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Got Paper?

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by

Jennie Lazar

on 17 July 2014

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Transcript of Got Paper?

Got Paper?
Neither Do We.

new tools = time needed to adapt
Learning Curve
viewed as a loss
challenges competence
creates confusion
causes conflict
causes uncertainty
LF Committee
Development and Support
Implement
Assess & Measure
Going Paperless: Action Plan
Change of Major
Enrollment Contract
Graduation/Degree Checks
Student Processes that are now
100% Paperless:
For Example....
10 Advisors
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
$500/yr paper
$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
Time
& Money
Computer
iPad
Electronic file software
Our tools for a paperless office
Correspondence
Forms
Access to electronic files
Our new pen & paper
Apps, apps and more apps
Extending ability to work with students
iPad
Instant Access

Redefining our Workflow
Reaching out to Students
in a paperless environment
Ernest Hendley
Jennie Lazar
Ryan Peters
LaRee Saunders

OU College of Arts and Sciences
Concerns, Comments, Obstacles?

Fears, Expectations, Doubts?
Going Paperless
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
Graduation certification
Who do you think you are
99% of graduate students
98% of undergrads (4-year)
94% of community college students
75% of general population
Who's online?
How do they get there? Laptop, cellphone
92% of undergrad (4-year)
88% graduate
85% community college
57% general population
College students and technology, Pew Internet & AM Life Project, 2011 - Courtsey, Jennifer Joslin
File manager

generates

grad card
-
student worker
prints
card
-
SW

delivers

cards
to
counselor
-
SW

pulls

student file
-
SW

delivers

folder
to
C
-
C
searches folder for
Degree Check
-
C
writes
grad card
-
Student

arrives
at CAS -
Receptionist

retrieves

grad card
-
R

reviews
card with
S
-
R

refiles

card
-
R

delivers

application
to admin mailbox -
SW

delivers

app
to
Records Office

- Admin Assistant

generates

grad list
-
AA

delivers

list
to
C
-
C

retreives
grad
card
(yes, the same one from before) -
C
updates
card
with course completion -
C
updates Degree Check
worksheet
-
C
prints
degree audit
-
C
files all
audits
in all S
folders
-
C

sorts and purges

folder
of all
unnecessary docs
(we get quite a workout
hauling
all the paper to the recycle bin!) -
SW

files
grad
folders
-
SW

files

grad
card
-
SW

files

application
Grad Cards
Student
submits online
grad app
-
Administrative Assistant
emails
grad list
-
Counselor
confirms app with electronic
Degree Check Worksheet
-
C
updates course fulfillment -
C
sends
degree audit
to electronic
file
-
C
deletes all unnecessary documents -
File Room Manager
reviews all
grad files
and moves to electronic
storage
THEN
NOW
$33,700/year = approx savings of paper expenses
$6,000 = one time technology expense
$14,400/year - recurring technology expense
$19,000/year =
approx saving after inagural year
Graduation Checks/Degree Checks
Ernest Hendley
ernesthendley@ou.edu

Jennie Lazar
jlazar@ou.edu

Ryan Peters
ryanpeters@ou.edu

LaRee Saunders
lsaunders@ou.edu
Contact Us!
"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."
Evans, 1996
Courtesy of J. Damminger
References:
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?!
Potential Obstacles...
Change
FERPA Regulations
"...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
release
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"

"prep time"
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!
Full transcript