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The Electronic Dream and Going Green


Title: The Electronic Dream and Going Green Author: Administrator Last modified by: kuechleg Created Date: 1/12/2010 5:56:41 PM Document presentation format – PowerPoint PPT presentation

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Title: The Electronic Dream and Going Green

Use Mobile Guidebook to Evaluate this Session
Planning and Implementing a Paperless
Registrars Office
  • Dr. Steven Reed, University Registrar, Belmont
  • Ginger Kuechle, Assistant Registrar, Belmont
  • SACRAO Conference 2014
  • Session M4.2

The Electronic Dream and Going Green
  • From This

To This
Belmont Quick Facts
  • Located in Nashville, Tennessee
  • Fall 2013 Enrollment 6,918
  • Total undergraduates 5,518
  • Total graduate students 1,400

Belmont's VisionTo be a leader among teaching
universities, bringingtogether the best of
liberal arts and professional educationin a
Christian community of learning and service.
Why is This So Important?
  • It fits philosophically with Belmonts desire
    and initiatives to be a green campus.
  • It puts in practice a global lesson of being
    environmentally sensitive And one of those steps
    is being as paperless as possible.
  • There is a significant cost savings if you are
    not buying and processing paper or paying for
    printing and print cartridges.
  • Management of documents becomes easier and
  • Documents can be tracked electronically. Who has
    them now?
  • Time savings. Paper, especially most forms, have
    to be passed, signed, touched, scanned (and/or
    filed) and often gathered for secure destruction.
  • Work productivity and efficiency. Paper
    documents are often sorted and shuffled only to
    be reprinted and scanned.
  • Accountability. Electronic tracks who does what
    and when.
  • Controlled information access.
  • Information security.

How Does the Green Initiative Fit?
in the future students will include the
universitys transparency and record on
sustainability issues as criteria for choosing
where they will enroll for their undergraduate
and graduate studies. Newport, D., Chesnes, T.,
Lindner, A. (2003). The environmental
sustainability problem. International Journal
of Sustainability in Higher Education, 4, 4,
two-thirds of university applicants say that a
school's environmental report card would
influence whether they'd enroll. Sierra Cool
Schools The Third Annual List (2009).
Belmont Goes Green
For more than a decade members of the Belmont
University community have been doing their part
to positively impact the environment and
encourage the campus at large to go green. From
recycling efforts to educational initiatives,
Belmont students, faculty and staff have shown
their commitment to increasing the universitys
environmental sustainability. The green
initiative is for Belmont one of several
important drivers in our commitment to go as
paperless as possible.
Environmental Sustainability and Stewardship in
Higher Education
  • Universities are in a unique position to be
    leaders in going green.
  • Rooted locally, networked globally (globally
    influencing center)
  • Connection of intellectual and geographical
  • Open public space for those who attend as well
    as the
  • surrounding community
  • Opportunity to set an example
  • Four Cs Curriculum, culture, campus, and
  • Paper reduction and going paperless is just one
    part of how
  • universities can set an example of sustainability

Progressive Steps Taken at Belmont to Be Paperless
  • Primary drivers Environmental initiatives
    Streamlining in a significant enrollment growth
    mode cost savings physical space
    considerations information protection work
    productivity work smarter before adding staff.
  • Developed as a 10 year plan.
  • There was a leadership decision in the fall of
    2001 to move away from paper processes. Authority
    was given to the University Registrar for
  • Spring of 2002 course schedule booklets were
    discontinued in favor of a homegrown on-line
    course schedule tracker in real time
  • In the spring of 2002 all Registrar files and
    records (back to 1960) were scanned and
    integrated to Banners Web X-tender.
  • June 1, 2002 the university catalog was rolled
    out onto the web -- 100 electronic / web based.
    No paper copies were printed.

