the UNIVERSITY of GREENWICH PAPERLESS ADMISSIONS SYSTEM Peter Fisher (Head of Admissions)
theUNIVERSITYofGREENWICH
PAPERLESS ADMISSIONS SYSTEM
Peter Fisher (Head of Admissions)
theUNIVERSITYofGREENWICH
Today’s Presentation
Overview: Admissions
Peter Fisher
Detailed view of system: Banner Team
David Wells
Ashley Sargeant
Questions
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Additional Sources of HelpIntranet - Staff Services A-Z
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Additional Sources of Help
Intranet - Staff Services A-Z
Video
PowerPoint
Admissions Officers (Help Desk) Phone Numbers
Handouts
Links from Paperless Decision Screen
Refresher sessions
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Implementing a New System
Do not think
‘How can I use this new system as if it were still based on paper’
Instead think
‘How I can I best use this new system’
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Implementing a New System
Annual Incremental Implementation
Rather than delayed ‘All-in–one-go’ approach
Phase One:
Improved On-Line Application Form
Pilot Scheme with School of CMS & International Office
Phase Two:
Phase one across all Schools and Partner Colleges
Phase 3: Onwards
Improved Communication with Applicants
Other Developments determined by the Steering Group
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Applications IN the Paperless Admissions System
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Applications IN the Paperless Admissions System
UCAS / GTTR
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Applications IN the Paperless Admissions System
UCAS / GTTR
ON LINE APPLICATION FORMS with Attachments
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Applications IN the Paperless Admissions System
UCAS / GTTR
ON LINE APPLICATION FORMS with Attachments
PAPER FORMS
INPUT & SCANNED
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Applications IN the Paperless Admissions System
UCAS / GTTR
ON LINE APPLICATION FORMS with Attachments
PAPER FORMS
INPUT & SCANNED
PAPERLESS ADMISSIONS
SYSTEM
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Applications NOT in the Paperless Admissions System
Network Colleges International Collaborations Short Courses Research Programmes MPhil / PhD H&SC CPD
Forms from International Fairs
Decisions already made, Scanned for Records only
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How the Applications will be Directed to the Primary Decision Makers (PDM)
• PDM Groups
• Only staff approved by the School or Partner College can access applications in the Paperless Admissions System
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How the Applications will be Directed to the Primary Decision Makers (PDM)
• PDM Groups
• Automatic FilterPA
Partner CollegeEach College is a separate Group
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How the Applications will be Directed to the Primary Decision Makers (PDM)
• PDM Groups
• Automatic Filter
Not Yet Operational
PA
Partner College
Research Office
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How the Applications will be Directed to the Primary Decision Makers (PDM)
• PDM Groups
• Automatic Filter
Not Yet Operational
Not British
PA
Partner College
Research Office
International Office
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How the Applications will be Directed to the Primary Decision Makers (PDM)
• PDM Groups
• Automatic Filter
Not Yet Operational
Not British
P&H Checks + Ug Yr0/1
PA
Partner College
Research Office
International Office
Admissions Office
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How the Applications will be Directed to the Primary Decision Makers (PDM)
• PDM Groups
• Automatic Filter
Not Yet Operational
Not British
P&H Checks + Ug Yr0/1
Postgrad + ‘Special’ Ug
PA
Partner College
Research Office
International Office
Admissions Office
Schools
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How Staff in the PDM Groups Access Work
Access via Banner web allowing Off-Campus working
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How Staff in the PDM Groups Select THEIR Work
SELECTION AND ORDERING
Each Group Organises work in its own way International Office organise by Country of Applicant Some colleagues may be responsible for all
undergraduates or all postgraduates in their School Some colleagues may be responsible for both
undergraduates and postgraduates in one department in their School
When applications arrive in your Group’s In-box, apply the filters, and order the work as best suits you.
