operations side of admissions: once a student hits submit wacac share, learn, & connect friday,...

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OPERA TIONS SIDE OF A DMISS IONS: ONCE A STUDENT HITS SUBMI T WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

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Page 1: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

OPERAT

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Page 2: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

PANELISTS

Lauren Broussard, Pepperdine [email protected]

Matt Ward, California Lutheran [email protected]

Andy Sison, Chapman [email protected]

Page 3: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

WHAT HAPPENS ONCE A STUDENT HITS SUBMIT?

Institution

Application deadlines for freshmen

Decision notification dates for freshmen

Cal Lutheran

11/15 early action; 2/1 regular

1/15 early action;3/15 regular

Pepperdine 1/5 regular April 1 regular

Chapman 11/15 early action; 1/15 regular

1/15 early action;3/15 regular

Page 4: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

WHAT HAPPENS ONCE A STUDENT HITS SUBMIT?Institution

Online portal to check status

Common Application or Institutional app?

# of expected Fall 2012 applications

# of expected Fall 2012 enrollees

Cal Lutheran

N/A Both 7,000 520

Pepperdine WaveNet Common Application

9,000+ 800+

Chapman WebAdvisor

Common Application

11,000 + 1250

Page 5: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

COMMON APPLICATION STATISTICS

Page 6: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

COMMON APPLICATION STATISTICS (CHAPMAN)

Page 7: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

COMMON APPLICATION CONTROL CENTER

Page 8: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

WHAT HAPPENS ONCE A STUDENT HITS SUBMIT? PEPPERDINE UNIVERSITY

Pepperdine Admission Records Processing Team:

Three Admission Records Analysts

- Split workload by last name

- Process all applications and supplemental docs

- Recalculate each high school GPAOne Data Management and Communication Coordinator

- Load applications, test scores

- Send out correspondenceSeven to Ten Student Interns

- Open mail, scan and associate supplemental docs

Page 9: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

WHAT HAPPENS ONCE A STUDENT HITS SUBMIT? PEPPERDINE UNIVERSITY

3 Steps

1. Submit Common Application

2. Submit Additional Required Application Materials

3. Monitor WaveNet Portal To Do List

Submit Additional Required Application Materials

• High School Transcript

• Academic Recommendation

• Personal Recommendation

• College Transcript (if applicable)

• SAT/ACT Scores (if applicable)

• Proof of English Proficiency (Intl Students)

• International Student Data Form (Intl Students)

Page 10: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

WHAT HAPPENS ONCE A STUDENT HITS SUBMIT? PEPPERDINE UNIVERSITY

Applications received exclusively via the Common App Online

Supplemental Documents received in 3 ways: 1. Electronically via Naviance/Common App (fastest)2. Other electronic sources (e-mail, Docufide, SAT/ACT, Pepperdine

Webforms, etc.)

3. Hard Copy Mail

Page 11: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

WHAT HAPPENS ONCE A STUDENT HITS SUBMIT? PEPPERDINE UNIVERSITYWhen an Application Arrives:

1. Downloaded (within 1-2 business days): Pepperdine ID assigned, WaveNet Account created, and confirmation e-mails sent

2. Processed (within 3-5 weeks): By last name in the order received, and requirement checklists are assigned (“To Do” Lists)

3. Supplemental documents marked off (within 5-7 weeks) WaveNet “To Do” List

Note: No real action taken without an application

Page 12: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

WHAT HAPPENS ONCE A STUDENT HITS SUBMIT? PEPPERDINE UNIVERSITY

Supplemental Materials:

- All documents sent through our imaging system, NOLIJ

- High School Transcripts recalculated to Pepperdine GPA scale

- Processing depends on document type and origin- Naviance/Common App Documents: Fastest to associate- Other Electronic Sources: More quickly processed if they come

with the student’s ID- Hard Copy Documents: Sent to our document scanning room;

must be opened, separated, scanned, associated, and then processed.

Page 13: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

WHAT HAPPENS ONCE A STUDENT HITS SUBMIT? PEPPERDINE UNIVERSITY

Tips to Expedite Processing: - Apply Early!

- Use Legal Name on all documents

- Submit electronically

- Monitor WaveNet To Do List

- Include Pepperdine Campus-Wide ID or Common App Online ID

Page 14: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

Transition to “paperless”•The joys of embracing the 21st century•“Did you get my portfolio?”•“What do you mean I can’t read files in my pajamas this year?”

WHAT HAPPENS ONCE A STUDENT HITS SUBMIT? CAL LUTHERAN

Page 15: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

Are all apps common?• CLU still embraces the age-old concept of using an

institutional application while also accepting the Common Application

• Naviance, Naviance, NAVIANCE• 5,500 Schools, 350 outside the U.S.• 4.5m in Family Connection• 1,742 schools submitted documents using Naviance Edocs

• 2011: 8m documents 2012: 13m documents• The convergence of technology to serve the masses

• http://url.ie/eulq

WHAT HAPPENS ONCE A STUDENT HITS SUBMIT? CAL LUTHERAN

Page 16: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

File Flow & Personnel • STEP 1: Get it all in

• STEP 2: Make sure it’s complete

• STEP 3: Read it

• STEP 4: Code it

• STEP 5: Repeat steps 3-4

• STEP 6: Qualify it. If musician, athlete, regent’s kid, or other institutional interest of note, repeat steps 3, 4 and 6.

• STEP 7: Send it

• STEP 8: Analyze them

• REGULAR DECISION: Rinse and repeat

WHAT HAPPENS ONCE A STUDENT HITS SUBMIT? CAL LUTHERAN

Page 17: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

WHAT HAPPENS ONCE A STUDENT HITS SUBMIT?

CHAPMAN UNIVERSITY

• Processing your applicationhttp://youtu.be/V7d8Nj-ThIc

• Flat Pantherhttp://youtu.be/wtYPAG6Mq6Q

Page 18: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

Admission Operations & Systems (AO&S) Staff• Processing Undergraduate and Graduate populations• 17 full-time staff• 15 seasonal temporary staff

•DATATEL Colleague (ERP)• ImageNow (document imaging)•Hobsons CONNECT EMT (Personalized web pages, event management, prospect communication flow)

WHAT HAPPENS ONCE A STUDENT HITS SUBMIT?

CHAPMAN UNIVERSITY

Page 19: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

When an Application Arrives: 1. Downloaded (within 24 hours the next business day): Chapman ID assigned, WebAdvisor Account created, and “Thank you for applying” letter generated

2. Processed (within 3-5 weeks): By order of when application and documents received; Missing documents letters generated; check WebAdvisor for updates

3. Supplemental documents marked off (within 5-7 weeks): WebAdvisor “check list”

Note: No real action taken without an application

WHAT HAPPENS ONCE A STUDENT HITS SUBMIT?

CHAPMAN UNIVERSITY

Page 20: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

Tips for checking your application status• Check WebAdvisor for status before contacting us

• Check Naviance account (if applicable) for dates documents were ordered

• Supply date missing documents were ordered when inquiring about status by phone or e-mail

• Counselors are encouraged to contact assigned admission counselor by geographic territory (refer to Chapman website for assigned admission counselor)

WHAT HAPPENS ONCE A STUDENT HITS SUBMIT?

CHAPMAN UNIVERSITY

Page 21: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

QUESTIONS?

Page 22: OPERATIONS SIDE OF ADMISSIONS: ONCE A STUDENT HITS SUBMIT WACAC SHARE, LEARN, & CONNECT FRIDAY, MARCH 16, 2012

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