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DESCRIPTION
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Shifting the ParadigmCentralized Services
Imaging
Connie JohnsonConnie JohnsonVice President
Academic OperationsAssociate Provost
April 23, 2010 F5.129
American Intercontinental University
Campuses
Online campus (Main)-Chicago
AtlantaAtlanta
Houston
London
South Florida
Shifting File Paradigm
1. Overview
2. What we scanned
3. How we scanned3. How we scanned
4. What is our process now
5. Challenges and Successes
In early 2009, we relocated our Main Campus from Atlanta to Chicago
The AIU Main campus provides centralizedservices to the branch campuses in the
2009 Transition
pfollowing areas:
• Admissions Files Quality Assurance• Registrar and Student Records
• Prior Learning Assessment (includingtranscript evaluation)
Why did we do this?
• Efficiency
• Quality Assurance
• Ease of Process
• Reduce training and retraining
• Better service to students
What was the initial reaction?
What did we do first?Discussed and Outlined plan with
Campus staff
( to gather their ideas and gain their buy in)
This was critical!
Introduced Imaging
Trained, Troubleshooting, Retrained
(including meeting with vendor)• Implemented each campus individually
Critical Partnerships
IT Department
Vendor-Image Now
(perceptivesoftware)
Life’s all about pictures and
partnerships
What did we do next?Scanned!!
All student documents including:
• Admissions documents
• All Financial Aid documents
What did we scan?
All Financial Aid documents
• Transcripts
• Transfer credit worksheets
• SAP appeals letters
• POB/POG verification
• Course overload approvals documents
• Any other student document
Admissions
– All admissions files are scanned including EnrollmentAgreement, Attestation (POG), Application, Proof of EnglishProficiency (if required)
What is our process now?
Proficiency (if required)
– Admissions documents are reviewed by Quality Assurance(report provided each evening of documentsmissing, signatures, missing, incorrect information, etc)
– If Admissions documents are not completely correct within72 hours, the enrollment is cancelled
Financial Aid
– Campus staff scans all documents needed for Financial Aid
– Financial Aid documents are reviewed, approved andFi i l Aid i di b d t ll
What is our process now?
Financial Aid is disbursed centrally
– Financial Aid staff at campuses are available for studentcontact/questions/documents
Transcript EvaluationAll transcripts are scanned and only electronic copies are used
for review (including faculty review)
Transfer credit worksheet is completed and scanned
Once approved, transfer credit is entered by UniversiyRegistrar’s office
Satisfactory Academic Progress– SAP calculation by University Registrar
(Campus Vue--Centralized)
– SAP Notifications are automatically emailed to student
What is our process now?
SAP Appeals– SAP appeal letter is scanned into Image Now
– SAP appeal information is collated by centralized SAPAppeal process
– SAP appeal information is then electronicially provided tocampus for SAP appeal meeting
Registrar’s Office/Academics/Student Affairs• All student information is scanned into Image Now using
document codes (What about confidential information?)
• Document tracking reports are used for information andQuality Assurance
What is our process now?
Quality Assurance
• In 2009, we scanned all active student files
Who Does This?
We have Manager of Imaging Services, Imaging Department and Imaging Specialists at each campus
Fear of the unknown/Resistance to change
New processes/Training and refining training
What were our challenges?
Changing from a culture of paper to a culture of electronic files
• Student files are electronic at all campuses!
• One document viewed by all
• Consistent audit retrieval processes
• No duplicate documents
• Shared documents with all departments
• Happier employees
• A culture of imaging
Where are we now?
Consistent processes. Imaging is in our culture
We love imaging!
