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Develop a standard admissions application and streamline admissions processing

Key Issues:

• Different application forms depending on type of student or instructional program/department
• Separate databases maintained by individual programs or departments that use different applications or need additional information
• No relationship between non-credit and credit status
• Additional application requirements for special instructional programs
• Multiple hand-offs in credit application processing
• Manual entry of application and file creation by employee (i.e. student completes application & employee re-enters data on the system)
• Method used to archive is cumbersome
• External reporting requirements complicate data collection
• Filling out CreditLine application is strongly recommended of credit students at time of admission on main campus only

  CURRENT SITUATION:

  PEOPLE/ ORGANIZATION	CROSS-FUNCTIONAL WORKFLOW	TECHNOLOGY	PHYSICAL INFRASTRUCTURE	POLICIES/ PROCEDURES
  application processing on the main campus involves several non-value added steps: 1. review application after applicant completes 2. accept application 3. date stamp application, assign registration time, make file folder, and code application for data entry 4. file empty file folder alphabetically 5. file application alphabetically 6. as time allows, pull application from alpha pile & input to create student record 7. after input, file application alphabetically for verification/proofing against system 8. put application in basket for filing into file folder 9. check file folder against computer info: if registered, file folder to records; if not registered, file folder to another file DTC, CG & Florence process: 1. input application info 2. send application to Admissions for creation of file, file folder and editing 3. Admissions logs-in and date stamps application [continued] how the process is handled & who handles it depends on: student type (i.e. credit or non-credit, citizenship, U of O part-time, instructional program) time of year location of application although all Admissions employees know the entire process, not all handle the entire process… some student records employees are cross-trained to perform admission processing at peak periods	CreditLine application is completed by all credit students at main campus only CreditLine application completed at same time as application; submit with admission application or return to College Finance information entered on student database varies depending on student status (credit or non-credit) enrollment process is different depending on the student's status and initial location point (i.e. continuing education all one session, credit in multiple departments) inconsistency with entry of data (e.g., addressing convention not followed)	different data elements required by programs for a variety of purposes not all databases area accessible in a linked or comprehensive manner application information is kept in paper, electronic, and microfiche formats	two separate admissions offices on main campus (credit & ABSE) access to databases is limited to individual admissions services that use or need the database

  PROPOSED SOLUTION:

  PEOPLE/ ORGANIZATION	CROSS-FUNCTIONAL WORKFLOW	TECHNOLOGY	PHYSICAL INFRASTRUCTURE	POLICIES/ PROCEDURES
  modify admissions application form to ensure all data appropriate to admissions is included create on-going training program for all employees who handle admission processing	identify data required for specific student types and determine other methods for collection of supplemental information	one paper application form with common data elements and supplemental forms for additional information one electronic application form (same format as paper) with common data elements with prompts to complete supplemental information provide all applicable parties access to database information, as needed investigate new state requirements for record retention and ensure that Lane makes provisions for compliance and improvement	co-locate admissions processing in the SF! Ctr.	define required data elements for all applicants official college record based on mainframe data & data in shadow databases is obtained from the mainframe