Enrollment Processing Services Enrollment Processing Services Presented By

Enrollment Processing Services

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

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

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

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.

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

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

Enrollment Processing Services o U. S. Mail § P. O. Box 299000 (EPS) § P. O. Box 299060 (Bursar) o Interoffice § Blue envelopes § Mail runs to HPD Admissions, ESS at Horvitz, and Student Systems - 10: 30 a. m. - 2: 30 p. m.

Enrollment Processing Services o Email § Admissions admitdocs@nova. edu § Financial Aid finaiddocs@nova. edu q Email notifications for online financial aid forms § Electronic Transcripts electronictranscripts@nova. edu

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

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.

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

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

Imaging System • NETSearch is an electronic database used to store and view documents, enabling us to work in a paperless environment. o https: //novaxl 1. nova. edu

NETSearch Databases used most often are ADMIT & SFSR

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

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.

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

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

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, email epsquality@nova. edu

Data Changes • Process student personal information changes received by email (studentupdates@nova. edu), 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

Document Storage • Approximately 5, 200 boxes in storage with Iron Mountain • Requests to retrieve records from storage are sent to epsstorage@nova. edu • 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.

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.

Degree Conferral • Students submit online degree applications via: o Registrar’s website § https: //www. nova. edu/sbin/dapp/degreeapp. pl o Shark. Link § https: //sharklink. nova. edu o Web. STAR § http: //webstar. nova. edu

Degree Conferral • Degree applications approved by program offices throughout the month will be conferred on the last day of that month. o If program office does not approve degree by end month, conferral is deferred to following month of • 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 email confirmation with conferral completion - and account balance due, if any.

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 Fed. Ex. • 3 -5 business days for archived transcript records

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. o o It is imaged directly into NETSearch. There is no fee for internal transcripts.

Electronic Transcripts • EPS can receive official electronic transcripts from other colleges/universities via e-mail: electronictranscript@nova. edu. • EPS also downloads transcripts from a secure online portal. • Transcripts sent via e-mail from a personal account are not considered official. • Currently NSU does not send out electronic transcripts, only hard copy format

EPS Intranet www. nova. edu/epscenter

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

Contact Information Name Title Ext. E-Mail David Tyree Director, EPS 27431 tyreed@nova. edu Eileen Broyles Assistant Director, EPS 27484 vb 43@nova. edu Nancy Stanford Mail and Research 27487 nstanfor@nova. edu Edward Parker Scanning, Transcripts, Quality Control, Systems 27479 pedward@nova. edu Ana Iglesias Indexing, Data Entry, Degree Conferral 27470 gonzana@nova. edu Godfrey Thomas Evening Shift 27458 gt 229@nova. edu

EPS turnaround time is 36 hours. A. True B. False

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

EPS sends out transcripts electronically. A. True B. False