Application materials tracking

A key element of the personal page is the application materials tracking.  Students will be able to see when/if any fees have been received, if their recommendations have been completed, if their registration and release forms are in order, etc.  Client can accept any materials that the student has to sign digitally (through the website).  Client will have a tool for creating the online documents and assigning them to students or groups.  If the application needs signatures from parents, the staff will be able to put the forms online so that they can be downloaded and mailed to the office.

Generally, students need a number of items other than their application form to complete the application process: transcripts, letters of recommendation, application letter, etc.  It is difficult in a paper system to track when these arrive and let the students know if all of their materials have been received.  In this system, staff goes to an administrative page and places check marks next to the received items.  The changes are immediately reflected in the student's personal web page.

Post-acceptance materials tracking

This tracking process doesn't end will the acceptance of the application.  StudioAbroad continues to track materials in the post-acceptance phase and can also be used to track materials and submission while the student is abroad and after the student has returned.

Questionnaires and signature documents can be requested at the end of the program so that you can let students know about the processing of school credit and the forms required to make it happen.  You can also issue questionnaires to evaluate the programs from the student's perspective.

Emailed reminders

Students can be notified by email once they are accepted to log on to their personal site. Once there, they will receive their acceptance letter and instructions for any other steps they need to complete.  Generally, there are more documents at this stage that must be signed, etc.  If Client has a secure personal identification--students can even sign legal documents on Client's website.

When Client makes final decisions about who is accepted, Client can use the email generator to notify all applicants that decisions have been made and telling them to log on to their personal pages.  When they arrive at their personal page they will see the acceptance, rejection, or waitlist letter.  If accepted, it will give instructions for any further steps they must take.  If there are more forms they must complete or handbooks to read/sign, they will do it from their personal page.  Client can also track their travel arrangements so that Client always knows where they are.

The Client can also arrange to have reminders automatically emailed out to the student days or weeks ahead of deadlines to let the students know what submissions have yet to be received.  This "nagging" system can save your office lots of time lost in the time-honored tradition of tracking down applicants to get them to turn in that one last questionnaire you need before the deadline hits.