Higher education institutions must seek ways to improve efficiency, enhance the student experience, and reduce administrative bottlenecks. Traditionally, these processes have relied heavily on manual steps like collecting paperwork, verifying credentials, and physically issuing diplomas. These manual methods slow down administrative processes, introduce errors, add costs, and contribute to inefficiencies. Embracing an enterprise content management (ECM) platform like OnBase allows institutions to streamline every step of the academic journey, improving both operational efficiency and the student experience.
Streamlining Admissions and Application Processing
The academic journey begins with a student’s admission to an institution, and digitization can make an immediate impact. OnBase integrates with existing business applications like Salesforce, PeopleSoft, Banner, and other Student Information Systems (SIS). These integrations enable electronic application submissions and management.
Key admissions forms—such as application submissions, parent verifications, residency applications, and student verifications—can be stored and managed in a secure digital repository. Automating admissions processes reduces the time and effort spent on manual data entry, eliminates processing errors, and provides real-time access to document statuses, ensuring faster decision-making and greater visibility.
Digital Document Collection and Credential Management
As students progress complete their coursework, institutions must collect and verify various credentials—transcripts, residency documentation, tuition exemption requests, etc. These documents are critical for determining a student’s eligibility to graduate. Institutions can use OnBase to digitally collect, store, and manage these credentials, which ensures accurate record-keeping processes.
OnBase can automatically match incoming documents to student records, cutting down on the manpower needed to match loose credentials to files. Automation speeds up review processes and ensures that all information captured in real-time is made accessible to relevant stakeholders including admissions staff, faculty, and students.
Automating Graduation Applications and Petitions
The culmination of student’s academic journey is the application to graduate. Traditionally, students have manually completed and submitted forms, which would then pass through various approval stages. This process is often delayed by lost paperwork or data entry errors.
With OnBase, students can submit graduation applications online using dynamic forms that automatically route to the necessary departments for review. Staff receive real-time notifications about application statuses, and duplicate submissions are automatically identified and removed. OnBase ensures that only complete and accurate applications are processed. OnBase sends notifications to students if additional information is required.
Awarding Diplomas with Speed and Accuracy
Once a student has successfully completed all requirements, the next step is the awarding their diploma. OnBase integrates directly with an institution’s SIS to ensure that all data—including student names, degree types, and honors—is accurate and up to date.
Automated workflows ensure that diplomas are processed quickly and that students are notified as soon as their diploma is available, whether in physical or digital form. By digitizing the entire process, institutions can eliminate manual errors, expedite diploma issuance, and improve communication between departments and students.
The Benefits of Fully Digital Administrative Processes
Increased Efficiency: Automating administrative processes from start to finish drastically reduces workloads, freeing staff to focus on higher-value tasks.
Improved Student Experience: Students benefit from a more transparent and accessible system. They can check the status of their applications and documents in real-time, which reduces frustration and increases satisfaction.
Cost Savings: By eliminating paper-based processes, institutions save on printing, storage, and administrative costs while contributing to their sustainability goals.
Greater Accuracy: Automated workflows reduce the chances of manual errors and ensure that the right information is processed every time.
Conclusion
Digitizing the administrative side of the academic journey is a necessity for institutions that want to stay competitive and offer the best possible experience for their students. By leveraging solutions like OnBase, higher education institutions can ensure a seamless, efficient journey from admissions to graduation, empowering both students and staff to focus on what truly matters—academic success.
3SG Plus is an authorized OnBase reseller, integrator, and professional services provider. We design, implement, and manage customized OnBase installations to meet each institution’s unique needs. Our professional services are designed to optimize system functionality and maximize return on investment.