At our institution we have weekly meeting the directers inform us of any updates or changes to any and all regulations. Our institution pays close attention to the BPPE and makes sure that all reps are informed of any changes made along with issueing new and updated catalogs.
Marvin,
Having support from your leadership team is vital to what you do. And keeping yourself updated as well; the key to making sure you meet those regulations and all the changes.
Donna Guisado
When my School makes a change, the director or director of operations calls in for a meeting with all admissions reps to discuss the changes. I also keep up with changes by reading our institutions catalog every time it is updated or by e-mail
Patricia ,
Very important practices! I always believe that the more "eyes" we have on the catalog, the better. It is absolutely vital that admissions is kept up on the changes, as you are the key person to present the school to the public.
Donna Guisado
At our insitute, our corportae office informs us everytime there is a change in policy and procedures for admissions staff. We are required in admissions to immediately update our binders and write in our binders when the change was made and what the change was. This is done on a seperate piece of paper in the back of the binder so that our director of compliance can audit the updates.
Susanne,
It's great to work somewhere that has that many checks and balances in compliance. This way you know you have great support in making sure you're doing the right thing!
Donna Guisado
This is a GREAT idea and so helpful to know when the change was made and implemented.
We are updated on changes in weekly admissions meetings and are a member of CAPPS so we get those updates as well.
Noting the changes in a Resource binder keeps everything in one place so you have instant access when a questions arises.
Karen,
CAPPS is a great organization run by really great and knowledgeable people. Excellent resource. Having weekly admissions meetings is also a very important piece of the ever changing puzzle. Sounds like your organization is on top of it!
Donna Guisado
We have staff meetings every friday and we are informed of any updates and changes from our director.
I keep up on our school catalog. I use that as a go to for any questions I might not be sure on. I do also have my own personal notebook to keep track of key points as they change with how often we use them in admissions.
I am not an admissions representative but am the President of our branch campus. One of the reasons I am taking the course is to enable me to better institute systems to assure our admissions representatives have the tools they need to stay abreast of changes. At our school, changes to the catalog are directly communicated in real time to the admissions representatives via daily meetings. We also monitor trade publications and websites for news of changes.
Bruce,
Daily contact with your admissions team is crucial. I would definitely consider that a "best practice"! Also, having the catalog and other documents posted electronically allows for quick and cost effective changes to happen in real time. As your first contact with the public, it is vital that the admissions team is fully informed and provides the most up to date info to the "customer".
Donna Guisado
Since our school is a new school, we have been complying with the policy of CAPPS and BPPE and ACICS, and the VP of administration and the Director of the admissions are the ones who check the those websites and keep in with the representatives of those organizations very closely to ensure our school on the right track. Besides that, every Monday is our senior management team meeting, at which we discuss about the policy change and how we should make change to adhere to the policy. When the school's policy need to be changed, the Director of the department that would be involved in the process have meetings as needed, and submit the proposal to the President to make the final decision if needed. The President or the head of the department would announce the new policy at the senior management meeting, and we have the record for the Monday meeting minutes for the those team to review any time. The email goes out with the announcement to let all staff (sometimes include faculty and students) know. Internal meetings within the admissions department with VP of the administration are as often as needed to ensure the implementation of the policy.I must say that our communication channel inside the organization is very effective and efficient, not only because we are small and has less staff than the big university, but also the leadership style, and the learning environment in here.
PING,
I love that you often include the students in your communications. How wonderfully transparent for them! This is really a great thing, and over time will help this new school be successful, I am sure.
Donna Guisado
