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Transcript of Got Paper?
Neither Do We.
new tools = time needed to adapt
viewed as a loss
Development and Support
Assess & Measure
Going Paperless: Action Plan
Change of Major
Student Processes that are now
8 Appointments per Day
Approximately 8 Pages per Appointment
10 x 8 = 80 Appointments per Day
80 x 8 = 640 Pieces of Paper per Day
Generally 500 Sheets per Package
(10x per order)
Every 10 days we will order, if ordering 1 box at a time
$300/yr office supplies
$840/yr copy machine
$1000/yr filing software license
$1000/yr filing supplies
$1100/yr hard copy mailings
$30,000/yr two student workers
Total: $33,720 paper related expenses
Electronic file software
Our tools for a paperless office
Access to electronic files
Our new pen & paper
Apps, apps and more apps
Extending ability to work with students
Redefining our Workflow
Reaching out to Students
in a paperless environment
OU College of Arts and Sciences
Concerns, Comments, Obstacles?
Fears, Expectations, Doubts?
To serve our students
To serve our office
To serve our University
An opportunity for everyone
40 Days and 40 Nights
Largest College on Campus - 7,000 current
All admin for CAS student records
Two-tier advising system
Who do you think you are
99% of graduate students
98% of undergrads (4-year)
94% of community college students
75% of general population
How do they get there? Laptop, cellphone
92% of undergrad (4-year)
85% community college
57% general population
College students and technology, Pew Internet & AM Life Project, 2011 - Courtsey, Jennifer Joslin
searches folder for
at CAS -
to admin mailbox -
- Admin Assistant
(yes, the same one from before) -
with course completion -
updates Degree Check
in all S
sorts and purges
(we get quite a workout
all the paper to the recycle bin!) -
confirms app with electronic
Degree Check Worksheet
updates course fulfillment -
deletes all unnecessary documents -
File Room Manager
and moves to electronic
$33,700/year = approx savings of paper expenses
$6,000 = one time technology expense
$14,400/year - recurring technology expense
approx saving after inagural year
Graduation Checks/Degree Checks
"i have to print it out anyways and since I'm paying for advisement
I feel printouts should be given. It's more efficient
to have hard copy to make notes and look at while enrolling"
"It's always easy to access an email rather than keeping
up with a hard copy. Good choice!"
"...I do not have to worry about losing the papers or
having to keep up with them in a binder. It is really great and
nice that it is done online."
"Paper gets lost easily, this is always accessible."
"I prefer digital copies of any paperwork because then I'm
able to save it and have access to it at any time. As opposed
to a hard copy that may get lost or damaged. Additionally,
I am all about saving paper when we can."
Courtesy of J. Damminger
Damminger, J. (2012) Initiating change: Leading from your position. Foundation Session presented June 28, 2012. NACADA. http://www.nacada.ksu.edu/events/si/a/participantonly.htm
Joslin, J. (2012) Engaging students with technology. Topical Session presented June 28, 2012. NACADA. http://www.nacada.ksu.edu/events/si/a/participantonly.htm
can YOU really do this?!
"...ability to answer questions about specific cases is limited by federal law. The Federal Educational Rights and Privacy Act (FERPA) [20 U.S.C. § 1232(g)] generally prohibits the
of a student’s educational information..."
-University of Oklahoma Website
What has been the biggest challenge in the transition to paperless procedures?
"...when forms are filled out inconsistently...This affects the system to be able to read the forms accurately"
What have you found the most enjoyable/beneficial about the paperless transition?
"much more convenient finding things"
"super quick access to a student's info at all times"
"...access to students' files in order to answer questions in a more timely manner"
what about the students?
-Staplers/Staples - $9 & $4
-White Out - $2.50/2 Pack
-Pens - $2.50
-Highlighters - $6
-Rubber Stamps - $6
-Printer Ink/Toner - $$$
We've got important stuff. REALLY important stuff!