Instant EnrollmentBusiness Decision

What is Instant Enrollment

• Instant Enrollment is a WebAdvisor process that allows students to register for continuing education classes. The student does not need login credentials or to be a “person” in Colleague to register.– Allows for new student registration– Allows for registration without username/password– Allows for payment of CE courses

FUNCTIONAL ASPECTSInstant Enrollment

Set-Up Information• CEWP – Non-degree/CE Web Reg Parameters

1 – unique user ID – RGUS2 – saved list controls available sections3 – controls duplicate / data integrity4 – ‘ANY’ allows all students to use Personal ID form5 – Student confirmation and staff information

12

4

5

3

User Group Controls - RGUS

• RGUS and RGCT allows control of registration rights and look up capabilities

Control Availability - Savelist

• Informer query allows specific controls to define courses available for registration through Instant Enrollment

Duplicates - DUPC

• Duplicate Match Criteria prevents duplicate entries of students and allows for identification of existing students

Field Weight Penalty

Last Name

30 10

First Name

15 5

Middle 15 10

SSN 90 50

Gender 5 15

DOB 65 15

Address 15 0

City 10 2

State 8 3

Zip 8 1

Communication

• Communications Management allows for confirmation of enrollment to the student

• Confirmation may also be sent to staff responsible for monitoring activity or other business processes

Implementation Lessons

• Test your set up parameters – test again• Discuss business fit for Instant Enrollment – one size does not

fit all• Communication between IT, CE and Business Office is

imperative• Custom code smoothes the edges – IT is your partner• Consider how business process may change

STUDENT EXPERIENCEInstant Enrollment

Instant Enrollment – Student Side

• Access through CE website:

Search

Information

Description information is pulled from CRS.USER2 and SEC.PRINTED.COMMENTS

Person Information

Pay for Class

BUSINESS ASPECTSInstant Enrollment

Wake Tech Impact

• Wake implemented Instant Enrollment in July 2008– 2008 3% of all registrations and 6% of web available registrations

were made through Instant Enrollment– 2010 7.4% of all registrations and 35% of web available

registrations were made through Instant Enrollment– 2011 9.5% of all registrations and 38% of web available

registrations were made through Instant Enrollment (as of 9/14/11)

*This represents almost 6,000 registrations in 2010 and is on track to top 7000 registrations in 2011

Stakeholders - Students

• Instant Enrollment contributes to:– Access to current schedule– Ability to control registration process– Convenience– Security – ability to pay with credit card online

Stakeholders - Staff

• Instant Enrollment contributes to:– Ability to provide solutions to students– Ability to allocate individual resources on other areas– Time to focus processes

Stakeholders - College

• Instant Enrollment contributes to:– Data integrity – not absolute but greater degrees of confidence– Marketing – another feature the institution offers to constituents– Re-direct resources otherwise tied to registration– Reduce transaction cost of registration – positive impact on student

repeat potential– Control costs related to personnel required to process paper

registration