Procedures: • PharmCAS application is loaded into our Banner system as a pdf. • Supplemental is completed in pdf and emailed to University. • Supplemental and PharmCAS app are forwarded on for review. • Extra materials like a green card are not submitted electronically (yet) and are stored in an applicant's file.

35. Northeast Ohio Medical University Processing and Reviewing Procedures

36. Northeast Ohio Medical University • Application Data – Spreadsheet / Databases • Academic and Demographic Data is fed into a master spreadsheet that tracks all applicants using PharmADMIT • Additional Information applicable to NEOMED may be manually entered into spreadsheet

37. Northeast Ohio Medical University • PDF’s of Applications & Materials • PDF of each PharmCAS application downloaded • Letters of Recommendation included • Merged with PDF of submitted supplemental application (online application created at NEOMED) • Password-protected & print-disabled for security reasons • If application updated (new PCAT scores, e.g.), new PDF is made

38. Northeast Ohio Medical University • Online Survey Tools • File reviewers are given electronic PDF of application and link to an online survey tool. • All results fed into an Excel spreadsheet to be merged with application data spreadsheet • Interviewers use electronic PDF of application and are given a laptop with a pre-loaded online survey tool. • All comments and scores are fed into Excel as well for merging into tracking spreadsheet (distributed to Admissions Committee)

39. Palm Beach Atlantic University Workload and Staff: • Number of Complete/Mailed PharmCAS Applicants • (2010-11): 812 • Processing: 3 staff members (Director, Counselor, and Clerk) • Reviewing: 2 staff members + 4 admissions committee members How paperless? • We are paperless except for: • Acceptance letters are printed on letterhead and mailed

40. Palm Beach Atlantic University • Processing and Reviewing Process PharmCAS Supplemental Applications Interviews Offers Class of 2015

41. Palm Beach Atlantic University Clerk begins construction Files complete for Review Sample File

42. Palm Beach Atlantic University Potential Status Outcomes Change Status

43. Palm Beach Atlantic University Fast and Efficient!!! Manage Funnel and Files Simultaneously Funnel Self SWOT Files Numbers can tell a story!! Updates (ranking reports), etc… Fewer blind spots

44. Palm Beach Atlantic University • Pros • Time, Time, Time!!! • Committee convenience • Tracking (comments, etc…) • Instant Access by all parties involved • Customer Service/Speed of Service • Cons/Concerns • Computer Literacy • Tangible Files Are Comforting • Deletion of Files (know the recovery plan) Questions ????

45. St. John Fisher College Wegmans School of Pharmacy Workload and Staff: • Number of Complete/Mailed PharmCAS Applicants: (10-11): 862 • Processing: 1 full-time staff member; Reviewing: Several within admissions and the School How paperless? • Partial, we just print the PharmCAS applications and files of accepted students for the Registrar’s Office Processing and Reviewing Procedures: • Receive new and revised application mailings electronically from PharmCAS. • Once all application data is processed, the Admissions Committee conducts review.

46. St. John Fisher College Wegmans School of Pharmacy Other Best Practices: • Communication is key between staff members who have access to viewing applications in the PharmCAS portal. • Have processes, guidelines, goals in place that will keep staff members organized. Other Issues: • No major obstacles during the transition because PharmCAS is very easy to work with. • It would be helpful if foreign credit evaluations were calculated into the PharmCAS GPA and included with the verified coursework as part of the complete application.

47. University at Buffalo Workload and Staff: • Number of Complete/Mailed PharmCAS Applicants (10-11): 815 • Processing: 2 full-time staff members; Reviewing: Many in the School and Alumni How paperless? • Everything except interviews (interviewer rubric and instructions – 2 pages; writing sample – 1 page); acceptance letter – 1 page Processing and Reviewing Procedures: • For each new download, manually enter in PharmADMIT: Level of Education, Application Code, Applicant Type, Current Status. • Create folders for each downloaded applicant in a shared, secure directory and create a “clearinghouse” folder for documents that arrive without a corresponding application. • Scan, save, shred documents.

48. Level of Education Applicant Type Current Status Application Code SUNY Code and Person Number (if accepted)

49. University at Buffalo Create folders, scan documents, save to network drive. Save as Last_First_PharmCAS#_document name/code Acceptance letters, interview assessment, writing sample, any other supplemental materials. PharmCAS packet at end of cycle (if complete and competitive).

50. University at Buffalo Other Best Practices: • Set up correspondences and use merged fields in PharmADMIT • Link status changes to correspondences • Set up e-mail correspondences in the personal tab in PharmADMIT