Instant Enrollment
Business Decision
What is Instant Enrollment
• Instant Enrollment is a WebAdvisor process that allows
students to register for continuing education classes. The
student does not need login credentials or to be a “person” in
Colleague to register.
– Allows for new student registration
– Allows for registration without username/password
– Allows for payment of CE courses
Instant Enrollment
FUNCTIONAL ASPECTS
Set-Up Information
• CEWP – Non-degree/CE Web Reg Parameters
1
2
3
4
5
1 – unique user ID – RGUS
2 – saved list controls available sections
3 – controls duplicate / data integrity
4 – ‘ANY’ allows all students to use Personal ID form
5 – Student confirmation and staff information
User Group Controls - RGUS
• RGUS and RGCT allows control of registration rights and look
up capabilities
Control Availability - Savelist
• Informer query allows specific controls to define courses
available for registration through Instant Enrollment
Duplicates - DUPC
• Duplicate Match Criteria prevents duplicate entries of
students and allows for identification of existing students
Field
Weight
Penalty
Last
Name
30
10
First
Name
15
5
Middle
15
10
SSN
90
50
Gender
5
15
DOB
65
15
Address
15
0
City
10
2
State
8
3
Zip
8
1
Communication
• Communications Management allows for confirmation of
enrollment to the student
• Confirmation may also be sent to staff responsible for
monitoring activity or other business processes
Implementation Lessons
• Test your set up parameters – test again
• Discuss business fit for Instant Enrollment – one size does not
fit all
• Communication between IT, CE and Business Office is
imperative
• Custom code smoothes the edges – IT is your partner
• Consider how business process may change
Instant Enrollment
STUDENT EXPERIENCE
Instant Enrollment – Student Side
• Access through CE website:
Search
Information
Description information is
pulled from CRS.USER2 and
SEC.PRINTED.COMMENTS
Person Information
Pay for Class
Instant Enrollment
BUSINESS ASPECTS
Wake Tech Impact
• Wake implemented Instant Enrollment in July 2008
– 2008
– 2010
– 2011
3% of all registrations and 6% of web available registrations
were made through Instant Enrollment
7.4% of all registrations and 35% of web available
registrations were made through Instant Enrollment
9.5% of all registrations and 38% of web available
registrations were made through Instant Enrollment
(as of 9/14/11)
*This represents almost 6,000 registrations in 2010 and is on track to top
7000 registrations in 2011
Stakeholders - Students
• Instant Enrollment contributes to:
–
–
–
–
Access to current schedule
Ability to control registration process
Convenience
Security – ability to pay with credit card online
Stakeholders - Staff
• Instant Enrollment contributes to:
– Ability to provide solutions to students
– Ability to allocate individual resources on other areas
– Time to focus processes
Stakeholders - College
• Instant Enrollment contributes to:
–
–
–
–
Data integrity – not absolute but greater degrees of confidence
Marketing – another feature the institution offers to constituents
Re-direct resources otherwise tied to registration
Reduce transaction cost of registration – positive impact on student
repeat potential
– Control costs related to personnel required to process paper
registration