F0345p c johnson
- 1. Shifting the Paradigm Centralized Services Imaging Connie Johnson Vice President Academic Operations Associate Provost April 23, 2010 F5.129
- 2. American Intercontinental University Campuses Online campus (Main)-Chicago Atlanta Houston London South Florida
- 3. Shifting File Paradigm 1. Overview 2. What we scanned 3. How we scanned 4. What is our process now 5. Challenges and Successes
- 4. 2009 Transition In early 2009, we relocated our Main Campus from Atlanta to Chicago The AIU Main campus provides centralized services to the branch campuses in the p following areas: • Admissions Files Quality Assurance • Registrar and Student Records • Prior Learning Assessment (including transcript evaluation)
- 5. Why did we do this? • Efficiency • Quality Assurance • Ease of Process • Reduce training and retraining • Better service to students
- 6. What was the initial reaction?
- 7. What did we do first? Discussed and Outlined plan with Campus staff ( to gather their ideas and gain their buy in) This was critical! Introduced Imaging Trained, Troubleshooting, Retrained (including meeting with vendor) • Implemented each campus individually
- 8. Critical Partnerships IT Department Vendor-Image Now (perceptivesoftware) Life’s all about pictures and partnerships
- 9. What did we do next? Scanned!!
- 10. What did we scan? All student documents including: • Admissions documents • All Financial Aid documents • Transcripts • Transfer credit worksheets • SAP appeals letters • POB/POG verification • Course overload approvals documents • Any other student document
- 11. What is our process now? Admissions – All admissions files are scanned including Enrollment Agreement, Attestation (POG), Application, Proof of English Proficiency (if required) – Admissions documents are reviewed by Quality Assurance (report provided each evening of documents missing, signatures, missing, incorrect information, etc) – If Admissions documents are not completely correct within 72 hours, the enrollment is cancelled
- 12. What is our process now? Financial Aid – Campus staff scans all documents needed for Financial Aid – Financial Aid documents are reviewed, approved and Financial Aid i di b Fi i l is disbursed centrally d t ll – Financial Aid staff at campuses are available for student contact/questions/documents Transcript Evaluation All transcripts are scanned and only electronic copies are used for review (including faculty review) Transfer credit worksheet is completed and scanned Once approved, transfer credit is entered by Universiy Registrar’s office
- 13. What is our process now? Satisfactory Academic Progress – SAP calculation by University Registrar (Campus Vue--Centralized) – SAP Notifications are automatically emailed to student SAP Appeals – SAP appeal letter is scanned into Image Now – SAP appeal information is collated by centralized SAP Appeal process – SAP appeal information is then electronicially provided to campus for SAP appeal meeting
- 14. What is our process now? Registrar’s Office/Academics/Student Affairs • All student information is scanned into Image Now using document codes (What about confidential information?) • Document tracking reports are used for information and Quality Assurance • In 2009, we scanned all active student files Who Does This? We have Manager of Imaging Services, Imaging Department and Imaging Specialists at each campus
- 15. What were our challenges? Fear of the unknown/Resistance to change New processes/Training and refining training Changing from a culture of paper to a culture of electronic files
- 16. • Student files are electronic at all campuses! • One document viewed by all • Consistent audit retrieval processes • No duplicate documents • Shared documents with all departments • Happier employees • A culture of imaging
- 17. Where are we now? Consistent processes. Imaging is in our culture We love imaging!
- 18. Questions or comments? Connie Johnson (Connie.Johnson@aiuniv.edu) (Connie Johnson@aiuniv edu) 847.736.4655