Introduction

With the increase in distance education students, colleges and universities must provide a means to gather admission documentation to be able to admit these students. Best practices need to be put in place to include providing an admissions application to the distance education student as well as a means to process that application and its data once it is received by the institution. Processes to receive and process the additional admission paperwork and requirements must also be established. Other issues that must be addressed when examining best practices in the admissions of distance education students include security of data and communicating with distance education applicants.

The Admissions File

The admissions file for most colleges and universities is made up of an admissions application, high school and/or college transcripts, test scores, immunization records, scholarship and financial aid data, and orientation and advising records. Practices must be in place for distance education students to be able to submit these items in an effective manner. Colleges and universities gather the necessary information about the prospective student from the admissions file to determine the acceptance of the student. Institutions must then be able to process these admissions items efficiently.

The Admissions Application

The admissions application is typically the first step in the admissions process at colleges and universities. Institutions must be able to properly process admissions applications from distance education students. According to Lanser (1996), enrollment statistics show that the quicker the (incoming student’s) applications are processed and students are offered admission, the more likely these students are to enroll in the institution. Practices must be put in place by colleges and universities to properly process online admissions applications as well as paper applications in a timely and efficient manner.

Online Admissions Application

Using the Internet is a modality of receiving admissions applications that is growing in popularity. By using online applications, institutions can receive the student’s admissions information in a timely manner.

Several different types of solutions have been used to deploy online admissions applications. Some states and regional organizations offer a state-wide or organizational-wide online application. Many colleges and universities have developed and implemented their own versions of online admissions applications. Finally third-party, commercial organizations have implemented online applications that can be used by prospective students.

• State-wide or Organizational-wide Applications for Admissions

Texas and North Carolina are two states which have deployed statewide solutions for an online admissions application.

Texas Common Application

The Texas Legislature has passed legislation that requires all public colleges and universities in the state to use a “common” electronic application for admission. The University of Texas at Austin (UT) received the bid to develop and maintain the Texas Common Application using Electronic Data Interchange (EDI) technology. Information on their server can be found at https://www.applytexas.org/adappc/commonapp.WBX.

Students desiring to apply for any public and one of several private colleges in Texas create and fill-out a personal profile online. A username and password is created and sent to the student. The student then chooses the college he wishes to apply for. A standard set of admissions questions are asked of the student. Each institution is also able to ask “college-dependent” questions, and then within each college, “major-dependent” questions of the student. The Texas Common Application is free to the student; however the student must pay any application fees associated with institutions applied for.

College Foundation of North Carolina

The College Foundation of North Carolina (CFNC) located online at https://www.cfnc.org/onlineapps/info_onlineapps.jsp is another example of a state-wide movement to provide an online admissions application for students. CFNC is a nonprofit partnership between Pathways of North Carolina, College Foundation, Inc., and the North Carolina State Education Assistance Authority.

Texas Mentor

Texas Mentor is a regional organization that has developed an online admissions application that can be used by member institutions. Located online at www.texasmentor.org, Texas Mentor is an online resource to help students and their families select a college, apply for admission, and plan how to finance higher education. The website provides a means for students to find out information and to apply online to member institutions. The system is provided free of charge to the student, however the student is still responsible for paying any institutional application fees. Member institutions of the Texas Mentor group include Baylor University, Southern Methodist University, Texas Christian University, and many other private institutions in the state of Texas.

• Institution Developed Admissions Application

Many institutions have created their own online application. These web pages are usually maintained by the university’s web masters. Once submitted by the student, data is downloaded directly to the school’s admissions office. Louisiana State University (LSU) at http://appl003.lsu.edu/slas/enrollweb.nsf/index and University of Nebraska at Lincoln (UNL) located at https://wam.unl.edu/wam/login.jsp are two universities that have created such online applications. UNL’s website entitled What About Me, or WAM, allows students to apply and then follow their admission’s process until they are admitted.

• Commercial Admissions Applications

Several commercial organizations have developed admissions applications for prospective students to participating colleges and universities.

