P.O.P.Paperless Online Petitions~ It’s the ONLY way to go!

Presented by:Diane TraversiDong Nguyen

Seanna VillarrealSandra Tachihara

How we used to look

How we look now!

In six short months we…

WENT FROM:

All Paper Petitions – 18 different color coded forms

Long delays in processing petitions – routed inter-campus to faculty, counselors, etc.

Hard copies of sensitive information were attached as documentation

TO:

One online paperless Petition

Processing time can be as quick as 30 minutes from submission to approval/denial.

Secure storage of documentation – because all submitted electronically through the MyCOM Portal

How we used to look…

And now…

How a student submits a petition…

Petition Main Page

When students can create new petition or they can can edit, attach, delete petition already there.

Petition Request working page

Notification Email

Email notification to the reviewer that a petition has been submitted from a student.

Example of a Notification Email

Reviewer Working Dashboard

Request more info, if needed

The Reviewer can request more information from a student, if needed.

Reviewer goes back and checks for “Sick Cat” attachment.

Reviewer can request info from Faculty and/or Counselor

Faculty Dashboard

Faculty Dashboard

Reviewer Checkmarks “Review Complete” box; clicks on Submit; an

email will be sent to the Dean (Approver) to make a final decision.

The Dean Makes the Final Decision

Student will get a final decision email and cc: to Reviewer.

Example of Final Decision Email

Lessons we learned along the way…

1. Realized it was easier and faster to contact students via email because of smart phones.

2. Posting FAQS on the MyCom Portal greatly reduced the number of phone calls to A&R because students now had an online resource.

3. Originally Pending, Approved and Denied petitions were all stored together. Now we have the ability to search among all three statuses or search by student name.

4. Much easier to read/decipher online forms.

Technically speaking…

System developed using Microsoft .NET Back-end database uses Microsoft SQL Integrates with BANNER; online petition

automatically populates with the student’s I.D. number and name

Can be integrated with other systems Other uses: Financial Aid Petitions,

Prerequisite Equivalencies/Challenges, etc.

QuestionsGauge of interest

Please leave your business card if you are interested in more information.

Thank You!

Contact Information:

Diane Traversi: diane.traversi@marin.edu

Dong Nguyen: dong.nguyen@marin.edu

Seanna Villarreal: seanna.villarreal@marin.edu

Sandra Tachihara: sandra.tachihara@marin.edu