B8: A Behind-the-Scenes

Look at Naviance

From Both Sides of the Desk

An Electronic Reality Show (and Tell)

B8: A Behind-the-Scenes

Look at Naviance

From Both Sides of the Desk

An Electronic Reality Show (and Tell)

Todd Flemming, ‘Iolani School, HI

Aaron Andersen, University of British Columbia, Canada

Mark Khan, Babson College, MA

Susan Hallenbeck, Hobsons | Naviance

Photos Must Include a Frame

Graphics you may incorporate:

Master title style: Arial Bold 28

• Slide title and subheads should be in “sentence case” – do not use

ALL CAPS as it is difficult to read

• Generally set subhead to 24pt or smaller so it will fit on a single line

• No animations should be used.

Master subtitle style: Arial Bold 24

Goals

• Share Naviance & eDocs administrative screens & functions from

both High School & College perspective

• Learn to better appreciate the whole process that is involved in

facilitating student’s applications using Naviance

• Build a common framework to develop increased modes of

communication regarding this new technology

What we will achieve here…

Surgeon General Warning

CASE 1: ‘Iolani School

LOCATION : Honolulu, HI

DESCRIPTION : Private, co-ed college preparatory day school

FOUNDED : 1863 by Church of England at the request of King Kamehameha IV

and Queen Emma

SIZE : 1895 total students, 1340 in grades 7-12

GRADUATING CLASS 2012 : 230 seniors

CASE 1: ‘Iolani School

• Started using Naviance with juniors during the 2007-08 school year

• As of 2010-11 school year, all documents (recommendations,

transcripts, school profile) are sent electronically whenever possible

• Class of 2011 submitted 1734 applications, approximately 80% of

supporting materials submitted electronically (through Naviance

interface)

NAVIANCE BACKGROUND

List Development

Active Applications

Student View - Family Connection Student View – Family Connection

Family Connection - Colleges I’m thinking about Family Connection – Colleges I’m thinking about

College Data and Research Student Research

College Data and Research Student Research

Student Research

College Data and Research Student Research

Family Connection = College Data and Research Student Research

Scattergrams

eDoc Preparation

Matching a transcript

Ivan Robert Iolani

Iolani, Ivan

Naviance Screen Shot

Adding Documents

eDocs Document Types

Common Application Docufide & Non-Electronic

Initial Initial Transcript *

Common App SR *

Counselor Evaluation *

School Profile

Transfer Transcripts

Common App Teacher Forms *

Teacher Recommendations *

Initial Transcript *

NACAC or other SR

Counselor Evaluation *

School Profile

Transfer Transcripts *

Teacher Recommendations *

Midyear Midyear Transcript

Optional Transcript

Common App Midyear Report (MR)

Common App Optional Report (OR)

MR Explanation of Change

OR Explanation of Change

Midyear Transcript

Optional Transcript

NACAC or other Midyear Report

(MR)

Counselor Evaluation

MR Explanation of Change

OR Explanation of Change

Final Final Transcript *

Common App Final Year Report *

FR Explanation of Change

Final Transcript *

Other Final Year Report

Counselor Evaluation

FR Explanation of Change

* Required documents

eDocs Document Types

Adding Documents

Sending Documents

Sending Documents

Confirmation

Ivan Robert Iolani

Interpreting eDocs submissions

Submitting Form is in the process of being submitted to the destination.

Submitted Form was submitted and is awaiting receipt confirmation by

either the Common App or Docufide system.

This status is usually displayed if you are viewing the status

the same that you submitted the form or if the college is a

Common Application destination and the student no longer

has the college in his/her list on the Common Application

site.

Received Form was marked as received by the Common Application

or Docufide system.

Downloaded Form was marked as exported, downloaded, or printed by

the college (via the Docufide system).

Printed The form was printed and was not submitted electronically.

Active Application List – Counselor View

Active Application List – Student View

CASE 1: ‘Iolani School

BENEFITS : Huge reduction in processing time required for supporting

documents (also no paper cuts)

Faculty recommenders appreciate ease of use / system allows for counselor

oversight of required docs

CHALLENGES : Multiple application types create transcript confusion

FACTS FOR THE OTHER SIDE : “Confirmation” messages can give a false sense of

security

NAVIANCE CONCLUSION

CASE 2: University of British Columbia

LOCATION : 2 campuses ~ Vancouver & Okanagan

Canada

DESCRIPTION : Public Research Intensive Institution

SIZE : 37,000 Undergraduates across both campuses

STUDENT BODY : 15% International 85% Canadian

140 Countries represented

APPLICANTS 2012 : 37,000 + Total

CASE 2: University of British Columbia

• 2012 Applicant cycle third year utilizing Docufide service

• Primary use is for accepting eDocs service for OutSide-of-Canada

files

• Admissions is set-up as paperless environment

• All files are reviewed based on electronic reproductions of documents

• Bulk of applicants are within Canada, Ontario & BC are set-up to

electronically receive grades

NAVIANCE BACKGROUND

CASE 2: University of British Columbia

BENEFITS : Streamline documentation process

CHALLENGES : IB scores do not have a unique document type code

FACTS FOR THE OTHER SIDE : Documents still must be reviewed by human

eyes, and matched to student’s file. This takes time.

NAVIANCE CONCLUSION

CASE 3: Babson College

LOCATION : 2 campuses ~ Vancouver & Okanagan

Canada

DESCRIPTION : Public Research Intensive Institution

SIZE : 37,000 Undergraduates across both campuses

STUDENT BODY : 15% International 85% Canadian

140 Countries represented

APPLICANTS 2012 : 37,000 + Total

CASE 3: Babson College

• 2012 Applicant cycle third year utilizing Docufide service

• Primary use is for accepting eDocs service for OutSide-of-Canada

files

• Admissions is set-up as paperless environment

• All files are reviewed based on electronic reproductions of documents

• Bulk of applicants are within Canada, Ontario & BC are set-up to

electronically receive grades

NAVIANCE BACKGROUND

CASE 3: Babson College

BENEFITS :

Quick receipt of transcripts

Scheduled delivery service –each document received in PDF form

Excellent customer service; easy to troubleshoot

CHALLENGES :

Identity issues meshing with scanned material

Illegible scans

Multiple copies increase processing time and potentially make it more difficult

to complete a student’s file

Proprietary to Common App

NAVIANCE CONCLUSION

Highlights of

What’s New in eDocs for 2012-13

• Documents may be submitted 3 yrs post graduation

• Matching of students with Common App account will occur at the

student level

• Counselors will be able to submit an ED-I agreement and and ED-II

agreement for the same student

• DOB will be required in order to submit documents via eDocs

• And…. Common App International Supplement form will be available!