The Princeton Review

The Princeton Review is widely recognized as the first service to offer a way for students to research and apply to colleges using personal computers. In 1996 The Princeton Review created an application that was sent out to prospective students on a diskette (“Web site,” 2002). By 1999 the application, which is free to students, became available over the Internet on The Princeton Review’s website http://www.princetonreview.com/home.asp. The site now hosts exact duplicates of more than 750 colleges’ applications, which can then be submitted by mail or electronically. Students have to complete the personal information section only once and the common data is then transferred automatically onto each succeeding application.

CollegeNet.com

CollegeNet.com located at http://www.collegenet.com/about/index_html or http://www.applyweb.com is another source of online admissions. Schools such as Bowling Green University have contracted with CollegeNet.Com to provide a means for students to apply online and have the applications electronically sent to the college.

Xap.com

Xap.com located at www.xap.com is another commercial application site for students to apply online at various colleges and universities. Technology developed at Xap is used in some of the other web-based applications including the CollegeNet.com.

AdmissionsQuest and inResonance

AdmissionsQuest located at http://www.admissionsquest.com/ and its parent company inResonance at http://www.inresonance.com/ is another example of third-party, commercial admission application sources available for prospective applicants to colleges and/or universities.

• Paper application

Many schools offer paper or electronic portable document format (PDF) based applications for admissions to distance education students. Paper applications may be sent to the distance education applicant for the applicant to fill out and mail or fax back to the institution. PDF applications may be downloaded from a school’s internet site and printed on the student’s computer and printer. The student fills out the application and faxes or mails this application back to the institution.

Processing an Admissions Application

Once an application for admission has been received by a college or university, a process must be in place to enter or load the application into the school’s student information system (SIS). The format of the application received is an important factor in determining how the data will be loaded into a school’s SIS. Once the format is established, several methods of entering the data into the institution’s SIS are available. Finally the issue of properly matching the application data with existing data must be addressed.

Data Formats. Data formats of incoming admissions applications vary depending on where and how the application was entered and submitted. For an admissions application to be properly loaded, the format of the incoming data must be known and recognized by the institution’s SIS. Some of these formats include national standard formats, databases and flat files, a printable file, or on paper.

• National standard

Several types of national standards exist for electronic transcripts. The two most popular standards are in Electronic Data Interchange (EDI) format and Extensible Mark-up Language (XML) format.

Texas’ model of the Common Application for Admissions uses the EDI standard format. The developers of this model are now in the process of developing a model to be used with the XML format. Both of these formats have been created by the American National Standards Institute (ANSI) standards committee and are recognized as national standards. This standardization insures schools receiving the data know exactly where and what type of data is being received and thus can be programmed into the uploading programs to their SIS.

In the Texas model, when a student submits the application, a data file is created on the UT EDI server and placed into a file for the receiving institution. This file is sent daily to the appropriate institution. Institutions participating in this program know the data is coming to them in the EDI format, so programs to update the data can be created accordingly.

• Databases and Flat files

inResonance at http://www.inresonance.com/ is an example of an admissions application process that uses a database program. This process transmits files in a common database format called FileMaker to transmit data to receiving institutions.

Similar programs use flat files, or files that can be easily read with most common file editors to transmit data. These files are in a common format that can be read in by the SIS to load the application’s data.

• Printable files

Printable files such as those in the Portable Document Format (PDF) or Microsoft Word format are another way to receive admission application data.

• Paper

Finally, admission applications can be received in the traditional paper format.

Loading Data into the SIS. Once an admissions application is received and the format identified, the data must be loaded into the institution’s SIS. Each of the data types above must be recognized by the receiving institution and handled properly. Whatever format the application data is in, the receiving institution must be able to recognize this format so as to properly process the data.

For those schools that create their own online application this is usually a fairly straightforward process. For those schools that use some type of regional or national online application, the process is more complicated.

Automatically uploading applications into the SIS is the most efficient method of loading data. Other methods of data entry include scanning applications using Optical Character Reading (OCR) technology or hand-entering data directly into the system.

• Automatically uploading into student information system (SIS)

For many, the admissions application has become an online process that institutions load directly into their student information system (SIS). According to Hague (2003) at Bowling Green University, “the use of electronic applications has helped a great deal—it has allowed for three times as much work with only half of the staff” (n.p.). Using a technology such as online admission applications has allowed college and university admissions offices to become more efficient and reduce the time it takes to process prospective student applications

To automatically load data from an application into an institution’s SIS, several issues must be addressed. The SIS must be able to read the format of the data file being uploaded. The uploading program must also be intelligent enough to determine if the data is valid and correct. Finally, the uploading program must be able to distinguish if the student already exists in the institution’s database so that multiple data instances are not created for the same student.

