NAFSA Region III ConferenceNorman, OK

Fall 2015

The Great File Limbo: How Paperless Can You Go?

What’s the goal?How do we get there?

How paperless can an ISSS office go?

Many Definitions of Paperless

Email attachments*pdfsGoogle documentsSEVIS (?)

LaserficheImageNowWordPressBanner ExtenderDedicated ISSS Software (Terra Dotta, Sunapsis, ISSM)...

Paperless Considerations

Federal and State Law

Campus Policy

Paperless Considerations

Internal Office Policy

Paperless Considerations

What’s required to be documented on paper?

Paperless Considerations

1. Storage Space2. Staff3. Training4. Reporting5. Advocacy6. Disaster Redundancy7. Budget8. DSO Sanity

Reasons to Reduce Paper

Paperless Considerations

The path of least resistance ...

Case Studies

InstitutionsUniversity of Oklahoma

University of the Incarnate Word

Southern Methodist University

Type Public Research University

Private UniversityTwo private High Schools

Private University

International Student/Scholar Population Size

2394 (students only - no scholar management)

700+ students<10 scholars

1848 Students 50 Scholars

Staff Size 11 staff, 1 intern, 3 student workers

2.5 staff, 4 student workers

5 Staff, 1 Intern, 4 student workers

Solutions and SoftwareUniversity of Oklahoma

University of the Incarnate Word

Southern Methodist University

Student Information System

oZone/Banner as university student management system iAdvise as university-grown appointment system

BannereXtender -imaging software used by admissionsInternal Access Database

PeopleSoft

ISSS Software ISSM as international student record management (SEVIS batch)

GradesFirst - retention & academic advising software - for learning content and advising tracking, not SEVIS record batching

My.SMU-Peoplesoft-University records, immigration recordsCourses.SMU- Blackboard, Compliance QuizPerspective Content- Digital RecordsInside- Sharepoint, Student notes, sign-in sheet

External Software

Wufoo for eFormsLaserfiche as imaging/documenting softwareD2L as content-sharing platform (for online workshops and orientation)

Google formsFacebook pollsFormstack - through website contractBlackboard

Google Forms

University of Oklahoma

RCL ProcessUniversity of Oklahoma

Our process is currently NOT paperless.

1. Student prints out a form online2. Brings it to academic advisor to be filled out 3. drops it off at our front desk or scans and emails

it to ISS advisor4. ISS advisor processes RCL 5. scans form6. attaches it to student’s online file 7. RCL SEVIS record update in ISSM

University of the Incarnate Word

RCL ProcessUniversity of the Incarnate Word

Our process is currently NOT paperless.

1. Student prints out or email form online to academic advisor to be filled out

2. Academic advisor emails form to ISSS front office 3. Front office tasks RCL to ISSS advisor4. Advisor processes SEVIS update, scans and emails

it to Registrar's and academic advisor if approved5. Paper copy stored in student’s paper file

Southern Methodist University

RCL ProcessSouthern Methodist University

Our process is currently partially paperless.

1. Student prints form online2. Student submits form to academic advisor to complete 3. Student submits completed form to ISSS front desk or during

walk-in hours4. ISSS processes paper form and updates SEVIS record5. ISSS advisor paper scans form to student’s file

Q&A

Conclusion

ProcessesUniversity of Oklahoma University of the Incarnate

WordSouthern Methodist University

Reduced CourseloadRequest (RCL)

Student prints out a form online > brings it to academic advisor to be filled out > drops it off at our front desk or scans and emails it to ISS advisor > ISS advisor processes RCL > scans form > attaches it to student’s online file – This process is currently NOT paperless

Student prints out or email form online to academic advisor to be filled out > academic advisor emails to ISSS front office > tasked to ISSS advisor > advisor processes, scans and emails it to Registrar's and academic advisor if approved > paper copy stored in student paper file - This process is currently NOT paperless

Student prints form online- has academic advisor complete form- drops it off at front desk or during walk-in hours- ISSS processes form- scans form to student’s file

Curricular Practical Training (CPT)

Student attends a workshop online > prints out application packet (includes Recommendation form to be filled out by academic advisor) > has academic advisor fill out recommendation form and write a support letter if needed > student completes online request form (attaches required documents including recommendation form, support letter, internship offer letter, etc as required by internal CPT policy) > submits request > ISS advisor processes, prints I-20 and emails student.

Student inquires with ISSS advisor and completes CPT briefinh > prints out online form or emails form to academic advisor to be filled out > academic advisor emails to ISSS front office > company emails or student brings in CPT offer letter> tasked to ISSS advisor > advisor processes, emails approval to Acad. advisor & student if approved > paper copy stored in student paper file - This process is currently NOT paperless

Student reviews CPT materials online- meets with academic/internship advisor- academic advisor completes legal agreement with company and SMU using Sharepoint- student and academic advisor completes CPT application- student enrolls in internship course- student submits complete application via email or in-person

List of Paperless Processes

Adding a Dependent, Cap Gap I-20 request. Change or Major/Change of level I-20 request, Change of Status I-20 request, Concurrent Enrollment request, CPT application, OPT and OPT STEM application, Departure Notification, Extension of Stay I-20 request, Letter requests, OPT employment update (including STEM reporting requirement), Replacement I-20 request, Transfer In/Out Requests, Initial I-20 creation, check-in process, orientation

Address update, letter request, travel endorsement, OPT employment reporting, front end of OPT STEM application, Departure form, change of major.

Initial I-20 request, Transfer-In, Compliance Quiz, CPT Application, OPT Employment Reporting, Letter Requests, Cap-Gap I-20 Request