A Behind-the-Scenes Look at Naviance From Both Sides of the Desk
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Admission officers: Have you ever wondered what it takes for a counselor to prepare and send all the documents you request to complete a student’s application? Counselors: Do you know what the university has to do once the documents have been sent electronically? Get a behind-the-scenes look at how secondary counselors and admission officers interface with Naviance and Docufide platforms to support students in the college search process and document reception. View screen shots of Naviance and Docufide administrative screens and functions and offer suggestions and feedback directly to members of the Naviance team.
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A Behind-the-Scenes Look at Naviance From Both Sides of the Desk
- 1. B8: A Behind-the-Scenes Look at Naviance From Both Sides of the Desk An Electronic Reality Show (and Tell)
- 2. 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
- 3. Photos Must Include a Frame Graphics you may incorporate:
- 4. Master title style: Arial Bold 28 Master subtitle style: Arial Bold 24 • 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.
- 5. Goals What we will achieve here… • 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
- 7. 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
- 8. CASE 1: ‘Iolani School NAVIANCE BACKGROUND • 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)
- 11. Student View – -FamilyConnection Student View Family Connection
- 12. Family Connection – - Colleges I’mthinking about Family Connection Colleges I’m thinking about
- 13. Student Research College Data and Research
- 14. Student Research College Data and Research
- 15. Student Research
- 16. Student Research College Data and Research
- 17. Student Research Family Connection = College Data and Research
- 18. Scattergrams
- 19. eDoc Preparation
- 20. Matching a transcript Iolani, Ivan Ivan Robert Iolani
- 21. Adding Documents Naviance Screen Shot
- 22. eDocs Document Types eDocs Document Types Common Application Docufide & Non-Electronic Initial Initial Transcript * Initial Transcript * Common App SR * NACAC or other SR Counselor Evaluation * Counselor Evaluation * School Profile School Profile Transfer Transcripts Transfer Transcripts * Common App Teacher Forms * Teacher Recommendations * Teacher Recommendations * Midyear Midyear Transcript Midyear Transcript Optional Transcript Optional Transcript Common App Midyear Report (MR) NACAC or other Midyear Report Common App Optional Report (OR) (MR) MR Explanation of Change Counselor Evaluation OR Explanation of Change MR Explanation of Change OR Explanation of Change Final Final Transcript * Final Transcript * Common App Final Year Report * Other Final Year Report FR Explanation of Change Counselor Evaluation FR Explanation of Change * Required documents
- 23. Adding Documents
- 27. 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.
- 28. Active Application List – Counselor View
- 29. Active Application List – Student View
- 30. CASE 1: ‘Iolani School NAVIANCE CONCLUSION 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
- 31. 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
- 32. CASE 2: University of British Columbia NAVIANCE BACKGROUND • 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
- 48. CASE 2: University of British Columbia NAVIANCE CONCLUSION 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.
- 49. 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
- 50. CASE 3: Babson College NAVIANCE BACKGROUND • 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
- 58. CASE 3: Babson College NAVIANCE CONCLUSION 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
- 59. 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!