Presenters

Dr. Kathleen Geher, Director of YÖK-SUNY Dual Diploma Programs

Cindy Cullen, International Student Advisor

Dual Diploma Program

• Unique dual diploma program with many configurations; students earn degrees from Turkish university and SUNY New Paltz.

• Students are fully matriculated but require complex record keeping.

• Additional information must be collected each year.

Going Paperless• How did we become a paperless office?

– Evolution of process over 10 years– Early admission process

• Issues– Applications were being processed in a different office.– International students were answering difficult and irrelevant

questions.– Applications were handwritten and therefore difficult to read.– Data was manually entered into multiple databases.– Process was time consuming, error-prone and inefficient.

Common Application: paper/handwritten

Manual data entry into BannerManual data entry into Excel

or AccessManual data entry into SEVIS

Going Paperless• Step 1: Created a specific dual diploma version

of application that was posted on dual diploma website. – Students could print out this application and email

it directly to International Programs.– Only relevant information to the program was

collected. – However, applications were still hand-written and

still required extensive manual data entry.

Going Paperless• Step 2: Dual diploma application was turned into a

fillable online form on website.• Process

– When students completed this application, it was saved as an Excel spreadsheet (cvs file) which was then imported into an Access database.

– Report created that allowed application to be printed and more easily entered into various systems.

– Multiple copies of folder was created to share with different offices (e.g., registrar and academic departments).

• Benefits– Application information was typed and more easily entered into

databases BUT information was still being manually entered into many different programs!!

Going Paperless• Clearly, we needed to reduce the amount of

manual data entry and improve communication with students.

• Study Abroad staff were using Terra Dotta software to process outgoing students.

• It was not communicating with other campus software in a two-way manner but was helping to reduce paperwork.

• Decided to try to adapt software to work with incoming international students (IIB).

Going Paperless• Step 3: Decided that transition to Terra Dotta

management software would meet many goals• Benefits:

– Eliminate need for multiple copies of paper files.• Students create application profile• Complete online admission application• Students upload required admission documents

into their profile, including documents required for visa issuance

Going Paperless• Benefits

– Can easily query student status (e.g., whose file is complete?)

– Allow for effective and immediate communication with students regarding application status and missing documents

• System sends out automatic email reminders/alerts about missing materials

– Allowed partner campuses to view updated information regarding required documents and student progress toward the application process.

• Can share reports with select individuals

Going Paperless

• Despite all these improvements, which reduced amount of paperwork and improved our communication with students, manual data entry into Banner was still required

• Needed to get online systems/databases to communicate

Going Paperless• Step 4: Our computer support person was able to work with

our IT staff to allow the Terra Dotta software to communicate with Banner so that information could be uploaded to the system.– Huge improvement

• Students’ information that they entered was automatically transmitted into Banner, then FSA and ultimately SEVIS and ARGOS.

• Student-entered data is checked before it is manually pushed to Banner. Ensures that data is accurate before being sent to various programs.

Going Paperless• After the Banner ID (New Paltz student ID) is created,

it is pulled into Terra Dotta.• Software allowed information to move in two

directions which tremendously reduced data entry work and errors!

• Students receive an automated email from the admissions software stating that they have been admitted.

• Students also receive automated email from university system with their student & user ID.

Current Process: Dual Diploma Assessments

• Developed an online orientation that students need to complete prior to arrival.

• Assessments measure students’ familiarity with learning content and online resources on campus.

• Assessments ensure that students have reviewed necessary documents and have a basic knowledge of what information is available on the SUNY New Paltz main website.

