The Internet belongs to everyone. Let’s keep it that way.

Protect Net Neutrality
Loading presentation...

Present Remotely

Send the link below via email or IM

Copy

Present to your audience

Start remote presentation

  • Invited audience members will follow you as you navigate and present
  • People invited to a presentation do not need a Prezi account
  • This link expires 10 minutes after you close the presentation
  • A maximum of 30 users can follow your presentation
  • Learn more about this feature in our knowledge base article

Do you really want to delete this prezi?

Neither you, nor the coeditors you shared it with will be able to recover it again.

DeleteCancel

Enhancing the Process of Incoming Exchange Student Applications Utilizing Terra Dotta Software

2014 Terra Dotta Conference Presentation
by

Korbin Dimmick

on 13 April 2014

Comments (0)

Please log in to add your comment.

Report abuse

Transcript of Enhancing the Process of Incoming Exchange Student Applications Utilizing Terra Dotta Software

INTRODUCTION
Auburn University
Public land, sea, and space grant institution
25,000 total enrollment
MECHANICS OF BUILDING APPLICATION IN TD SOFTWARE
DISCUSSION / BEST PRACTICES
Additional modifications to incoming exchange student application process

Other ways institutions have used the Incoming Feature of TD Software?
Enhancing the Process of Incoming Exchange Student Applications Utilizing
Terra Dotta Software

Overview
OUTDATED PROCESS
INTRODUCTION
Auburn University
Auburn Abroad
ISSS vs. Incoming Exchange Students

OUTDATED PROCESS
Description and Complications

DEVELOPMENT OF NEW PROCESS
Aligning Exchange Application Process with TD Software

MECHANICS OF BUILDING APPLICATION IN TD SOFTWARE
System Features / Partner Institutions
Logins and Emails
Trial and Error

DISCUSSION / BEST PRACTICES
DEVELOPMENT OF NEW PROCESS
Aligning Exchange Application Process with TD Software
TD Knowledgebase for current resources
Physical documentation and electronic resources used as part of old process:
Auburn Abroad
3 full-time staff, 1 graduate assistant, 3 student workers
1,100 students abroad each year
91 active Auburn programs, including 23 exchange programs
Incorporated TD Software in 2010
2-12 incoming exchange students per semester
International Students vs. Incoming Exchange Students
ISSS processes degree-seeking and ESL students (UG and G)
Auburn Abroad processes incoming exchange students with assistance from a DSO
Process unorganized / not centralized
Confusing for incoming student
Difficult to keep track of student progress
Still using paper folders
Updated materials not readily available to all parties
More personnel involved than necessary
Incoming Exchange Student Application using TD Software
Welcome Packet
Google Docs Surveys
Medical Forms
Flight Itinerary
Auburn Arrival Time and Location
Course Requests
Passport Information
Housing Options
Converting paper requirements to online application materials:
Login and Emails
Preparing for External Users
Supporting Documentation and Emails
External - Incoming Applicant Login
Check
System Features
Build Process Materials
Create Partner
Institutions
Create
Incoming Program
Notes for Trial and Error
Extra preparation time
Multiple end users
Flexibility
Security of your system
*Consider using different verbiage in process elements and instructions to accommodate end users
Abbie Naglosky & Korbin Dimmick
Study Abroad Coordinators
Auburn University

Complications
Goals for creating an application with TD Software?
1. Organization of post-acceptance procedures
Simplify enrollment for incoming student

2. Centralize application and acceptance process
Reduces complication and number of people
INCOMING
STUDENT
Auburn
FACULTY
DIRECTOR
(varies)
Auburn Abroad
DIRECTOR
Auburn Abroad
COORDINATOR
Auburn Abroad
GRAD ASSISTANT
DSO, ISSS
Student nominated
Accepted, complete DS-2019 app
DS-2019 app sent to AUAB
DS-2019 app sent to ISSS
Official DS-2019 sent to AUAB
Email sent regarding consular appointment
Starts file, gives official DS-2019 to Coordinator
Admissions
Academic
Advisors
Coordinates
course enrollment
Requests ID number / email address
Sends course requests
Forwards course requests
Sends student's contact information
Sends Welcome Packet with arrival information / required medical forms
Completes Google Doc survey with personal/emergency/arrival information
Back and forth with housing information
Housing
Back and forth with housing organization
Sends official DS-2019 to faculty director to mail
Sends required medical forms
AU Medical Clinic
Sends medical forms
to remove medical hold
Welcome Email
Applicants
External vs. Internal
Outgoing vs. Incoming


Programs
Activate Incoming

Think Ahead: How will this affect your Website, Login, Process Materials, App Cycles?
SYSTEM FEATURES
Similar format to creating Outgoing items (Questionnaires, Materials, etc.), only designated as Incoming
PROCESS ELEMENTS
Prepare to effectively organize elements
Activate Process Elements in App Cycles
Consider your verbiage/terminology for a variety of audiences/languages

For Auburn Abroad:
Moved all items to Post-Decision. Applicants are 'Accepted'
Numbered checklist items to make more sense for applicants
System Settings --> Partner Institutions
Incoming Programs must have at least one Partner Institution
Create multiple if using exchange balance feature
Auburn Abroad

Created one Partner Institution and Program
Label our students with unique Application IDs
INCOMING PROGRAM
Build in the same format as outgoing program(s)
Multiple Incoming Programs

NOTE: By activating Incoming Programs in System Features, programs become visible on your Program Search under an 'Incoming' tab
Student may or may not be able to create application depending on your system settings
Standard Procedure for
adding incoming students
Abbie Naglosky
aln0009@auburn.edu


Korbin Dimmick
ked0027@auburn.edu
Contact us:
Full transcript