Argarin, Marl Louwelle

BSIS 3A

Create an improvement to the organizational chart of CSPC in the context of IT Security

and management, provided that cost is not an issue.

Select one building/department in CSPC, and suggest improvements to its operational

controls (at least 5), provided that costs is not an issue.

Registrar Office
1. Build Proactive Student Email Comm Flows
It often takes multiple announcements and reminders to get college students to
take the desired action, whether that’s making a payment, registering for classes, or
scheduling an appointment with their advisors. In the critical world of class scheduling,
however, there is very little wiggle room for missed deadlines and time spent sending
emails manually. By creating proactive multichannel communication workflows, you can
reach a broader audience in less time, build in reminders, and automate the process
entirely. And, you can even repurpose these for future use so that you don’t have to
start from scratch with each term!

2. Set Up Follow-Up Alerts and Reminders

To some extent, this is pretty much unavoidable. However, if you anticipate this
and have ready-to-go reminders, you save yourself quite the headache. Nobody wants
to be in the middle of the crunch time that comes with this time of year and have to
create new emails or SMS texts on the fly. Make sure you also have the ability to quickly
and easily identify which students have met the requirements and which haven’t so you
can segment your audiences. You don’t want to frustrate students by reminding them to
make their payment when they’ve already done that, for example. While this should go
without saying, make sure you have all deadlines correct. We’ve seen examples where
schools were sending reminders to students and faculty when the deadline had already
passed, which created all kinds of confusion.

3. Auto-Track Student Attendance

Proactively auto-tracking student attendance is important—don’t wait for a
student or faculty member to present a problem to you. You can do this by building
triggers for things like X number of classes missed or the student GPA falling beneath a
certain threshold. Take the standard 14-day rule that states that students can miss only
14 consecutive days, for example. You don’t want to wait until the 12th or 13th absence
to do something since by then it’s likely too late. You should really be checking in after
the 4th or 5th absence, and the right software will give you that visibility to enable early
intervention. This will also help you save the time it would take to manually look at
attendance records or respond to any issues after the fact.

4. Use a Meeting Calendar Tool

If you feel like scheduling meetings often takes way longer than it should, then
you should look at using a meeting tool. Verity’s Web Appointment feature, for example,
integrates with your calendar and lets students book time with you at their convenience.
You can block off certain hours, build in buffer time (say, 24 hours), and even prevent
back-to-back meetings if you wish. That way, you can avoid any time that’s lost to
scheduling meetings and people can book time with you and your team at their
convenience.

5. Automate Your Faculty Management

Having the right automation software in place will enable you to schedule
students for the entire academic year and generate reports by month, term, or year
with accurate information on registrations and availability. Being able to look forward
proactively means that you can determine the total number of actual (and projected!)
registrations for your classes and how many instructors you’ll need for each. That way,
if classes are over or under-filled, you’ll be able to assign, build, cut back, or expand your
faculty for the term. If you don’t have that insight ahead of time, you could be left
scrambling which can take a ton of time and create a poor student experience for both
your students and faculty. Automating faculty management can also help with
profitability.