1. Champlain College, Colleague & The Common App Good, Better, Best

2. Brief Introduction Planning Stage Documentation Phase 1—Good Phase 2—Better Phase 3—Best Questions Presentation Outline

3. Located in Burlington, VT Private, Four-Year Institution Undergrad population of 1,950 Admission Office started using Colleague in 2004 Became a Common App Member in 2006 Started downloading the Common App into Datatel in January 2007 prior to that applications were entered manually

4. Not-for-profit membership association – free to applicants and secondary schools Founded in 1975 with 15 members Currently ~350 members, nearly half exclusive users Mission to promote holistic admission – subjective & objective criteria – as path to college access Streamline the process for students applying to holistic colleges Common App Online introduced in 1998-1999; Online School Forms introduced in 2008-2009

5. Planning Stage Needed to determine what information from Common App Online (CAO) was to be downloaded. Created a data integration map, translation tables & documentation. Worked with Common App to create export for CAO. Worked with Datatel to create Electronic File Transfer (ELF). Tested, tested, tested

6. Benefits of Documentation Information about data fields and their values can be found in one place. Yearly updates/changes are easier to determine. Where the translation tables live is noted—Common App vs. Colleague.

7. Phase 1–Good Using Common Application Control Center: Manually created 2 export files daily. 1—main application file & 1—supplement file Marked files as exported upon file creation. Saved files and emailed them to IT contact.

8. Phase 1—Good, cont. Using Colleague: IT was responsible for uploading files to the correct directory. Files were imported via Source-To-Intermediate-Import (STII) creating separate Batch Control IDs for each ELF map. – C77.CAO.MAIN – C77.CAO.SUPP Any errors were corrected in the batches prior to Inter-To-Colleague-Import (ITCI).

9. Phase 1—Good, Cont. Using Colleague: Using the Batch Control IDs, files are imported via Inter-To-Colleague-Import (ITCI). Once import is complete, any duplicate ambiguities will be reported in an error report issued at the end of the process. Those records without errors will show on the report with a status of imported.

10. Phase 1—Good, Cont. Using Colleague: Using the Batch Control IDs, ambiguities are resolved using the ELF Duplicate Resolution screen (EFDR). This screen will indicate the target ID, the source file and target file. The records will need to be reviewed to determine how to handle the incoming data. Once it has been specified whether or not to merge the ambiguous duplicates, the import is re-run via ITCI.

11. Phase 1—Good, Cont. Advantages: Applications are not entered manually. – Data entry time went from 12 minutes an app to 3 minutes an app BEFORE--3000 apps X 12 minutes = 600 hours of application entry AFTER--3000 apps X 3 minutes = 150 hours of application entry 450 hours SAVED by importing applications 450 hours SAVED by importing applications Disadvantages: Manual file creation via Common App Control Center Dependence on IT to load file into appropriate directory Potential delay in import if file not loaded in a timely manner Due to security concerns, imports can only be run by Power User in the Office

12. Phase 2-Better Using Common App Scheduled Delivery Service (SDS): SDS is a service that automatically generates the daily data and PDF files based on conditions specified. The files are then made available via secure FTP for transmission to Champlain. Two data exports run each night—Main File & Supplement File. The export includes all unprocessed records at the time of the batch execution. The service will select all records not exported to include in the batch and, upon completion, will mark each record as exported Files are generated with fixed names. Champlain uses: – Main file = caom082608.TXT – Supplement file = caos082608.TXT A scheduled job is run each night which pulls the files from the FTPs site, deposits them in the correct place and renames them.

13. Phase 2—Better, Cont. Using Colleague: Files are imported via Source-To-Intermediate-Import (STII) for each ELF map – C77.CAO.MAIN – C77.CAO.SUPP Use correct directory and file Name Correct any errors in batches prior to Inter-To-Colleague- Import (ITCI)

14. Phase 2—Better, Cont. Using Colleague: Using the Batch Control IDs, files are imported files via ITCI. Using the Batch Control IDs, ambiguities are resolved via EFDR. Records are review and it is determine how to handle the incoming data. Once records are resolved, the ITCI process is repeated.

15. Phase 2—Better, Cont. Advantages: Applications are not entered manually. – 450 hours SAVED by importing applications File creation happens automatically. File is placed into appropriate directory without the help of IT. Disadvantages: Due to security concerns, imports can only be run by Power User in the Office.

16. Phase 3--Best Using Common App Scheduled Delivery Service (SDS): Two data exports run each night—Main File & Supplement File. Records are marked as exported. Nightly a scheduled job is run which pulls the files from the FTPs site, deposits them in the correct place and renames them. – Main File = ddmmyym – Supplement file = ddmmyys

17. Phase 3—Best Using Colleague: Champlain worked with Datatel to have a custom screen created that would take the place of running STII & ITCI separately.

18. Phase 3—Best, Cont. XCAI--How it works… Date of Source Files to Import—When this field is populated with a date, the process is written to go and look for the appropriate Main and Supplement File with the date indicated. – Example: By entering 01/07/09, the files the process will look for are 010709m & 010709s

19. Phase 3—Best, Cont. XCAI--How it works… Populate Intermediate Files—If set to yes, this runs the same process as STII. Populate Colleague Files—If set to yes, this runs the same process as ITCI. Populate Colleague Files Report Type—Detailed Report will show the results for each transaction.

20. Phase 3—Best, Cont. XCAI—How it works… After import has been completed, use the Batch Control IDs to resolve ambiguities via EFDR. View the records and determine how to handle the incoming data. Once records are resolved, repeat Intermediate-to-Colleague import via XCAI.

21. Phase 3—Best, Cont. Advantages: Applications are not entered manually. – 450 hours SAVED by importing applications File creation happens automatically. File is placed into appropriate directory without the help of IT. Import can be run by operations staff assigned to application entry.

22. Included with Common App membership. Automation of nightly data exports and PDF generation. – Query-based execution – PGP encryption – File synchronization – Print & Image-ready PDFs Secure SFTP delivery via Common App site or institutional site. Currently used by 70 member schools. Scheduled Delivery Service (SDS)

23. Questions? Diana MatotMatt McCabe Champlain CollegeHobsons EMT 802-651-5975 703-234-5910 matot@champlain.edu