Technology in Admissions Authored By Julie Ditter Densen

Technology in Admissions Authored By Julie Ditter Densen, University of Colorado at Boulder updated by Jim Day and Eric Stoller, Oregon State University

AACRAO 2005 Admissions Institute What We Know about Technology in Admissions ØEverything we do in Admissions involves technology ØStudents have high expectations for access--24/7/365 ØUniversities are trying to respond--using business models for guidance ØNew technology is expensive. Software = small cost. Big costs = hardware, upgrades, maintenance contracts, campus-specific programming, staff training, and time ØTechnology enhances admissions process, but doesn’t replace need for personal relationships

AACRAO 2005 Admissions Institute How Are We Using Technology In Admissions? Collect and Store Student Data Promote our Institutions Recruit Students Process Student Applications Keep Students Connected during Admissions Process Predict Student Behavior Serve Students Once They’re on Campus

AACRAO 2005 Admissions Institute Role of Technology in Admissions Recruitment Operations Technology

AACRAO 2005 Admissions Institute Examples of Technology in Admissions Recruitment. Prospect/Applicant/Cohort Tracking Customized Emails Electronic Postcards On-line Videos/Virtual Tours/Web Cams On-line College Fairs Chat Rooms Instant Messaging Multimedia Information Sessions CD Viewbook On-line Campus Visit/Program Reservation Systems On-line Status Check

AACRAO 2005 Admissions Institute More Examples Operations • On-line Prospect Cards • Admissions Web Applications Printable Uploadable Common App--State-based/Mentor • Electronic payment options--Checks/Credit cards • Digital Signatures • Imaging Systems OCR/Bar Coding Scanning Documents—View Access or Permanent Archive Workflow

AACRAO 2005 Admissions Institute More Examples • Electronic Transcripts • Self-reported Transcripts--GPA/HS Course Uploads • Test Tapes—ACT, SAT, AP • Compliance and tracking programs for international students, i. e. – the SEVIS (Student and Exchange Visitor Information System) program • On-Line databases to aid international processing of applications, i. e. – The Electronic Database of Global Education (EDGE)

AACRAO 2005 Admissions Institute More Examples Shared Technologies • Automated Email Systems Templates Knowledge Base Systems • Self-Service--Admission Pre-Screening • Web Forms--Connecting Web with Backend Databases • Integrated Admissions, Financial Aid, Registration, Billing • On-line Scholarship Application/Notification • On-line Transfer Credit Tables/Interactive Degree Audit • Student Portals—Admitted/Enrolled • Data Warehouse • Shared Drive • Admissions Intranet

AACRAO 2005 Admissions Institute Trends--What are We Seeing? • Greater emphasis on the Web Increased use of E-mail l Increased automation/self-service l Creation of new positions/reclassification of old l Universities changing the way they do business l

AACRAO 2005 Admissions Institute Technology Assessment üWhere are you now? üWhere do you hope to go? üWhat are your applicants/students asking for? üWhat are your peer institutions doing? üWhat are the goals of your administration? üWhat is your timeline?

AACRAO 2005 Admissions Institute Other Things to Consider When Talking about Technology and Management Protection of Student Information--On-going process of reviewing who has access to what--revalidating users. Interpreting FERPA. Having response plan for breach of security/loss of student information Office Computer Policy--Printed guidelines outlining expectations for your staff. Established management philosophy on how to handle violations

AACRAO 2005 Admissions Institute Other Things to Consider When Talking about Technology and Management cont. Misuse of Technology—Day to day issues--SPAM, surfing the Net, inappropriate material; chain mail; excessive printing; installing unlicensed or illegal software; spyware; spreading viruses; computer games; use of technology for private gain The reach of our websites is global! – Web access in our offices is speedy, so it’s easy to forget how slow it can be in other parts of the world and even in isolated areas in the US. Consider a CSS-based site to ensure content is separate from design. This will speed up delivery of a site regardless of bandwidth.

AACRAO 2005 Admissions Institute Other Things to Consider When Talking about Technology and Management cont. Accessibility/Usability – Coding using standards makes accessibility an easier goal to achieve, as standards have been created with accessibility in mind. Being able to address accessibility issues means being able to serve web content to a larger audience, increasing web site usability, especially for users with disabilities. Sites should be accessible to users with visual, hearing, mobility, and cognitive disabilities. The guiding principle is that all sites must meet or exceed Section 508 (Priority 1) standards for accessibility. (Section 508. gov) Web Statistics – Utilize web statistics to analyze site traffic including: unique visits, screen resolution, page views, paths, and to track specific web campaigns.

AACRAO 2005 Admissions Institute If You’re Thinking About a New System…Things to Consider A vendor’s job is to sell you on what a system can ideally do. You probably won’t get “ideal” the first go around. Have a back-up plan. Budget for 2 x the estimate. Figure out hidden costs and customization needs. Decide how the new system will integrate with existing systems in your department and across campus? If you decide to go with a new system, surround yourself with positive, change-oriented people who are committed to the project.

AACRAO 2005 Admissions Institute New Technology and Effective Management l Choose technology that benefits both sides of the office l Set short-term/long-term goals l Cross train. It improves morale and efficiency l Establish self-managed teams l Seek feedback l Stress teamwork l Recognize positive role models publicly l Share success stories with staff and administration

THANK YOU!