Advantages• Easy distribution of unique and confidential

student data (e.g., PIN number, student ID)• Communication with students and partners is

vastly improved– Can track/share documents– Send reminders/emails to specific groups– Generate reports– Eliminated need for multiple paper files

Center for International Programs• Study Abroad• International Student Programs

– International Undergraduate Admissions, matriculated (F1)

– YÖK-SUNY Dual Diploma Programs, matriculated (F1)

– Exchange and Visiting, non-matriculated (J1)– Institute for International Business, non-

matriculated (J1 Trainee)– Haggerty English Language Program, all – International Faculty (H1B)

• Health Information • How do I apply for the J-1 Student Exchange Visa? • Important Dates for Newly Admitted Students • Instructions on paying bills and setting up payment plan • Newly Accepted J-1 Student Checklist • Paying for Your Education• Payment Information • Preparing For Your Visa Interview • Residence Life Information • Transportation to New Paltz from New York area airport• Travel to New Paltz• Official Airport Pick-up Information: Marketplace/Touchnet link

Incoming Exchange/Visiting Student ProcessPre-Arrival information

Marketplace/Touchnet• Administrative login to create “products”

– Determine parameters and availability• Maximum number of purchases, deadlines, required fields

• Students login in to make purchase via link provided by staff– Secure database

• Easy to purchase & “sign up”– Students can purchase by product

• Activities, Airport pickup• Easy to track purchases

– Students can print receipts– Staff can export reports to excel to track numbers and data– Reduces paperwork and record keeping errors in office on lists– No tracking of cash transactions

Banner• University database

– Student records• Admission (SAAADMS)• Personal Identification information (SPAIDEN)• Registration; current and historic (SFAREGS, SFARHST)• Billing (TOIYBIL)• Coding; ie. student type, visa type, resident/non-

resident (GOAINTL, SGASTDN)• Graduation term; applied, awarded (SHADEGR)

Argos• University database for data verification reports• Data pulled from Banner

– Transcripts– Student schedules– Financial; e.g. how much money int’l students contributed

to the university this term– Export enrollment reports into excel spreadsheets

• Useful for SEVIS registration and contacting students by nationality, etc.

• Name, Banner ID, email, major, student type, visa code, number of credits, online courses, paid/unpaid, nationality, etc.

fsaAtlas• Communicates with Banner and SEVIS

– Only database we currently use that communicates with SEVIS

• Terra Dotta 2015

– Information in Banner must be accurate to come over the campus datalink accurately to feed into fsaAtlas which feeds into SEVIS

• This is why we do the manual push to Banner from Terra Dotta, e.g. names in the application match passport so all immigration documents are correct

fsaAtlas• Batch create I-20/DS-2019• Templates

– Forms (F1, J1, H1B)• Auto fills from fsa (which received the data from

banner), can edit as needed and print pdf.– F1 & J1: I-20 & DS-2019 – Update financial and program dates each semester

• H1B: I-129, I-539, I-9, I-140 – Letters– Specified information/data is populated automatically

• Batch register/validate SEVIS records

fsaAtlas• Record keeping

– Fsa record: Active, Archived, Terminated, Deleted– SEVIS: Initial, Active, Cancel, Terminated– Paperless student records, scan immigration documents at

orientation– Adviser notes

• Automatic alerts– Triggered by dates that are in fsa & SEVIS Alerts

• Program end dates, etc.• Can see the Alerts and emails in “Interactions”

– Documented proof, part of student’s record

fsaAtlas• Challenges

– Reporting function is limited– Parameters of the report have to be very

specific/accurate and the data in fsa has to be accurate

– Alerts/emails waits in a queue, goes out overnight– Need to update certificate regularly with

Computer Services, often operating with older versions

Data integration & communication

DegreeApplication

Banner

Argos

fsaAtlas SEVIS

Data integration & communication

Application TerraDotta Banner fsaAtlas SEVIS

Argos

• Wikis– Shared documents, collaboration – NAFSA

• Doodle– Scheduling with multiple departments

Communication Tools

Communication Tools• Blackboard

– International Student Community• Post workshop presentations• Announcements • Create groups each semester to send emails (F-1, J-1,

Other)

• Facebook– Work account

• Students don’t always read emails• Can see how many people have viewed post• International Student Union (ISU) advising, outreach,

advertising events