P.O.P. Paperless Online Petitions ~ It

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P.O.P.Paperless Online Petitions Its the ONLY
way to go!

• Presented by
• Diane Traversi
• Dong Nguyen
• Seanna Villarreal
• Sandra Tachihara

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How we used to look
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How we look now!
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In six short months we

• Went from

• To

• All Paper Petitions 18 different color coded
  forms
• Long delays in processing petitions routed
  inter-campus to faculty, counselors, etc.
• Hard copies of sensitive information were
  attached as documentation

• One online paperless Petition
• Processing time can be as quick as 30 minutes
  from submission to approval/denial.
• Secure storage of documentation because all
  submitted electronically through the MyCOM Portal

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How we used to look
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And now
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How a student submits a petition
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Petition Main Page
When students can create new petition or they can
can edit, attach, delete petition already there.
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Petition Request working page
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Notification Email
Email notification to the reviewer that a
petition has been submitted from a student.
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Example of a Notification Email
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Reviewer Working Dashboard
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Request more info, if needed
The Reviewer can request more information from a
student, if needed.
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Reviewer goes back and checks for Sick Cat
attachment.

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Reviewer can request info from Faculty and/or
Counselor
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Faculty Dashboard
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Faculty Dashboard
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Reviewer Checkmarks Review Complete box clicks
on Submit an email will be sent to the Dean
(Approver) to make a final decision.
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The Dean Makes the Final Decision
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Student will get a final decision email and cc
to Reviewer.
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Example of Final Decision Email
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Lessons we learned along the way

• Realized it was easier and faster to contact
  students via email because of smart phones.
• Posting FAQS on the MyCom Portal greatly reduced
  the number of phone calls to AR because students
  now had an online resource.
• Originally Pending, Approved and Denied petitions
  were all stored together. Now we have the
  ability to search among all three statuses or
  search by student name.
• Much easier to read/decipher online forms.

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Technically speaking

• System developed using Microsoft .NET
• Back-end database uses Microsoft SQL
• Integrates with BANNER online petition
  automatically populates with the students I.D.
  number and name
• Can be integrated with other systems
• Other uses Financial Aid Petitions,
  Prerequisite Equivalencies/Challenges, etc.

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QuestionsGauge of interest

• Please leave your business card if you are
  interested in more information.

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Thank You!

• Contact Information
• Diane Traversi diane.traversi_at_marin.edu
• Dong Nguyen dong.nguyen_at_marin.edu
• Seanna Villarreal seanna.villarreal_at_marin.edu
• Sandra Tachihara sandra.tachihara_at_marin.edu