Go Paperless! Ellucian-centric Content Management, E-forms and Workflow Processes
The Great File Limbo: How Paperless Can You Go?
-
Upload
nafsa-tech-mig -
Category
Engineering
-
view
291 -
download
0
Transcript of The Great File Limbo: How Paperless Can You Go?
![Page 1: The Great File Limbo: How Paperless Can You Go?](https://reader030.fdocuments.us/reader030/viewer/2022020108/58ac76661a28ab4c6c8b4ec9/html5/thumbnails/1.jpg)
NAFSA Region III ConferenceNorman, OK
Fall 2015
The Great File Limbo: How Paperless Can You Go?
![Page 2: The Great File Limbo: How Paperless Can You Go?](https://reader030.fdocuments.us/reader030/viewer/2022020108/58ac76661a28ab4c6c8b4ec9/html5/thumbnails/2.jpg)
What’s the goal?How do we get there?
How paperless can an ISSS office go?
![Page 3: The Great File Limbo: How Paperless Can You Go?](https://reader030.fdocuments.us/reader030/viewer/2022020108/58ac76661a28ab4c6c8b4ec9/html5/thumbnails/3.jpg)
Many Definitions of Paperless
Email attachments*pdfsGoogle documentsSEVIS (?)
LaserficheImageNowWordPressBanner ExtenderDedicated ISSS Software (Terra Dotta, Sunapsis, ISSM)...
![Page 4: The Great File Limbo: How Paperless Can You Go?](https://reader030.fdocuments.us/reader030/viewer/2022020108/58ac76661a28ab4c6c8b4ec9/html5/thumbnails/4.jpg)
Paperless Considerations
Federal and State Law
![Page 5: The Great File Limbo: How Paperless Can You Go?](https://reader030.fdocuments.us/reader030/viewer/2022020108/58ac76661a28ab4c6c8b4ec9/html5/thumbnails/5.jpg)
Campus Policy
Paperless Considerations
![Page 6: The Great File Limbo: How Paperless Can You Go?](https://reader030.fdocuments.us/reader030/viewer/2022020108/58ac76661a28ab4c6c8b4ec9/html5/thumbnails/6.jpg)
Internal Office Policy
Paperless Considerations
![Page 7: The Great File Limbo: How Paperless Can You Go?](https://reader030.fdocuments.us/reader030/viewer/2022020108/58ac76661a28ab4c6c8b4ec9/html5/thumbnails/7.jpg)
What’s required to be documented on paper?
Paperless Considerations
![Page 8: The Great File Limbo: How Paperless Can You Go?](https://reader030.fdocuments.us/reader030/viewer/2022020108/58ac76661a28ab4c6c8b4ec9/html5/thumbnails/8.jpg)
1. Storage Space2. Staff3. Training4. Reporting5. Advocacy6. Disaster Redundancy7. Budget8. DSO Sanity
Reasons to Reduce Paper
![Page 9: The Great File Limbo: How Paperless Can You Go?](https://reader030.fdocuments.us/reader030/viewer/2022020108/58ac76661a28ab4c6c8b4ec9/html5/thumbnails/9.jpg)
Paperless Considerations
The path of least resistance ...
![Page 10: The Great File Limbo: How Paperless Can You Go?](https://reader030.fdocuments.us/reader030/viewer/2022020108/58ac76661a28ab4c6c8b4ec9/html5/thumbnails/10.jpg)
Case Studies
![Page 11: The Great File Limbo: How Paperless Can You Go?](https://reader030.fdocuments.us/reader030/viewer/2022020108/58ac76661a28ab4c6c8b4ec9/html5/thumbnails/11.jpg)
InstitutionsUniversity of Oklahoma
University of the Incarnate Word
Southern Methodist University
Type Public Research University
Private UniversityTwo private High Schools
Private University
International Student/Scholar Population Size
2394 (students only - no scholar management)
700+ students<10 scholars
1848 Students 50 Scholars
Staff Size 11 staff, 1 intern, 3 student workers
2.5 staff, 4 student workers
5 Staff, 1 Intern, 4 student workers
![Page 12: The Great File Limbo: How Paperless Can You Go?](https://reader030.fdocuments.us/reader030/viewer/2022020108/58ac76661a28ab4c6c8b4ec9/html5/thumbnails/12.jpg)
Solutions and SoftwareUniversity of Oklahoma
University of the Incarnate Word
Southern Methodist University
Student Information System
oZone/Banner as university student management system iAdvise as university-grown appointment system
BannereXtender -imaging software used by admissionsInternal Access Database
PeopleSoft
ISSS Software ISSM as international student record management (SEVIS batch)
GradesFirst - retention & academic advising software - for learning content and advising tracking, not SEVIS record batching
My.SMU-Peoplesoft-University records, immigration recordsCourses.SMU- Blackboard, Compliance QuizPerspective Content- Digital RecordsInside- Sharepoint, Student notes, sign-in sheet
External Software
Wufoo for eFormsLaserfiche as imaging/documenting softwareD2L as content-sharing platform (for online workshops and orientation)
Google formsFacebook pollsFormstack - through website contractBlackboard
Google Forms
![Page 13: The Great File Limbo: How Paperless Can You Go?](https://reader030.fdocuments.us/reader030/viewer/2022020108/58ac76661a28ab4c6c8b4ec9/html5/thumbnails/13.jpg)
University of Oklahoma
![Page 14: The Great File Limbo: How Paperless Can You Go?](https://reader030.fdocuments.us/reader030/viewer/2022020108/58ac76661a28ab4c6c8b4ec9/html5/thumbnails/14.jpg)
RCL ProcessUniversity of Oklahoma
Our process is currently NOT paperless.
