stuff

1. Shifting the Paradigm
Centralized Services
Imaging
Connie Johnson
Vice President
Academic Operations
Associate Provost
April 23, 2010 F5.129

2. American Intercontinental
University
Campuses
Online campus (Main)-Chicago
Atlanta
Houston
London
South Florida

3. Shifting File Paradigm
1. Overview
2. What we scanned
3. How we scanned
4. What is our process now
5. Challenges and Successes

4. 2009 Transition
In early 2009, we relocated our Main
Campus from Atlanta to Chicago
The AIU Main campus provides centralized
services to the branch campuses in the
p
following areas:
• Admissions Files Quality Assurance
• Registrar and Student Records
• Prior Learning Assessment (including
transcript evaluation)

5. Why did we do this?
• Efficiency
• Quality Assurance
• Ease of Process
• Reduce training and retraining
• Better service to students

6. What was the initial reaction?

7. 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

8. Critical Partnerships
IT Department
Vendor-Image Now
(perceptivesoftware)
Life’s all about pictures and
partnerships

9. What did we do next?
Scanned!!

10. What did we scan?
All student documents including:
• Admissions documents
• All Financial Aid documents
• Transcripts
• Transfer credit worksheets
• SAP appeals letters
• POB/POG verification
• Course overload approvals documents
• Any other student document

11. What is our process now?
Admissions
– All admissions files are scanned including Enrollment
Agreement, Attestation (POG), Application, Proof of English
Proficiency (if required)
– Admissions documents are reviewed by Quality Assurance
(report provided each evening of documents
missing, signatures, missing, incorrect information, etc)
– If Admissions documents are not completely correct within
72 hours, the enrollment is cancelled

12. What is our process now?
Financial Aid
– Campus staff scans all documents needed for Financial Aid
– Financial Aid documents are reviewed, approved and
Financial Aid i di b
Fi i l is disbursed centrally
d t ll
– Financial Aid staff at campuses are available for student
contact/questions/documents
Transcript Evaluation
All 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 Universiy
Registrar’s office

13. What is our process now?
Satisfactory Academic Progress
– SAP calculation by University Registrar
(Campus Vue--Centralized)
– SAP Notifications are automatically emailed to student
SAP Appeals
– SAP appeal letter is scanned into Image Now
– SAP appeal information is collated by centralized SAP
Appeal process
– SAP appeal information is then electronicially provided to
campus for SAP appeal meeting

14. What is our process now?
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 and
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

15. What were our challenges?
Fear of the unknown/Resistance to change
New processes/Training and refining training
Changing from a culture of paper to a
culture of electronic files

16. • 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

17. Where are we now?
Consistent processes. Imaging is in our
culture
We love
imaging!

18. Questions or comments?
Connie Johnson
(Connie.Johnson@aiuniv.edu)
(Connie Johnson@aiuniv edu)
847.736.4655