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PAPERLESS ADMISSIONS. MAKING THE SWITCH. WHO HAS A PAPERLESS ADMISSIONS OFFICE?. WHY GO PAPERLESS?. Good for the environment – "Going Green" Efficiency No more carrying around files in your tote bag Can access files 24/7 from any spot with an internet connection

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paperless admissions
PAPERLESS ADMISSIONS

MAKING THE SWITCH

why go paperless
WHY GO PAPERLESS?
  • Good for the environment – "Going Green"
  • Efficiency
  • No more carrying around files in your tote bag
  • Can access files 24/7 from any spot with an internet connection
  • More than one reviewer can access a file at the same time
  • Frees up office space – you can put in that wet bar you've always wanted
  • No more missing files – loss of documents is virtually impossible
  • Get to use full ACES² capabilities (e.g., batch update)
south texas college of law
SOUTH TEXAS COLLEGE OF LAW
  • We've been paperless since fall 2009
  • If we receive a paper application, it is scanned and uploaded into ACES²
  • Applicant pool: 2200 fall/400 spring
  • Class size: 360 fall/90 spring
  • Programs offered
    • Full-time
    • Part-time with fall matriculation only
stcl s admissions process
STCL'S ADMISSIONS PROCESS
  • Presumptive admits and denies by admissions
  • 12-member faculty committee (4 groups of 3)
  • New committee files assigned to 3-member group initially and split decisions to full committee
  • All files are reviewed electronically
  • After review, all decisions are batch-updated and e-mailed to applicants
  • We also use the ACES² Applicant Status Online (ASO) to notify applicants of their status and decision
first steps
FIRST STEPS
  • We became a BETA school for ACES² and Banner/USI data transfer
    • ACES² is an electronic admissions database supported by LSAC
  • We had discussions with our Registrar, IT department, Dean, and Admissions Committee
  • Help from IT department and LSAC regional team
    • Chart application flow
    • Add new statuses
    • Set-up Applicant Status Online (ASO)
    • Set-up voter recommendations
    • Create new reports to work with review process administration feature
    • Update mailings list
evaluating your process aces considerations
EVALUATING YOUR PROCESS:ACES² CONSIDERATIONS
  • Requiring E-apps through LSAC
    • Electronic application flow into ACES²
      • Based on your preference
      • Eliminates data entry
    • Requiring payment through LSAC
      • No more check/credit card processing
      • Funds can be transmitted electronically (EFT)
    • Fee waivers
      • Automatically honoring LSAC fee waivers
      • Can grant individual fee waivers
processing applications
PROCESSING APPLICATIONS
  • Electronic applications flow automatically through ACES² based on your preferences
  • Staff still needs to look at each application
    • Takes time and accuracy
    • Review to make sure the application is complete and ready for committee review
    • Applications are "completed" when all documents are received
      • Documents received by e-mail are easily uploaded to the electronic file
      • Documents received by mail are first scanned and then uploaded to the electronic file
  • Reports are essential for organization and "movement" of files
the importance of status
THE IMPORTANCE OF STATUS
  • Think of them as "stacks"
  • Status is a primary reporting criteria to indicate when files are ready for communication or promotion
  • Most reports will be generated based on status and are used to promote applicants from one status to another
  • Applicant status can be updated in batch mode
  • Report results are used to update batches of applicants and contact log
preparing applications for review
PREPARING APPLICATIONS FOR REVIEW
  • Completed files are assigned to reviewers
  • Search using the reviewers tab on ACES²
  • Manage applications on the reviewer tab
reviewing applications
REVIEWING APPLICATIONS
  • PDFs of E-apps, LSDAS Reports, and other documents
  • Reading tips
    • Admissions committee training sessions
    • Computer screens, dual monitors
    • Enlarging documents
    • Adobe preferences and training
  • Reader makes a decision and may leave electronic notes visible to the other committee members
  • "Confirmed" files may be re-assigned or sent for review by the full committee
processing decisions
PROCESSING DECISIONS
  • Decisions are uploaded to decision status
  • Applicant Status Online (ASO)
  • Decision letters may be printed or sent electronically
    • Copies of letters are saved electronically
without a physical file where does everthing else go
WITHOUT A PHYSICAL FILE, WHERE DOES EVERTHING ELSE GO?
  • Scholarships
  • Notes
  • Mailings
  • Contact log
transitioning records to the registrar s office
TRANSITIONING RECORDS TO THE REGISTRAR'S OFFICE
  • At South Texas, basic information is transferred to Banner via USI data transfer as soon as an applicant is admitted
    • Available to Office of Financial Aid and Registrar's Office
  • Next, we notify the Registrar when an admitted student submits a registration form
    • Courses are assigned at this point
  • Since our Registrar's Office is NOT paperless, we ask LSAC to print applications for all "registered" students
    • Files can also be printed manually
  • Physical files are delivered to Registrar with an official undergraduate transcript and a copy of the registration form
  • Admissions files are archived and stored on the LSAC database and at the school
next steps
NEXT STEPS
  • ACES² allows for electronic files to be generated, saved, and transferred to other offices
    • Individual files
    • Individual PDFs
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