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How Staff in the PDM Groups Select THEIR Work+ Name
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Enlarging Screen Image using Internet Explorer 7
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Working with an Application
The Application & Decision Options are on ONE Screen
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Working with an Application
You can forward the application to a colleague or PDM Group with comments, but don’t forget the Data Protection Act.
The applicant is entitled to read what is said about them
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Working with an Application
Print Form locally (eg: for interviews)
But the decision must be recorded on the ‘Paperless’ Screen
View documents attached to the application (Xtender)
Record notes or view previously recorded notes
Forward to a colleague or PDM Group with comments
Make a decision: Conditional or Unconditional Offer or Reject
For International Applicants only: Record reason for offer (UKBA)
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Working with an Application
Record why the application has been Rejected
(Schools of H&SC + E&T ONLY)
It is university policy that a reason should not be recorded.
Make an Offer (U or C) to an alternative programme
Ask Admissions to arrange an interview
(UoG Police & Health Check programmes only)
Record that a locally arranged interview is scheduled
Record that you have communicated with the applicant
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After You Have Made a Decision
Rejections are automatically passed into Banner
Offers are transferred to Admissions to Fee Assess, Code Qualifications, and input into Banner.
Decisions input into Banner are checked against the Decision in the Paperless system to prevent errors
You can check to see if your decision has been input into Banner
Change your decision, if the applicant appeals against a rejection
Search and View a record in the Paperless system
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Confirmation
Examination Results to Admissions to determine if Entry Conditions have been met (Usual procedure)
If Examination results lower than ‘Clearing’ Entry Conditions, application passed to PDM Group electronically.
PDM Group may Confirm Offer, make Alternative Offer, or Reject.
If application Rejected it goes into a ‘pool’ which is accessible to all PDM Groups.
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Advantages of Paperless Admissions System
SPEED
Applications will not be delayed in Admissions or by mailing
Rapid communication between colleagues
TRACKING
The system will identify which Office ‘holds’ the application
MONITORING
PDM Groups will be able to see if their applications have been entered into Banner
Senior Managers will be able to see where there is a backlog in applications without decisions
NO MISSING PAPER-WORK or FILING
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Advantages of Paperless Admissions System
ACCESSIBILITY
Applications are accessible to staff within each PDM Group, so that if a member of staff is absent, a colleague can deal with their applications.
Work off campus (at a Partner College or elsewhere)
ERROR PREVENTION
Decisions in the Paperless System checked against Decision input into Banner.
Offers can only be made to programmes on the Authorised List
ON-LINE APPLICATION FORM
Removes delays caused by inputting forms
Removes errors in copy-typing
SECURITY
Only ‘approved’ staff have access to the system
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Disadvantages of Paperless Admissions System
IT’S DIFFERENT
Colleagues will need to re-think working practices
Do not think
‘How can I use this new system as if it were still based on paper’
Instead think
‘How I can I best use this new system’
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Transitional Arrangements
Paper Forms were sent to Schools / Colleges until 16 October 2009
Paper Forms were processed by Admissions up to and including Friday 23 October 2009. After this date all processing will be via the Paperless System
Any new paper forms will be typed in to Banner and the form scanned in to create a Paperless Record
Applications deferred from last year will be scanned to
create a record for the Student Records Office
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Future Developments
Improved (electronic) Communication with applicants
Two-way communication
Feed-back from Users
Development work prioritised by the Steering Group
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If you have any problems with the Paperless Admissions System
please contact: Your Admissions Officer
Tel: 020 8331 xxxx
9819 Nyree Sullivan Partner Colleges + Engineering + A&C
8279 Jay Ratanawa Postgrad Business + CMS + Humanities
8612 Glen Tugwell Undergrad Business + Science + PCET + GMI
8641 Kwok Cheung E&T (ex PCET) + Partnership Division
9085 Chloe Wignall HSC Professional Progs (Nursing + Midwifery + Paramedics) + International applications
8645 Jane Denton HSC Non-Professional Progs + Social Work + Speech & Language