• OCR Data Entry of Admission Application

Another method to enter data from an admissions application is to scan in paper applications using an optical character recognition (OCR) setup. Hershey Technologies and FORTIS ERM are two companies with OCR setups available to institutions to scan in paper or PDF applications.

• Hand entry of data

The third way to enter data from admissions applications into a student’s admissions file is to have the data entered by hand. With this method, data entry personnel enter data off of the admissions application that has typically been printed out.

Correct data and matching issue. Two issues with the entry of admissions data are accuracy and matching. Colleges and universities must have processes in place to check that data being received is accurate and complete. Web sites hosting online applications can help in this problem by putting in checks for data entry and required fields.
When processing applications, institutions must also be aware of duplicating student identification numbers and data. Some type of matching algorithm should be in place to ensure that students are not entered into the system multiple times. Best practices in matching such as using date-of-birth, full name, and permanent residence, can help alleviate this problem.

Other Items Needed in the Admissions File
Distance education students must be provided a means to have the other items needed for their admissions file to be accessed by the institution. These items include the receipt of high school and/or college transcripts, entry test scores, and financial aid and scholarship data.

Receipt of Transcripts. Distance education students must be provided a means to have their official high school and college transcripts sent to their admitting college or university.

• College transcripts

Official college transcripts can be transmitted electronically between participating colleges and universities by using similar EDI technology as that used by some of the best practices in electronic applications.

AACRAO Server

According to the American Association of Registrars and Admissions Officers (AACRAO):
“In 1995, the University of Texas at Austin initiated an Internet-based EDI delivery service, free to educational institutions. Plans include continued EDI delivery, and support of developing technologies, such as XML standards. In January 2003, the Server delivered more than 49,000 transcripts and more than 181,000 total transactions that include applications for admission and test scores. The Server has processed a cumulative total of more than three million transactions.” (AACRAO, June 23, 2006)

Other Networks

Other college transcript trading networks are also in place throughout the country including those connecting institutions in Maryland, Florida, California, and even Ontario, Canada. Two reports are available that provide users with important information regarding the progress states and provinces are making to implement EDI. The State SPEEDE Status Report combines server volume with benchmark numbers and reports of activity and status by states and provinces. The SPEEDE State Contacts Report provides the names and contact information for these individuals.

• High school transcripts

Several organizations and states also have initiatives to transfer high school transcripts electronically between K-12 schools and colleges and universities.

MHEC

The Midwestern Higher Education Compact (MHEC) made up of eleven Midwestern states (Illinois, Indiana, Iowa, Kansas, Michigan, Minnesota, Missouri, Nebraska, North Dakota, Ohio, and Wisconsin) is an example of one of these initiatives.

Docufide

Docufide is a commercially designed system to work with any high school in the country to send transcripts. Any college or university can accept the transcripts through Docufide without having the software. The software is free to high schools. Students pay three dollars for each transcript they send. (Zimar, 2006)

National Transcript Center and Triand

The National Transcript Center at http://www.transcriptcenter.org/ is another organization that has a facility to electronically move transcripts between institutions as is the Triand Corporation at http://www.triand.com/.

• Paper transcripts

Colleges and universities must also be able to accept paper college and high school transcripts from distance education students.

Receipt of Test scores

Entrance test scores are another part of a student’s admissions file. Colleges and universities must be able to receive distance education student’s test scores to enable the students to complete their admissions process. Several methods are currently available for colleges to receive test scores.

• Test scores from test provider

The College Board has SAT statistics that can be downloaded to an institution http://www.collegeboard.com/prof/index.html.

• Test scores provided on transcripts

Many entrance test scores can be found on transcripts that are received by the institution for the student. SAT and ACT can often be found on both college and high school transcripts whether it be the paper or electronic version.

Financial Aid and Scholarship

See other monographs on this website for these issues.

