DocuWare > Case Studies > Roberts Wesleyan College Streamlines Admissions and Registration with DocuWare

Roberts Wesleyan College Streamlines Admissions and Registration with DocuWare

Customer Company Size

Large Corporate

Region

America

Country

United States

Product

DocuWare
AdmitGold

Tech Stack

CRM
Document Management System

Implementation Scale

Departmental Deployment

Impact Metrics

Cost Savings
Productivity Improvements

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Applicable Industries

Education

Applicable Functions

Human Resources

Use Cases

Regulatory Compliance Monitoring
Remote Collaboration

Services

System Integration

About The Customer

Roberts Wesleyan College is a Christian liberal arts college located near Rochester, New York. With a mix of traditional and adult education students, Roberts offers 60 plus majors and has a student body of nearly 2,000. The college was facing challenges with storage and sharing of admissions and registration records, which were stored in file cabinets in the College's main office. They were running out of storage space and it was difficult to share information between departments in buildings across campus. The college's management team also wanted to more easily meet privacy requirements outlined in the Family Educational Rights and Privacy Act (FERPA) by limiting information access automatically. They also aimed to reduce printing and storage costs, as well as help increase enrollment by simplifying the admissions process.

The Challenge

Roberts Wesleyan College was facing a storage issue with admissions and registration records stored in file cabinets in the College's main office. Sharing information between departments in buildings across campus and determining whether you were working with the most current version of a document was difficult. The College's management team also wanted to more easily meet privacy requirements outlined in the Family Educational Rights and Privacy Act (FERPA) by limiting information access automatically. Reducing printing and storage costs, as well as help increase enrollment by simplifying the admissions process were their other goals.

The Solution

The College integrated DocuWare with AdmitGold admissions software to solve a major workflow issue. The Admission's Department needed to store prospective students' applications, transcripts, letters, ACT and SAT scores. The Department is now able to securely store them as they are submitted through the College's admission software, AdmitGold, which is integrated with DocuWare. The staff enters the prospective student ID that is generated by AdmitGold, the document type and date. The remaining index fields such as first and last name, and major are automatically populated using the ID number as a match code. Once all the required documents have been received, a workflow process routes an admissions evaluation form to the admissions counselor and then to the admissions director for approval. An electronic stamp is then used to mark the applicant as accepted or denied. The Registrar's Office uses DocuWare to store change of major request forms, transcripts, academic alerts, FERPA forms and other information. Every piece of information is now available in one central system.

Operational Impact

With the new system in place, the College is consolidating information and allowing faculty advisors to have controlled access to information in DocuWare, based on a student's major. This has eliminated storing student information in multiple locations and ensured everyone refers to the most current document. Having one universal database gives the staff the tools they need to answer questions quickly, thereby decreasing student frustration.

Quantitative Benefit