Electronic Records Possibilities

Presenters Brian Ehrlich Director of Program Administration, Florida Institute of Technology Brian holds Master of Applied Communication from University of Denver and a Bachelor of Arts in Psychology from Western State College of Colorado. He is currently the Director of Online Program Administration at Florida institute of Technology. Prior to Florida Tech Brian was with the University of Denver. His career has always been in the higher education working with nontraditional students. Andrea Morley Military and Veterans Affairs Coordinator, Florida Institute of Technology Andrea has held the position as Military and Veterans Affairs Coordinator for the last 2 years at Florida Institute of Technology. Prior to the coordinator position, Andrea spent two years in the office of financial aid for Florida Institute of Technology. Andrea will graduate in 2012 with a Bachelor of Arts in Criminal Justice from Florida Institute of Technology.

Purpose Launch of undergraduate online programs in 2008 Traditional campus system and process was not viable 8 week format not 16 week semester

Different Needs Not just a staffing issue Higher volume Faster process Multipoint access Can something different be done Physical space limits

Old Process Collect DD 214, COE, , Other documents based on specific chapter of benefits Submitted hardcopy to advisor along with transcripts in the admission process.

Ideas for a solution Higher additional staff – no economy of scale Banner school that uses xtender for student records-can that be used? Sharepoint tracking system?

Technology as the Solution Use of current campus system Shared network-restricted drive Planned format and structure

Xtender Example 1

Example 1 Con’t

S Drive Example 2

Example 3 Student file VA Info: DD214 COE VA Application Registration (Banner) Certification (VA-ONCE)

Example 3 Cont. Academic Info: Transcripts Admittance Letter Application Bio (VA-ONCE) Grades Major (Banner)

Example 3 Cont. Academic Info Program Evaluation (Degree Plan) Program Curriculum TCE (Transfer Credit Evaluation Letter) Test Scores (Ugrad Placement Exams) XCRPT (Unofficial Transfer Credit Acceptance)

Reporting Access queries from Business Analysts Applications Telephone number lookup s for mass information Drops by term Academic Probation by term Graduation by term

What really happens Student applies Registration documents signed Information generated from the documents is sent to an alias . Next example is what the Certifying Official receives in order to contact student for proper certification papers. The Certifying Official then s the student with instructions and links to the proper VA applications. Once the student complies certification in VA-ONCE can occur.

Example 4 First Name: John Last Name: Doe Student ID: 1234 Student Type: Re-Enroll Transient Student? No SSN: W University Blvd Melbourne, FL Degree: BA in Business Administration/Health Care Management Are you a Veterans Administration (VA) benefits recipient? Yes Have You submitted your VA paperwork to the school certifying official? Yes Do you receive Tuition Assistance from the military? No Do you receive Veterans Assistance? Yes VA Benefits: Chapter 30 MGIB Are you on Active Duty?

Challenges Access issues Cost Hardware failure Down time Human error Florida factor-hurricanes

Benefits Multi-user access Remote access Back up is secure Physical space savings Green – paper free Security Florida Factor – again..

Results SAA / Federal Audit – Perfect Productive staff time Lower cost Faster certification

Questions ? Director of Online Program Administration Military and Veterans Affairs Coordinator

list If you would like this presentation please provide your name and and we will send them out.