With OnBase, advisors access all first-year student information and related content in a digital student file solution, including admissions documents and real-time data pulled from the Banner by Ellucian student information system (SIS). With this complete view of each student, OnBase equips advisors to provide better service and maintain more relevant relationships with students.
“Advisors now have one place to go for all student information,” said Tracy Weber, manager of digital document management. “While students are in the waiting room, advisors can pull up their electronic files, see their pictures and view details like FERPA status, academic schedules, grades and pending course drops. They also have access to all related documents — giving them a quick synopsis of each student.”
From the same interface, advisors add visit notes, attach supporting documents, email professors and manage change of intent and declaration of program events. Additionally, they easily see assigned tasks and upcoming appointments, allowing them to better manage and prioritize their work. Native security controls protect advising notes and sensitive student information, while an audit trail of all interactions with files supports the security and integrity of student files.
On top of providing advisors with all the information they need, the data-driven solution also offers significant dean-level visibility.
“There’s so much more to OnBase than making our documents electronic,” said Elly Brenner, assistant dean of First Year Studies. “The solution provides so many opportunities for us, and the reporting mechanism has been fabulous.”
With robust reporting functionality and dashboard views, OnBase equips staff with real-time information to better manage advisor workloads, assign appropriate advisors to students and respond to any pressing issues. OnBase also offers insight into trends like frequent drops for a particular course, equipping the department to take action to protect the critical first-year student experience.
This added visibility brings notable process enhancements. “We finished processing course drops three days earlier than we have in the past, so it’s a huge increase in efficiency,” said Brenner. Overall, while driving many new improvements, the solution helps the university support long-standing objectives: A focus on the students and maintaining its high retention rate.
One of the real hallmarks of success from the advisors’ perspective is that work continues as normal, Brenner said. “OnBase didn’t change the core of what we do — all it did was make it better.”