1. Student prints out a form online2. Brings it to academic advisor to be filled out 3. drops it off at our front desk or scans and emails
it to ISS advisor4. ISS advisor processes RCL 5. scans form6. attaches it to student’s online file 7. RCL SEVIS record update in ISSM
![Page 15: The Great File Limbo: How Paperless Can You Go?](https://reader030.fdocuments.us/reader030/viewer/2022020108/58ac76661a28ab4c6c8b4ec9/html5/thumbnails/15.jpg)
University of the Incarnate Word
![Page 16: The Great File Limbo: How Paperless Can You Go?](https://reader030.fdocuments.us/reader030/viewer/2022020108/58ac76661a28ab4c6c8b4ec9/html5/thumbnails/16.jpg)
RCL ProcessUniversity of the Incarnate Word
Our process is currently NOT paperless.
1. Student prints out or email form online to academic advisor to be filled out
2. Academic advisor emails form to ISSS front office 3. Front office tasks RCL to ISSS advisor4. Advisor processes SEVIS update, scans and emails
it to Registrar's and academic advisor if approved5. Paper copy stored in student’s paper file
![Page 17: The Great File Limbo: How Paperless Can You Go?](https://reader030.fdocuments.us/reader030/viewer/2022020108/58ac76661a28ab4c6c8b4ec9/html5/thumbnails/17.jpg)
Southern Methodist University
![Page 18: The Great File Limbo: How Paperless Can You Go?](https://reader030.fdocuments.us/reader030/viewer/2022020108/58ac76661a28ab4c6c8b4ec9/html5/thumbnails/18.jpg)
RCL ProcessSouthern Methodist University
Our process is currently partially paperless.
1. Student prints form online2. Student submits form to academic advisor to complete 3. Student submits completed form to ISSS front desk or during
walk-in hours4. ISSS processes paper form and updates SEVIS record5. ISSS advisor paper scans form to student’s file
![Page 19: The Great File Limbo: How Paperless Can You Go?](https://reader030.fdocuments.us/reader030/viewer/2022020108/58ac76661a28ab4c6c8b4ec9/html5/thumbnails/19.jpg)
Q&A
![Page 20: The Great File Limbo: How Paperless Can You Go?](https://reader030.fdocuments.us/reader030/viewer/2022020108/58ac76661a28ab4c6c8b4ec9/html5/thumbnails/20.jpg)
Conclusion
![Page 21: The Great File Limbo: How Paperless Can You Go?](https://reader030.fdocuments.us/reader030/viewer/2022020108/58ac76661a28ab4c6c8b4ec9/html5/thumbnails/21.jpg)
ProcessesUniversity of Oklahoma University of the Incarnate
WordSouthern Methodist University
Reduced CourseloadRequest (RCL)
Student prints out a form online > brings it to academic advisor to be filled out > drops it off at our front desk or scans and emails it to ISS advisor > ISS advisor processes RCL > scans form > attaches it to student’s online file – This process is currently NOT paperless
Student prints out or email form online to academic advisor to be filled out > academic advisor emails to ISSS front office > tasked to ISSS advisor > advisor processes, scans and emails it to Registrar's and academic advisor if approved > paper copy stored in student paper file - This process is currently NOT paperless
Student prints form online- has academic advisor complete form- drops it off at front desk or during walk-in hours- ISSS processes form- scans form to student’s file
Curricular Practical Training (CPT)
Student attends a workshop online > prints out application packet (includes Recommendation form to be filled out by academic advisor) > has academic advisor fill out recommendation form and write a support letter if needed > student completes online request form (attaches required documents including recommendation form, support letter, internship offer letter, etc as required by internal CPT policy) > submits request > ISS advisor processes, prints I-20 and emails student.
Student inquires with ISSS advisor and completes CPT briefinh > prints out online form or emails form to academic advisor to be filled out > academic advisor emails to ISSS front office > company emails or student brings in CPT offer letter> tasked to ISSS advisor > advisor processes, emails approval to Acad. advisor & student if approved > paper copy stored in student paper file - This process is currently NOT paperless
Student reviews CPT materials online- meets with academic/internship advisor- academic advisor completes legal agreement with company and SMU using Sharepoint- student and academic advisor completes CPT application- student enrolls in internship course- student submits complete application via email or in-person
List of Paperless Processes
Adding a Dependent, Cap Gap I-20 request. Change or Major/Change of level I-20 request, Change of Status I-20 request, Concurrent Enrollment request, CPT application, OPT and OPT STEM application, Departure Notification, Extension of Stay I-20 request, Letter requests, OPT employment update (including STEM reporting requirement), Replacement I-20 request, Transfer In/Out Requests, Initial I-20 creation, check-in process, orientation
Address update, letter request, travel endorsement, OPT employment reporting, front end of OPT STEM application, Departure form, change of major.
Initial I-20 request, Transfer-In, Compliance Quiz, CPT Application, OPT Employment Reporting, Letter Requests, Cap-Gap I-20 Request