Stop #3 Admissions and Records

6/28 – 7/1

Admissions and Records

What a week! I had the opportunity to work and visit with the all the people that ensure that our students actually arrive in the classroom on the first day of the semester. So much happens in this very busy office.

Monday, June 28

• Meet with Reo Wilhour to see what the week would entail.
• Welcome and Walk-around for Hello to individual staff members
• Home-base #1- Li's cube, Li Barbee is on vacation. Thanks, Li!
• Favorite Colleague processing screens (Jennifer Harbaugh). I am now educated on Datatel screens that admissions uses, up to the level that I could be dangerous. Thankfully, I do not have sufficient permissions to actually do any damage. Jennifer is a wonderful teacher.
• Degree-seeking and non-degree seeking application processing (Beth Chepan) Beth is amazing. She can navigate a complex process and pause mid-stream to help a student get enrolled in a section and not miss a beat. Beth attempted to help me understand the process and I have a better understanding of how it works. My thanks, Beth.
• Health professions application processing (Michelle White). Although I didn’t see this process, I did spend time with Michelle and Christy Ihnen at the front desk. I am impressed with the range of questions that come to the desk and the depth and breadth of knowledge required to be a competent front desk person. If you ever want to get a pulse for what is happening in our student’s lives, spend some time there.
• Residency appeal with (Jason Rotzoll). It happened in between students visits at the front desk. Did you know that students living outside our district boundaries but attend a high school that falls within are afforded in-district tuition?
• Late registration team e-mails (Michelle, Beth, Chisty Ihnen and Tom Crook). 200 emails a day and roughly 4 emails per student! This process appears to be working well until we develop a way to streamline the process.

Tuesday, June 29

• Front desk work most all day!
• Demonstrate Imaging -- scanning, indexing, and retrieval (Diane Schuering). I heard about the process from many and observed Diane running the scanner. Document storage in an electronic format is obviously very important and I have great hope that the new imaging system that integrates with Colleague will make this important task simpler. Everyone does the scanning and indexing task.
• Graduation audits/Demonstrate Advisor (Dennis Kaczor). Again, I heard a lot about the process, but got too busy at the front desk and other tasks to actually sit down with Dennis. I was able to bring some students back to see Dennis for assistance with the admissions process. Thanks, Dennis!
• Transfer-in credit evaluation (Jason Rotzoll). Degree Audit! Thanks, Jason.

Wednesday, June 30

• I spent all of an hour in admissions today. Other competing duties had to come first.
• International Student Services, SEVIS (Joy Garling Prud'homme and Deb Beach) Did you know that we have International Student from @ 50 countries on campus? The most represented countries are South Korea and China. Most popular majors are General Studies (with intent to transfer) and Business. Joy and Debra assist hundreds of students each semester. This summer alone, there were some 400 applications, which means that transcripts, Visa status, initial advising and placement, and management of the SEVIS database, etc. needs to happen. Lots of work. The number of applications has grown by about 100 per year in the summer term. Thanks for all you do, Deb and Joy!

Thursday, July 1        

• Admissions switchboard and traffic expediting (Lori Sprague/student assistants) If you ever want to see an outstanding example of great service to students (on the phone, online, or in-person, spend a little time with Lori Sprague. She has great listening skills and takes the time to ensure that she knows exactly what a student needs. Often, she receives calls from students that have been transferred multiple times. She takes the time and goes the extra step(s) to make sure our students are served. Well done Lori!
• Communications management processing (Phil Myette). Every day, Phil runs the batch processes that generate either a letter or an email to students that describes where they are in the admissions process, if there are documents missing, and the like. Important work. Thanks, Phil.
• Someone turned 40 today! Happy Birthday. You know who you are. ;]
•  Admissions "Live Support Chat" for Website (Jen Smith) Jennifer does all kinds of interesting things. From managing the Parkland Pathways to the U of I program, to acting as a liaison between Financial Aid, Assessment, and other offices, to staffing the Admissions email address. When you think your email traffic is had to manage, consider the fact that Jennifer dealt with 591 admissions emails in May and 626 in June, all in addition to her own personal email account. Another interesting note, there is a “live chat” function accessible from the Admissions webpage that allows our students to access an online chat feature. I worked with @ 10 students using this system over a two day period, answering questions about transcripts, application status, and my favorite question…”is Parkland a real college”.
• Admissions Advising (Mary Kay Smith) Mary Kay is a busy person. Between appointments, walk-ins, College Tours, and information nights all over the district (3000 sq miles!), Mary Kay gets it done.
• Admissions Email box (Jennifer Smith & Mary Kay Smith) Did you know that there is an admissions email address? More than 50 emails per day are read and returned. Big job.
• Staff lunch with Dr. Ramage and Dr. Moore
• Staff picture with Dr. Ramage and Dr. Moore (All)
• Concluding group chat (All) Great to talk with everyone a review the status of the Student Services Center. As it turns out, the State delivered $2 million dollars toward the project! Excellent news. Work continues under Dr. Moore’s leadership.

It was a great week. I learned a ton and got to spend more time with the people I wave to everyday as I go past the admissions counter. I appreciate all the tasks, processes, and details that go into creating a smooth process for our students. So much happens in the background that our students and staff rarely see. My appreciation to all in Admissions and Records, especially Reo for organizing the time and hats off to all of you!