1. Permit Process: Overview for Advisors
Description: The purpose of this module is to acquaint the advisor with the process of getting a student permitted to enter Wayland Baptist University
This Module will help familiarize the advisor with the “ins and outs” of the permit process.

2. WBU Mission: University Core Values: Commitment to Student Learning
 Wayland Baptist University exists to educate students in an academically challenging, learning-focused and distinctively Christian environment for professional success and service to God and humankind.
University Core Values:
 The following core values are at the heart of the degree planning process:
Commitment to Student Learning
Excellence and Innovation
Service to Our Communities
Integrity, Diversity, Trust, and Respect
Personal, Professional and Spiritual Development
Stewardship of Our Resources
Planning and Accountability
This is a reminder of the Wayland Baptist University Mission and University Core Values. These should be considered with every task performed and every decision made within the University.

3. Learning Outcomes:
Upon the completion of this training module, the advisor will understand the process for getting a student permitted for entry into Wayland. They will understand both their part of the process and what goes on once the file is sent to Plainview.
Upon the completion of this training module, the advisor will understand the process for getting a student permitted for entry into Wayland. They will understand both their part of the process and what goes on once the file is sent to Plainview.

4. Getting a Student Ready for Permitting
Once the application has been imported into Power Campus, it is the responsibility of the advisor to make sure all the following information was imported correctly under the Applicants Workflow.
The arrows on this slide show what information needs to be verified or filled in on the Applicant Tab of the Applicants Workflow.

5. Permitting Process
From the Applicant Name tab, click on the Secure Information icon and verify that the Social Security number for the student is correct.
Here is how to verify the student’s Social Security number.

6. Getting a Student Ready for Permitting
Under Alternate in the address tab, you will need to verify/enter the student’s non-WBU address.
The Local Address that is placed in the address tab will be the address that is pulled to the preferred address on the Applicant Name tab.
To enter the address, move your cursor over the corresponding number and double click once the magnifying glass appears. This will take you to a new screen where you can verify/fill in the student’s address.
This is the information that needs to be verified under the address tab.

7. Getting a Student Ready for Permitting
The advisor will then need to verify/fill in the student’s Phone Numbers tab.
The student’s home, cell and work numbers should be entered here.
Here is where to input the student’s phone numbers.

8. Getting a Student Ready for Permitting
The Telecommunications tab is where the student’s non- WBU address will need to be entered again.
Under Type you will select “2nd ”
Under Address Type you will select “Alternate ”
The address will be entered under Value
Under the Telecommunications Tab you will need to enter the student’s non-Wayland address.

9. Getting a Student Ready for Permitting
The application that was imported will fill in a lot of the information under the Application tab but this information will need to be verified by the advisor.
The Application tab will have a lot of information that is pulled from the application but this will need to be verified for accuracy.

10. Getting a Student Ready for Permitting
Once the Advisor has verified that information has been imported correctly they will need to fill in the additional areas under the application tab.
The status cell should show Applied Lacking Credit
The decision cell should show Conditionally Enrolled
The Application Tab will also have additional information that will need to be filled in according to the specific student’s information.

11. Getting a Student Ready for Permitting
If documents show that the student may have had a different name, it is important for us to notate that in Power Campus. We can do this under the Former Names tab.
This will help keep track of all the student’s information in one area.
All former names need to be listed under the Former Names tab. This will be helpful in keeping all the student’s records in one place.

12. Getting a Student Ready for Permitting
Under the IPEDS Ethnicity tab, you will need to enter the student’s ethnicity.
The IPEDS Ethnicity tab will need to be filled out according to the application.

13. Getting a Student Ready for Permitting
Under the Record Type tab you will need to enter all record types that are applicable to the student.
Here all the applicable Record types should be entered in for the student.

14. Getting a Student Ready for Permitting
To complete the Applicant Workflow in Power Campus the last step is to make sure that the application has been listed under the Scheduled Action tab.
The last step in Power campus is verifying that the application has been listed under the Scheduled Actions tab.

15. Getting a Student Ready for Permitting
Once you have verified/filled in all the applicable information in Power Campus you will now need to the fill in the Committee Recommendation in Image Now.
You will need to open the application in Image Now and select F12-Forms.
Make sure that the Committee Recommendation from is selected.
After you have finished in Power Campus you will need to complete the Committee Recommendation in Image Now.

16. Getting a Student Ready for Permitting
On the Committee Recommendation form, you will need to fill in the Date of the Application, the student’s address, and select if the student will be full time or part time as well as whether they are degree seeking or not.
This is the information that you will need to fill in on the Committee Recommendation form.

