1. Presented by: Sherri Gaugh San Juan College RMACRAO, July 17, 2013 Session 2F Leveraging Paperless Technology

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  Curriculum Management Process  Transfer Evaluation Processing

4. Electronic Admissions Application

5. 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 Imaging

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

9. Document 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 Workflow

11. Goals  Eliminate Paper Form  Streamline Processes  Track Document Through Process  Address Processes to Maximize Impact  Student Information Update Form  Change of Major  Substitution/Waiver  Course and Program Bank Action Form

12. Document Workflow Basic Processing Workflow

13. Document Workflow

14. Document Workflow Curriculum Approval Process

15. Document Workflow Future Workflows  Address Change  Personnel  Students  Grade Change Form  Graduation Application  Attach Program Evaluation (V. 13)

16. Transcript Evaluation Processing Transcript Capture

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

18. Transcript Evaluation Processing Process  Scan Transcript  Template Reads Information  Loads in Holding Table  Compare Data to Image  Make Corrections  Load Data

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

20. Questions & Answers Thank you for coming! Sherri Gaugh gaughs@sanjuancollege.edu Please complete the online session evaluation form Session 2F