Explore Current and
New Approaches to
International Student Orientation
2013 User’s Conference
Chelsea Carroll
Assistant Director for International Orientation and Outreach
Jacob Warner
Communications Manager & Analyst
Agenda
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Introduction
Current orientation process
New orientation process
Review of orientation at IU
Questions
Current Orientation Process
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Pre-Arrival checklist
Orientation check-in
Schedule system
Document upload
Document check
Pre-Arrival Checklist
• List of important items for students to
review/complete
• Shifts the burden of data collection to
students before arrival
• Items cannot be grouped
Pre-Arrival Checklist
Orientation Check-In
• Set of 14 screens student completes
• System takes student through a linear process
• Information is saved in sunapsis in various
tables
• Typically accessed from the pre-arrival
checklist
Orientation Check-In
Schedule System
• Creates individualized orientation schedule for
students
• Schedule events can be filtered to particular
populations
• Events can be marked as mandatory or not
• Self-service option so that students can select
optional events to attend
Document Upload
• Streamlined view of normal upload process
• Used if a student has not uploaded
documents or if the documents are incorrect
Document Upload
Document Check
• Management view to review the information
and documents a student has provided
• Document check alert if document check is
not complete for students
Document Check
New Orientation Process
• Pre-Arrival checklist New pre-arrival checklist
with upgraded user experience covering the
entire application/orientation process
• Orientation check-in Collect information using
e-forms
• Schedule system
• Document upload
• Document check
New Pre-Arrival Checklist
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Student view
Administrative views
Managing the new pre-arrival checklist
Communications feature
Student
View
Student
View When
Clicking on
Checklist
Item
Administrative View
Administrative View
Student
Names
Administrative View Tools
Student Names
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Refresh list
Filter list
Find by ID number
Send e-mail to student
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Move student’s stage
Close checklist
Mass approve task
Mass clear task
Administrative
View: From
Individual
Student Record
Managing the New Checklist
• The tabs at the top of the page are customizable
and called “stages”
• Each stage has a series of tasks, which are
individual e-forms
• E-forms can ask students to acknowledge
information, submit information fields, and even
upload documents
• Stages can become available to students based
on action reasons, tasks, or the completion of
certain e-forms
Communications Feature
• Can e-mail student directly from checklist view
• Automated communications based on where
a student is at within his or her checklist
• Automated e-mails based on invisible tasks
(i.e. a message that orientation schedules are
ready to create, that new tasks have been
added, etc.)
• Automated reminder e-mails for students who
do not proceed after initial communications
Orientation At IU
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Pre-arrival information collection
Welcome session
Document check
Immigration session
IU information session
Social events
Campus partner events
Orientation At IU
Questions