17. Getting a Student Ready for Permitting
The next step will be filling out the Committee Checklist.
Enter Population and Campus
Enter the date each item was received.
The next step in the process is completing the Committee Checklist.
Mark N/A for any document that is not needed for permitting

18. Getting a Student Ready for Permitting
On the Committee Checklist you will need to list all transcripts received and the date you received them.
Check all transcripts for low GPA’s
Check for any other colleges listed that we may have not received.
Check for any probations/suspensions on transcripts. If either occurred within 5 years, we will need a statement of explanation from the student.
While completing the Committee Checklist this is what you will look for on the student’s college transcripts.

19. Getting a Student Ready for Permitting
If a student is active Army, Army Reserves, Marines, Coast Guard or National Guard, a SOC agreement is required and must be notated on the committee checklist.
A SOC agreement is not needed if the student is active Air Force, Air Force Reserve, Civilian, Non Degree or a Veteran of any service branch.
Some active Military members will need a SOC agreement and this will need to be notated on the Committee Checklist.

20. Documents Needed For Permitting a Degree Seeking Student
Application signed and dated
Proof of Application Fee
All official transcripts-must be official and must come from issuing institutions to WBU (including AARTS and SMARTS, if needed.)
Any foreign transcripts, certificates or diplomas must be evaluated by a credentials evaluation agency. Students must provide official documents to WBU and to the evaluating agency. WBU must receive the official report from the evaluating agency.
The student must have either 24 transferable hours or a High School transcript/GED certificate. If the student is under 22 years of age and does not have 24 transferable hours they must also provide ACT/SAT scores.
The 24 transferable hours cannot include any failed courses, Continuing Education courses, Work Experience or Training Certificates.
If the student is not a US citizen they must provide a copy of their permanent resident card or visa card and must be approved by the Plainview Campus.
Here are the documents needed for permitting a degree seeking student.

21. Documents Needed for Permitting a Re-Entry Student
Application – Signed and dated.
All official transcripts from all institutions attended since the term of last enrollment with WBU- transcripts be official and must come from issuing institutions to WBU (including AARTS and SMARTS if needed).
Here are the documents needed for permitting a Re-Entry student.

22. Documents needed for permitting for Non-Degree Transient
Application – Signed and dated.
Current or most recent transcript.
Documents needed for permitting for Non-Degree Self-Improvement, currently attending CCAF or Audit Only
Here are the documents needed for permitting a Non Degree Transient, self improvement, currently CCAF or Audit-only student.
Application – Signed and dated.

23. Permitting Process
Once the student’s file is ready for permitting, route the Application in Image Now to the Secretary Sort queue.
Once the secretary receives the application, they will verify all information and send the application to the Admissions Committee.
If there is an error found on the application, Power Campus, Committee Recommendation or the Committee Checklist, the secretary will route the file back to the campus for corrections with an detailing why the file is being sent back.
Once the student has been permitted, the coordinator of BAS/BCM will route the file back to the secretary for the permit letter to be generated.
After the permit letter is generated, an is sent to the campus notifying them of the students who have been permitted and the files are then routed to the evaluator for processing.
Here is the process that takes place after all information has been verified and filled out in Power Campus and Image Now.

24. Common Mistakes:
Not having a student turn in a Probation/Suspension letter if they have been put on probation/suspension in the last five years.
Not checking for additional transcripts we may need on transcripts we’ve already received.
Not verifying all information in Power Campus.
Not completing Committee Checklist/Committee Recommendation forms.
Here is a list of some common mistakes.

25. Summary Review:
After completing this training module, the advisor should have a clear understanding of the permit process and what all needs to happen to have a student successfully permitted.
After completing this training module, the advisor should have a clear understanding of the permit process and what all needs to happen to have a student successfully permitted.

26. Training Record
In order to receive credit for – Permit to Enter Process Overview for Advisors, please click the link below. All information must be complete in order to receive credit. You may return to this module at any time for a review.
After filling out the training completion form, you will need to close out this slideshow.
Thank you for taking your time to listen to Training Module 1.1 – Undergraduate Records and the University Vision, Mission, and Core Values. In order to receive credit for this module, please click on the button marked “Complete Training”. A internet browser will open and you will be asked to enter your first and last name, , your employee ID/PIN, and select which campus or department for which you are associated. Failure to complete the form will not provide you with credit for the module.
If you would like, you may return to this module at any time for review.
We thank you for your service to Wayland Baptist University and dedication to her for future generations.
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