Other issues

There are issues that should be addressed when considering the admissions of a distance education student. Some of these issues include the security of the data being received by the institution and the communication from the institution to the student in relation to his admission status to the institution.

Security Issues

Colleges and universities should have security measures in place to ensure the data being sent to the institution from the prospective student is secure. Practices need to be in place for both the receipt of paper and electronic data.

Paper documentation. Paper documentation should be handled in such a way that the data is secure and in safe hands. One example of a best practice in the receipt of paper documentation is that only official transcripts in sealed envelopes be accepted.

Electronic data. College and universities must also take precautions in their receipt of electronic items. The use of secure file transfer protocols (SFTP) and the use of encrypted data are two acceptable methods. The UT server no longer will accept or release data that is not encrypted or sent to a secure FTP site.

Communication with students

Upon receipt of applications or inquiries, institutions should have communication and correspondence practices in place. Aside from traditional paper acceptance letters to be sent to accepted students, colleges and universities should examine other electronic means to communicate with students.

Emailing students. Emailing students upon the receipt of their application is a good practice by colleges and universities. The Texas Common Application model sends the student a confirmation email once the application has been submitted. This email notifies the student the application has been sent and includes pertinent information about the institution being applied to.

Podcasting. The use of podcasts has also become a method to inform students of the college’s admission decision. Fitchburg State College is an example of an institution that is using podcasting to inform their newly accepted students of their admission decision. An email is sent to the newly accepted student with a link to a podcast from the school’s president which includes audio and video to break the good news to students.

Text messaging. Text messaging to accepted or prospective students is another method of communication being experimented and used by institutions.

Conclusion

Distance education students must be provided a means of applying for admissions. Providing these means in an online modality is growing in popularity by colleges and universities. According to the Campus Computing Survey (Green, 2004), the number of colleges with online undergraduate applications available to students have increased from 55% in 1998, 83% in 2001, and 94.2 % in 2004. The University of Michigan reports 70% of its incoming applications come in online (Gershman, 2005). The admissions process gives an early impression of the institution. By making it possible for a student to apply for admission online and without difficulty, schools will be able to serve their needs.

Many colleges and universities are looking at technology to not only improve the efficiency of their admissions’ offices, but to also improve their enrollment by increasing their success in competing for high quality students (Lanser, 1996). For every application coming in electronically there is one less paper application needing to be read and typed into a school’s admission system and thus a lesser chance of an error (Gershman, 2005).

References

College notifies. (2006, March 27). “College notifies applicants via podcast”. PodcastAlley retrieved from http://www.podcastalley.com/blog/2006/03/ on June 30, 2006.
Gershman, D. (2005, June). 70% of U-M applications done online. Mlive.com: Everything Michigan. Retrieved June 14, 2005, from http://www.mlive.com.
Green, K. C. (2004). Campus computing 2004. Center for Educational Studies, Claremont Graduate University. Retrieved January 13, 2004, from www.campuscomputing.net.
Hague, C. (2003, October). Making information technology work for you in streamlining and improving admission recruitment process. Poster presented at the annual American Association of Collegiate Registrars and Admissions Officers Technology Conference. Austin, TX.
Lanser, M. A. (1996). Evaluation of the computer based registration system at Lakeshore Technical College. Unpublished doctoral dissertation, Nova Southeastern University.
Web site makes college application easy. (2002, Fall). Community College Week, Fall Technology Supplement.
Zimar, H. (2002, December 02). “Electronic transcripts helping college admissions process” AACRAO. Retrieved from
http://www.aacrao.org/transcript/index.cfm?fuseaction=show_view&doc_id=1059 on June 30, 2006.

Websites

https://www.applytexas.org/adappc/commonapp.WBX
https://www.cfnc.org/onlineapps/info_onlineapps.jsp
www.texasmentor.org
http://appl003.lsu.edu/slas/enrollweb.nsf/index
https://wam.unl.edu/wam/login.jsp
http://www.princetonreview.com/home.asp
http://www.collegenet.com/about/index_html
http://www.applyweb.com
www.xap.com
http://www.admissionsquest.com/
http://www.inresonance.com/
http://www.transcriptcenter.org/
http://www.triand.com/
http://www.collegeboard.com/prof/index.html