International student admissions goes paperless
I’m Yi Vonne Chan, manager of international
students admissions. We are one of the first points of contact
for prospective students applying to the university. Every year we process around 6 to 7000 applications.
This is what that used to look like. But the team has put the admissions process
though a major overhaul. Turning it into a highly-efficient, paperless system. Streamlining the application process was a
massive task, converting existing physical records to electronic files, but the effort
was well worth it. Now, applications are submitted and processed
electronically, and all the information is at our fingertips. The heart of this innovation is the AV Dashboard.
Which provides essential information at a glance, including the officer responsible
for the application; how complete the application is; and where the application is at. The system is also set up to automatically
prioritise applications according to a number of criteria such as, country of origin, closing
dates for assistance schemes, the intake closing date, and agents’ details. A student enquiring about the status of their
application can be quickly updated with the click of a mouse. An agent wanting to know if their applications
are being correctly filled-out can get the feedback they need from easily generated agent
summary reports. And because we are always looking to improve
the service, we can run reports on our turnaround times. While the students and agents we deal with
may not be aware of how much work went into creating this new system, they certainly appreciate
that their applications are being processed smoother and faster than ever before.