Gillian Boulay, Session Chair, Brandeis University

Emily Stewart, Brandeis University

Erin Gustafson, Yale University

Molly Elise Young, Cambridge College

Laura Paprotta, Bergen Community College

From Paper to...Not Paper?! The Trials, Tribulations and Successes of International Student & Scholar Offices

Going PaperlessBiregional X & XI Highlight

NAFSA Annual Conference, Boston, MAMay 28, 2015

Bergen Community CollegeRegion X

Laura PaprottaInternational Student Counselor

500 (int’l students)

public

F program (students)

4 full-time DSOs1 non-DSO

2 student workers (10 hrs/wk)

0 interns

Brandeis UniversityRegion XI

Emily Stewart SEVIS Administrator

Gillian Boulay, Int’l Student Adviser

1,700 (int’l students & scholars)

private

F and J program (students)J scholarsH-1B (process in house)

6 full-time DSO/AROs(4 of the 6 do student/scholar advising)

3 student workers (20 hrs/wk)

0-1 intern

Yale UniversityRegion XI

Erin GustafsonAssistant Director/Adviser

4,937 (int’l students & scholars)

private

F and J program (students)J scholarsH-1B (process in house)

6 full-time DSO/AROs

4-6 student workers

1 intern

Cambridge CollegeRegion XI

Molly YoungAssistant Director for International Affairs

400 (int’l students)

private

F program (students)

1 full-time DSO

0-2 student workers

0-1 intern

Session Overview• Transition Timeframe• WHY did we go “green”?• Challenges• Institutional Resources /

Support & Budget • Technology We Use• Revamping Office Processes• Training• Success?!! & Positive Impact• Future Goals & Projects• Takeaways• Q&A

School: Began in: Currently:

Yale 2007 Still transitioning

Brandeis 2008 Still transitioning

Bergen 2011 In early stages

Cambridge 2012 Finish by AY 15/16

Why did our offices go paperless?

• Fewer paper cuts• Reduce ecological footprint• Enter the 21st century• Save $$$, save a tree• Streamline office procedures• Convenience factor - provide info online• Digital filing can be easier to manage • Ran out of physical office space….

1. Technology-related• System malfunction• Digital storage requirements• Managing multiple systems

Challenges

2. Procedure / Best Practice• Prioritize• Navigate the “awkward phase”

3. the “Human Element”• DSO or RO / student adjustment • Less face-to-face interaction

Tap into Institutional Resources / Support & Advocate for Budget

Institutional Resources / Support• Utilize student workers effectively• Dedicated tech position (wow!)• Find out what resources already exist

Budget Advocacy• Data! Data! Data!

Digital Records? SEVP Says…

“…As long as the records are maintained in a record keeping system thatpreserves their evidentiary value…records must be reproducible and theymust be stored in a state in which they cannot be altered…SEVP said that theelectronic storage requirements for Forms I-9 [see 8 C.F.R. § 274a.2(e)-(g)]are a good example of a generally recognized standard…In addition, inresponse to a question about whether records must be kept in hard copy,SEVP noted in the supplementary information preceding the final SEVISfee/recertification rule that "records review will be of the system that is inplace at the school, electronic or hard copy."

[ 73 Fed. Reg. 55683 , 55692 (September 26, 2008)].” – NAFSA Manual 3.66.6.1 Electronic storage of records

Technology We UsePaper Files to Electronic Files: Fujitsu fi-5120C scanner Office Network Drive

Document Management Systems: Application Xtender Slate Student Data Management Systems:

Peoplesoft / Sage Colleague Ellucian’s ISSM (formerly fsaAtlas) AdvisorTrac – web based record system

Presenting Content Online: LATTE – learning/teaching technology

environment Prezi – Cloud based presentation software Slid.es.com – Online presentation software Chatzy – Online chat room CoverItLive – Online chat room Ensemble/Collaj – Online video platform Office websites (Content Mgmt. Systems)

Paperless Forms: Adobe Acrobat Pro Google forms Qualtrics – online survey / form software

Cambridge College use of Google Forms

Yale OPT Workshop

Yale use of Qualtrics

Brandeis Online Orientation

Brandeis Online Student Check-In Demo

Revamp Office Processes

• Several stages: learn, adapt, adjust

• Standardize for consistency

• Flexibility in adviser work style is OK

Training

• What works best for your office?• Independent training – what’s out there

for free?• Cross-Train with colleagues• Trainings offered through your IT Dept.• Develop a training manual (WikiSpaces)

Success?!! & Positive Impact

• No more paper cuts – glorious!• Access/share e-files on network drive• Integration with other online systems

(internal & external)• Save $$$, save a tree• Increase convenience for students • More time-efficient for staff• Open up usable office space

Future Goals & Projects

• Online workshops (YouTube)• Online orientation & virtual advising

(Google Hangouts)• Updating website (Drupal CMS)• PDFs => Fillable online forms

Takeaways• Identify challenges you’d like to improve & set goals• Do your research• Make a plan• Start with small steps that lead to the ultimate goals• Document the process

…“So, could my office benefit from implementing paperless procedures?”…

Q & A

Thank YOU for attending!

Contact info:Gillian Boulay: geboulay@brandeis.edu

www.brandeis.edu/isso

Emily Stewart: estewart@brandeis.eduwww.brandeis.edu/isso

Erin Gustafson: erin.gustafson@yale.eduwww.yale.edu/oiss

Laura Paprotta: lpaprotta@bergen.eduwww.bergen.edu/isc

Molly Young: molly.young@cambridgecollege.eduwww.cambridgecollege.edu/international-student