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 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 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 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 ed to applicants We also use the ACES² Applicant Status Online (ASO) to notify applicants of their status and decision

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: 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 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 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 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 Completed files are assigned to reviewers Search using the reviewers tab on ACES² Manage applications on the reviewer tab

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 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? Scholarships Notes Mailings Contact log

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 ACES² allows for electronic files to be generated, saved, and transferred to other offices Individual files Individual PDFs