1. Leveraging Electronic Processes to Manage Volume Presented by: Sherri Gaugh San Juan College

2. Introduction Technology Solutions that Address –Increasing Demands –No New Staffing –Space Issues –Efficiencies –Service Improvements –Recruiting Efforts

3. Agenda Electronic Admissions Application Document Management Workflows –Student Information Updates –Change of Major –Graduation Substitutions –Change of Grade Transfer Evaluation Processing

4. ELECTRONIC ADMISSIONS APPLICATION

5. Electronic Admissions Application Goals Reduce Entry Time Encourage Electronic Applications Improve Data Quality

6. Electronic Admissions Application Application –Colleague Customization Students Log In Using Personal Email –Questions Customized –Specific Required Fields Data Confirmed and Pushed to Colleague –Errors Handled Separately

7. DOCUMENT MANAGEMENT IMAGING

8. Document Management Imaging Goals Safeguard Documents Easy Access Index Values Related to SIS Physical Space Savings Immediate Access for Academic Advisors

9. Document Management Imaging Imaging Project –November 2010-May 2012 Backfilled all Student Academic Records –All Drop/Add Slips for Spring 2011 –All Incoming New Student Academic Documents –Destroyed Documents for Students Not Attending Past 5 Years

10. Document Management Retention Develop Retention Time Frame Group Documents – 2 years, all registration documents – 5 years, students in non-attendance

11. DOCUMENT WORKFLOW

12. Document Workflow Goals –Eliminate Paper Form –Streamline Processes –Track Document Through Process –Address Processes to Maximize Impact Student Information Update Form Change of Major Substitution/Waiver Change of Grade

13. Document Workflow Basic Processing Workflow

14. Graduation Substitution Workflow

15. Future Workflows Address Change – Personnel – Students Graduation Application – Attach Program Evaluation (V. 13)

16. TRANSCRIPT EVALUATIONS (TRANSCRIPT CAPTURE)

17. Transcript Evaluation Processing Goals Process Evaluations Faster Impacting – Recruiting – Advising – Financial Aid Packaging

18. Transcript Evaluation Processing Goals Process Evaluations Faster Impacting – Recruiting – Advising – Financial Aid Packaging

19. Summary Efficiencies Gained –Time Admission Data Entry Transcript Evaluations Document Filing Document Retrieval Document Processing –Space –Better Service to Students

20. Questions Contact Information Sherri Gaugh Registrar, San Juan College gaughs@sanjuancollege.edu 505-566-4007