Progressive Steps Continued
  • 2003 2004 collection and scanning of academic
    area files
  • Stopped printing all triplicate forms since
    single documents would be scanned
  • Training for administrative assistants and new
    culture training for faculty
  • 2005 Implementation of on-line degree audit
    (DARS). Stopped paper documents printed out of
    student files (e.g. substitution forms)
  • 2006 E-mail and Portal communication announced
    as the primary communication tool (some
    exceptions such as suspension letters).
  • 2007 Begin to experiment with E-mailing forms
    from faculty (security side is use through their
    Belmont account with unique ID number)
  • 2008 Retain (Hobsons Product) rolled out --
    used to target groups via E-mail.
  • All outside vendor printing of forms
    discontinued. -- Either electronic communication
    or can still use on-line PDF is the accepted

Progressive Steps Continued
  • 2009 New Degree Audit software (DegreeWorks)
    adopted roll out March 15, 2010 --- Advisor
    files all online.
  • 2010 All forms available on line and adapted to
    be tracked and validated through Microsoft
    Outlook. --- No paper forms and drag and drop
  • 2012 Online Transcript Ordering through National
    Student Clearinghouse.
  • 2013
  • Banner Graduation Application
  • Concurrent Enrollment Submissions online through
    student portal
  • All graduation related communication sent by
  • All notifications sent by email Deans List,
    Probation/Suspension, Registration Dates and
  • Upgrade room scheduling software to EMS
    scheduling, room requests all done
  • 2014 Mobile app in testing phase

  • Printed academic catalog
  • Course schedule books
  • Mass mailing of letters and notifications

Class Finder
Online Catalog
Benefits of the Online Catalog
  • Direct entry for update and changes (html)
  • Instant changes can be published to the web
  • Tracks changes person and timestamp
  • No prohibition by state, federal or accrediting
    agencies on having an on-line only catalog.
  • Bi-annual updates. (January for editorial and
    non-substantive June for all substantive
  • Cost saving out of the Registrars budget is
    approximately 1.2 million since 2002 - (does not
    factor in any cost increase over the past 8
  • Track usage and movement by end users. Average
    monthly hits on the catalog 1,725
  • All archived catalog years available for viewing
  • Stepping stone for online degree audits (DARS to
    Degree Works)

Benefits of Class Finder
  • Publishes approximately 2-3 months prior to the
    start of a term (for fall about 5 months in
  • Refreshes new information every 5 seconds
  • Cost savings of just under 100,000 since 2002 -
    (does not factor in any cost increase over the
    past 8 years)
  • Average monthly hits in Class Finder 622,000
    (average of 90 hits per student).

Other Website Hits Jan 3 Feb 2
  • Transcript page 1402 page views
  • Exam-Schedules 1017 page views
  • Transfer information 391 page views
  • Registrar Forms 339 page views
  • Graduation information 216 page views

Document Imaging and Scanning
  • Benefits of Document Management
  • Banner Web X-Tender
  • Free up physical space.
  • Placing staff in positions where they can add
  • Drag and Drop capabilities.
  • Immediate access to student files from any
    office with security parameters.
  • Greatly reduces (eliminates) misplacement of
    confidential documents.
  • Documents are safe on a dedicated server.
  • FERPA requests processed quickly.
  • Eliminates the how long do you keep it
    policies, since everything is saved.

Scanning Process
Transcript Received by Admissions
Transcript Received by Registrars Office
Scanned and stored in Document Imaging
Academic Department
Registrars Office
Prospective student web link
Student Communication Tools
  • Information and notifications previously sent by
    regular mail are now distributed to student email
  • Benefits
  • Build a strong communication plan with proven
    content built to drive students to graduation.
  • Streamlined communication with students
  • Increased staff availability to personally
    interact with students
  • Increase efficiency and track results
  • Maximize budget by doing more with less
  • Target unique populations in unique ways
  • Postage cost savings in what would normally be
    direct mailings

Student Communication Tools
  • Graduation Communication
  • Notification to apply for graduation
  • Notification of drop, add, and withdrawal dates
  • In Progress Targeting specific groups such as
    VA and Athletes
  • Deans List notification with link to press
  • Text Alert System
  • Mobile App

Degree Works Audit Software
Degree Works Audit Software
Degree Works
Benefits of Degree Works
  • One page graduation audit as well as progressive
    audits can be saved in PDF format.
  • PDF files can be emailed to students and
    advisors as well as dropped into students
    document imaging file.
  • Secure online access to degree audits for
    students and advisors.
  • Real time information.
  • Less paper audits means more security with
    student academic records.
  • Creates electronic advising file with notes and
    academic planner.
  • Shared information between all advisors.

The Next Steps2014 and Beyond
Electronic Transcripts
Banner Workflow
Dr. Steven Reed, University Registrar, Belmont
University ( Ginger
Kuechle, Assistant Registrar, Belmont
University ( SACRAO
Conference 2014 Session M4.2
Use Mobile Guidebook to Evaluate this Session