SF State Applicant Life Cycle

ATC Ft. Lauderdale 2014

Date: July 10: Sunday

03:45 pm - 5:00 pm

Session ID: 096

Tuan Anh Do

Director

Enrollment Management Technology

San Francisco State University

doey@sfsu.edu1

About SF StateGeneral:

Part of the 23 campus California State University System, bolstering over

447,000 students, and 45,000 faculty and staff. Part of the largest, the most

diverse, and one of the most affordable university systems in the country

Applicants:

SF State process ~60k applications for any given Fall Cycle

Fall 2014 – 31,965 FTF, 209 LD, 16,450 UD, 185 2BA, 5,242 Grad

Fall 2013 – 35,736 FTF, 1,180 LD, 18,864 UD, 251 2BA, 5,393 Grad

Fall 2012 – 32,071 FTF, 1,045 LD, 15,849 UD, 189 2BA, 6,050 Grad

Enrollment:

SF State has ~30k students enroll each Fall Cycle.

Top 10 undergraduate majors:

Business Administration, Biology, Psychology, English, Cinema,

Engineering, Art, Kinesiology, Journalism, Child and Adolescent

Development 2

About SF State

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San Francisco State University trains many of the state’s future lawyers and

lawmakers, ranking among the top 20 undergraduate schools whose alumni

go on to be admitted to the State Bar. In fact, many attorneys who have

received their undergraduate degrees from San Francisco State have

advanced to holding public office.

Electronic Transcript Processing:

• Tracked 30 feeders Schools over 10 years that are now EDI schools

• Processed about 120k transcripts

Manual – 1%

Electronic – 35%

eTrans – 42%

Speede – 58%

Scanned – 64%

About SF StateCurrently in Conversion and Implementation from Legacy Oracle SIS,

SIMS/R to CSU system supported PeopleSoft Campus Solutions. Campus 22 of 23 to Implement.

Staggered go-live into phases

August 2013: Course Catalog

September 2013: Admissions and Campus Community

February 2014: 60% Student Records (CPP) , Transfer Credit and Financial Aid

April 2014: Financial Aid

May 2014: 40% Student Records

June 2014: Academic Advisement

August 2014: Final go-live

September 2014 and beyond: Post go-live assessment and activities

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My Experience• Current University Roles since 1997

Strategic Management of Enrollment Management

Primary Technical Lead for Enrollment Management

Document Imaging Coordinator/DBA

EDI Coordinator/Developer

Oracle Application Developer

ASP Web Developer

• Member, SPEEDE Committee since April 2005. Past Chair for 2010-2012

• Member, PESC Board of Directors

• Former Co-Chair PESC Education Record User’s Group (ERUG)

• PESC Workgroup Member

Change Control Board

Technical Advisory Board

Electronic Authentication and Authorization

Seal of Approval

• Member, Hyland’s Product Advisory Council

• Member, Campus Technology Committee

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Steps to becoming a student• Application:

CSU Mentor Electronic Application Process

• Admission Status on the Web converted to CS Student Center

How can the students be part of the process?

• Supporting Documents Submittal

Transcript Filtering and Processing

Archival Scanning vs OCR Data Scanning

• New Student Checklist converted to CS Student Center

What do you need to do to attend?

• Accept Admission Offer converted to CS Prematriculation Processing

Now that you have been admitted, what’s next?

• Sign up for Orientation

Get a tour of your new home

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Applying to the University• Applications are processed through CSU Mentor Electronic Application

Process.

• Applicant data is downloaded nightly via “Communicator” batch process

• Applicant data is uploaded into SIS via batch processing job

reference diagram

• Auto processing jobs are ran to prep data for evaluation.

• Bulk of Applications are processed automatically via Auto Admit Process

reference diagram

• Communications sent to student to check online for their status

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Application Process Flow

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Auto Admit Process Flow

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Check status online• Get online to check Admission Status via the Student Center

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Submit Requested Transcripts• Communications to submit transcript by deadline

• Transcript Filtering and Processing

Mail room processing

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Submit Requested Transcripts• OCR Transcript Data Processing

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Submit Requested Transcripts• Archival Transcript Processing

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Checklist view of current status• New Student Checklist (Student Center)

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Confirm SF State Status• Accept Admission Offer

• Completed through Campus Solutions

• Sets Pre-Matriculation record (MATR) for the applicant.

• Email Account gets generated automatically.

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Get oriented and prepared• User Functionality

• Sign up for Orientation

• Change Orientation Signup

• Cancel Orientation

• Pay Fees online as well as offline

• Reporting Functionality

• Admin Reports

• Check in Rosters for Student and Guests. Dynamic Web reports designed for

use with IPAD

• Admin Functionality • Control of Sessions

• Control of Locations

• Admin access to Student Registration

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Questions?

Tuan Anh Do

Director

Enrollment Management Technology

San Francisco State University

doey@sfsu.edu

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This presentation was brought to you by the

SPEEDE Committee

aacrao.org/speede

pesc.org

SPEEDE – A Professional Development Committee of AACRAO

American Association of Collegiate Registrars and Admissions Officers18