Post on 17-Jun-2020
An Equal Opportunity University
Paperless
Admissions
Process ADEA AADSAS Taskforce
Webinar
May 12, 2011
An Equal Opportunity University
College of Dentistry
Office of Admissions and Student Affairs
Cynthia S. Beeman, DDS, Ph.D.
Associate Dean for Academic Affairs
cbeeman@email.uky.edu
Christine Harper, M.S.
Director of Student Affairs
christine.harper@uky.edu
Missy Lockard
Registrar and Admissions Coordinator
mlock2@email.uky.edu
An Equal Opportunity University
College of Dentistry
• One of the smallest of the U.S. dental
schools
Entering class of 2015
1525 applications for 57 new
students
190 Kentucky residents,
1335 out of state
40 Kentucky residents,
17 out of state
An Equal Opportunity University
Mission Statement
The mission of the College of Dentistry is to improve oral health and general
health through teaching, research, and service. The mission is supported by
collaborative engagement and by networking with community and academic
partners to promote oral health literacy and reduce health disparities within
Kentucky and beyond.
The College educates health professionals to become active citizen leaders who
are conscious of their personal and professional responsibilities in a global
society. The College values diversity within its community, which includes
diversity of thought and experience, in order to promote a humanistic approach
to education, patient care, and community service.
An Equal Opportunity University
Paperless Admissions
Process
• Supports Mission of the College and Admissions
Committee
• Going paperless facilitates whole file review
• UKCD began transitioning to paperless
applications in 2008, 90+% paperless for the
2010-2011 cycle
An Equal Opportunity University
Paperless Admissions Process
• Challenges of working with paper
– Major time commitment for filing and updating files
• Cost associated with files/labels/additional staff
– Amount of mail and processing time
– Managing loose papers that came in through the office
throughout the cycle; providing document status updates to
individual students
– Tracking individual files while in review
– Relying on handwritten notes to counsel students for re-
application
An Equal Opportunity University
Paperless Admissions Process
• Benefits of a paperless system
– Time savings
– Saving trees
– Money savings (files, labels, staff)
– Information more readily accessible to all staff
• Easier to provide status updates
• Easier to review in a timely fashion
• Easier to access notes on students in order to provide
counseling for re-application
An Equal Opportunity University
Paperless Admissions Process
• Internal Application Process
– Files are downloaded from AADSAS
• Emails are sent through AClient to notify students that
application is received and requesting application fee
– Status is changed in AClient when fees are paid
• Applications review begins
• Staff has laptops and access to the portal and AClient on
laptops.
An Equal Opportunity University
Paperless Admissions Process
• Internal Application Process- cont.
• Reviewers notify Admissions Coordinator of which students have been
reviewed and statuses are changed.
NOTE: New Reviewer’s Portal will improve this step!!!!!
• Emails are then sent to notify the student of the status change
• Students that will be interviewed, or additional information is requested:
• Admissions Coordinator will then send out a supplemental application
electronically (fill-able pdf); students are given the option to email or
fax.
• Supplemental applications that are faxed are imaged to become part of
the electronic record
An Equal Opportunity University
Paperless Admissions Process
• Internal Application Process- cont.
– Admissions Coordinator creates a digital interview
folder which includes:
• Application from AADSAS portal save as a pdf
• An additional application from AADSAS modified in
adobe to hide all academic information for the non-
academic interviewer
• Supplemental application
• Feedback sheet
An Equal Opportunity University
Paperless Admissions Process
• Internal Application Process- cont.
• All electronic documents are sent out to the interviewers 2
days in advance of the interview day
• Requests are made to return feedback electronically prior to
the Admissions Committee meeting where the candidate will
be discussed
• If feedback is returned in paper format, it is imaged and saved in
AClient
• All comments sent electronically are copied into AClient in the
interview tab
Examples of documents Email invitation to interview, sent through AClient
• Examples of documents
Examples of documents
Return correspondence from interviewee
Examples of documents
Supplemental- Fillable Form
Examples of documents
Email to interviewer with applications attached
PDF of application sent to ‘Academic Interviewer’ downloaded
from ADEA AADSAS Admissions Officers Portal
Metrics blocked out
PDF of application sent to ‘Non-Academic Interviewer’
downloaded from ADEA AADSAS Admissions Officers Portal
Metrics blocked out
Interviewer report emailed back to
Admissions Coordinator
Interviewer Feedback
An Equal Opportunity University
Paperless Admissions Process
• Laptop and Projector
Use Aclient, applicant digital
pictures,
PDF files
• Minutes taken by Admissions
Coordinator
(uses Livescribe Pen)
• Outcomes/notes entered into
AClient
Admissions Committee Meetings
Notes in AClient
Notes in AClient – Contact tab
An Equal Opportunity University
Paperless Admissions Process
• Future enhancements
– Reviewer’s Portal
– Supplemental application online
– Admissions committee to email all comments
– Move to use of laptop/tablet for admissions committee
members
– Move away from providing additional paper summaries
of candidates to discuss at admissions meetings
An Equal Opportunity University
Thank You for Attending!!!
Cynthia S. Beeman, DDS, Ph.D.
Associate Dean for Academic Affairs
cbeeman@email.uky.edu
Christine Harper, M.S.
Director of Student Affairs
christine.harper@uky.edu
Missy Lockard
Registrar and Admissions Coordinator
mlock2@email.uky.edu