Electronic Records Possibilities

PresentersBrian Ehrlich

Director of Program Administration, Florida Institute of TechnologyBrian holds Master of Applied Communication from University of Denver and a Bachelor of Arts in Psychology from Western State College of Colorado. He is currently the Director of Online Program Administration at Florida institute of Technology. Prior to Florida Tech Brian was with the University of Denver. His career has always been in the higher education working with nontraditional students.

Andrea Morley

Military and Veterans Affairs Coordinator, Florida Institute of Technology

Andrea has held the position as Military and Veterans Affairs Coordinator for the last 2 years at Florida Institute of Technology. Prior to the coordinator position, Andrea spent two years in the office of financial aid for Florida Institute of Technology. Andrea will graduate in 2012 with a Bachelor of Arts in Criminal Justice from Florida Institute of Technology.

Purpose

• Launch of undergraduate online programs in 2008

• Traditional campus system and process was not viable

• 8 week format not 16 week semester

Different Needs

• Not just a staffing issue

• Higher volume

• Faster process

• Multipoint access

• Can something different be done

• Physical space limits

Old Process

• Collect DD 214, COE, 22-1990, 22-1995

• Other documents based on specific chapter of benefits

• Submitted hardcopy to advisor along with transcripts in the admission process.

Ideas for a solution

• Higher additional staff – no economy of scale

• Banner school that uses xtender for student records-can that be used?

• Sharepoint tracking system?

Technology as the Solution

• Use of current campus system

• Shared network-restricted drive

• Planned format and structure

Xtender Example 1

Example 1 Con’t

S Drive Example 2

Example 3

• Student file

• VA Info:• DD214• COE• VA Application • Registration (Banner)• Certification (VA-ONCE)

Example 3 Cont.

• Academic Info:• Transcripts • Admittance Letter• Application• Bio (VA-ONCE)• Grades• Major (Banner)

Example 3 Cont.

• Academic Info• Program Evaluation (Degree Plan)• Program Curriculum• TCE (Transfer Credit Evaluation Letter)

• Test Scores (Ugrad Placement Exams)• XCRPT (Unofficial Transfer Credit

Acceptance)

Reporting

• Access queries from Business Analysts• Applications• Telephone number lookup• Emails for mass information• Drops by term• Academic Probation by term• Graduation by term

What really happens

• Student applies

• Registration documents signedInformation generated from the documents is sent to an alias email. Next example is what the Certifying Official receives in order to contact student for proper certification papers. The Certifying Official then emails the student with instructions and links to the proper VA applications. Once the student complies certification in VA-ONCE can occur.

Example 4

First Name: JohnLast Name: DoeStudent ID: 1234Student Type: Re-EnrollTransient Student? NoSSN: 0000

150 W University Blvd Melbourne, FL 32901email: John.Doe@yahoo.com

Degree: BA in Business Administration/Health Care Management

Are you a Veterans Administration (VA) benefits recipient? YesHave You submitted your VA paperwork to the school certifying official? YesDo you receive Tuition Assistance from the military? NoDo you receive Veterans Assistance? YesVA Benefits: Chapter 30 MGIBAre you on Active Duty? No

Challenges

• Access issues

• Cost

• Hardware failure

• Down time

• Human error

• Florida factor-hurricanes

Benefits

• Multi-user access

• Remote access

• Back up is secure

• Physical space savings

• Green – paper free

• Security

• Florida Factor – again..

Results

• SAA / Federal Audit – Perfect

• Productive staff time

• Lower cost

• Faster certification

Questions ?

Director of Online Program Administration

behrlich@fit.edu

Military and Veterans Affairs  Coordinator

amorley@fit.edu

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