Undergraduate Admissions processes undergraduate applications, high school transcripts, test scores, and college transcripts for transfer students.
Objective
Timely Processing Of Admissions Documents
Undergraduate Admissions will process applications and accompanying documents so as to communicate an admissions decision quickly as possible.
Indicator
Processing Time
Processing time is dependent on seasonal application rates.
Criterion
Processing Time
Ideally, applications and related documents can be processed in 24-48 hours and then directed immediately to Hobsons-Connect for e-mail communication with either a decision or indicating what is missing in the application.
Finding
Frustrations
Moving to the new data management system has not gone smoothly for Undergraduate Admissions. Between imaging system equipment failure, automatic procedures not working properly, and data transfer malfunction, a huge backlog was created in processing applications for which we had to work overtime five days a week and Saturdays to manually process the application files. There is no longer a backlog; however, there are still system malfunctions so that decision notification typically takes five business days currently.
Action
Ideal Processing
We are working with technology services to work toward the ideal 24-48 hour processing window.
Goal
Electronic Records Retention
Electronic records retention will be implemented in lieu of hard copy retention.
Objective
No Backlog On Electronic Imaging
The objective is to remain current with electronic imaging to avoid a backlog.
Indicator
Scanning Time
Scanning time of new documents impacts the objective
Criterion
No Backlog
The objective is accomplished when there is no backlog of new documents to be scanned.
Finding
Updated
Currently, there is no backlog of processing complete applications although some still have to be done manually.
Action
New Scanner
We have received a new document scanner and are waiting for it be installed. This should assist with timely application processing.
Goal
Effective Communication With Potential Students
Effective communication would help potential students learn of incomplete files as well as acceptance or denial in a timely manner.
Objective
Applicant Communication From Admissions
Applicants to SHSU will receive communication from Undergraduate Admissions in a timely manner.
Indicator
Number Of Students With Incomplete Applications
Students whose applications are incomplete will receive some form of communication informing them of their status.
Criterion
Realistic Expectation
Although we strive to have current contact at 100%, for the purpose of this goal, the percentage will be 90% of all applicants with incomplete applications will be contacted within five business days of receipt of application and apprised of the status of their applications.
Finding
Application Status Communicated
With the backlog of applications that needed manual checking, U.S. mailings were not possible since the budget for such mailings was used for staff overtime to check application files manually. Additionally, since staff were over-extended with manual checking, timely e-mails and phone calls did not take place.
Action
Efficient Communication
Since we do not currently have a backlog of application processing, we will be able to improve the communication forthwith. There is still quite a backlog of communicating with applicants with incomplete files.