1. Enrollment Processing Services

2. Enrollment Processing Services
Presented By
Kanika Liburd
Indexing, Data Entry,
and Degree Conferral Lead

3. The Business of Enrollment Processing Services
Enrollment Processing Services (EPS) is dedicated to centralizing data capture and document processing.

4. The Business of Enrollment Processing Services
EPS supports:
All Nova Southeastern University colleges
NSU University School
Mailman Segal Center for Human Development
Admissions
Financial Aid
Registrar
Bursar
Finance

5. The Business of Enrollment Processing Services
EPS strives to maintain an accurate, complete, and timely document imaging database so that all student records are available from one source, enabling the NSU community to operate in a paperless environment.
EPS turnaround time is 24 hours.

6. EPS Areas Scanning Quality Control Transcripts Degree Conferral
Systems
Data Entry
Storage
Indexing
Mailroom

7. Enrollment Processing Services
EPS receives documents via:
U.S. Mail
Interoffice
Fax
Secure Online Portal Downloads

8. Enrollment Processing Services
U.S. Mail
P.O. Box (EPS)
P.O. Box (Bursar)
Interoffice
Blue envelopes
Mail runs to HPD Admissions, ESS at Horvitz, and Student Systems
- 10:30 a.m.
- 2:30 p.m.

9. Enrollment Processing Services
Admissions
Financial Aid
notifications for online financial aid forms
Electronic Transcripts

10. Enrollment Processing Services
Fax
Admissions
Bursar
Financial Aid
Secure Online Portal Downloads
HPD Service Applications
Transcripts and Evaluations

11. Enrollment Processing Services
Documents received are from students applying for admission and financial aid, ESS, program offices, Finance, and Human Resources.
Each document is sorted, researched, barcoded, scanned, imaged, indexed, and quality controlled.

12. Enrollment Processing Services
Once imaged, all original foreign transcripts are returned to applicants via FedEx
Incomplete or non-required financial aid verification forms are returned to applicant
Financial Aid Award Notices are prepared for outbound mailings

13. Image Available in NETSearch
EPS Workflow
Mailroom
Scanning
Indexing
Image Available in NETSearch
Quality Control
Storage

14. Imaging System
NETSearch is an electronic database used to store and view documents, enabling us to work in a paperless environment.

15. Databases used most often are ADMIT & SFSR
NETSearch
Databases used most often are ADMIT & SFSR

16. Orphan Documents
Admission documents that cannot be matched with an NSU Identification Number due to:
Lack of identifiers (Name, Address, DOB, and SSN)
NSU I.D. does not exist
NSU I.D. is created upon receipt of:
NSU admission application
System downloads into Banner
(ISIRs, test scores, etc.)

17. Orphan Documents
A systematic process runs overnight to “unorphan” documents that have
an exact social security number match.
Daily reports are generated that find possible matches, which are manually “un-orphaned” by EPS staff.

18. Document Types
Different document types are used to classify documents, based on content and/or purpose.

19. E-mail Notifications of Document Receipt Applicants are sent
notification acknowledging receipt of certain admission document types

20. Quality Control
All imaged documents undergo a thorough quality control check to ensure they were processed accurately.
To request corrections, research, and/or update imaged documents,

21. Data Changes
Process student personal information changes received by fax, and U.S. mail
Notate records of students for Dean and/or Chancellor lists
Assist One-Stop Shop with entry of BOSSCAR data
Update international student names for SEVIS reporting

22. Document Storage
Approximately 5,200 boxes in storage with Iron Mountain
Requests to retrieve records from storage are sent to
After 90 days all admission documents are shredded except for transcripts, which are sent to storage.
All financial aid, bursar, and image-stored documents are sent to storage.

23. Document Storage
Notations with student file location information are made in Banner/Person Comment form (SPACMNT).
Student files sent to storage from program offices are not imaged unless requested.
Student file storage retrieval takes 2-3 business days.

24. Degree Conferral Students submit online degree applications via:
Registrar’s website
SharkLink
WebSTAR

25. Degree Conferral
Degree applications approved by program offices throughout the month will be conferred on the last day of that month.
If program office does not approve degree by end of month, conferral is deferred to following month
A student’s degree can be conferred if they have an account balance, but transcripts and diplomas will not be released until balance is paid in full
Student is sent confirmation with conferral completion - and account balance due, if any.

26. NSU Transcripts Students can submit transcript request via fax,
U.S. mail, or Sharklink
Transcript requests are not processed if there is an outstanding balance due or account hold.
Requests for expedited transcripts must be received by 3:00 p.m. to be fulfilled in the same day by FedEx.
3-5 business days for archived transcript records

27. Internal Transcripts
An internal transcript is an official copy of an NSU transcript that is requested by a current student or alumnus who is applying for admission to a program within the university.
Students have the option to request an internal transcript at the time they apply for admission.
An internal transcript is not a physical copy.
It is imaged directly into NETSearch.
There is no fee for internal transcripts.

28. Electronic Transcripts
EPS can receive official electronic transcripts from other colleges/universities via
EPS also downloads transcripts from a secure online portal.
Transcripts sent via from a personal account are not considered official.
Currently NSU does not send out electronic transcripts, only hard copy format

29. EPS Intranet

30. Areas of Student Impact
Admissions Management Services (AMS)
All Program Offices
Office of Institutional Advancement
Health Professions Division Admissions
Office of Human Resources (OHR)
Transfer Evaluation Services
Office of International Students and Scholars
Office of the University Registrar
Communications
Office of Student Financial Assistance
Office of the University Bursar
University Call Center

31. Contact Information
Name
Title
Ext.
David Tyree
Director, EPS
27431
Eileen Broyles
Assistant Director, EPS
27484
Nancy Stanford
Mail and Research
27487
Edward Parker
Scanning, Transcripts, Quality Control, Systems
27479
Ana Iglesias
Indexing, Data Entry, Degree Conferral
27470
Godfrey Thomas
Evening Shift
27458

32. EPS turnaround time is 36 hours.
True
False

33. Degree Applications approved by program offices throughout the month will be conferred:
The first day of the following month
The tenth day of the month
The last day of the month

34. EPS sends out transcripts electronically.
True
False