Automating student enrollment | Higher Education

Location: USA

Industry: Higher Education

Problems

One of its key processes, the student course enrollment, took plenty of man-hours and needless steps to complete. The process consisted of multiple forms and approval levels which resulted in slowing down the end-to-end process to approximately one week. 

The generic PDF form that the admin staff used went through the following steps for each course type thus making it cumbersome and time-consuming to get the final approval:

  • A student fills out the desired course information in a pre-populated PDF form
  • 1st approval by the faculty advisor
  • Subsequent approval by the department chair
  • Final approval by the Director Graduate program
  • The student collects the course enrollment receipt from the college front desk

Solutions

We replaced the college’s existing paper-based and multi-step enrollment process with a common electronic form that its staff now used to create & approve course enrollments. 

Our K2 development team created a common form for all course types based on a common workflow to handle multiple approvals for 20+ courses. 

The common form incorporated all the common functions involved in the enrollment of each course, and logic for non-common forms (and enrollment types) was also coded into the workflow.  


We provided the front desk staff access to an admin level form. Based on predetermined conditions like a student’s prior degree level and certain other parameters, the front desk staff assigned electronic course application forms for various programs (undergraduate, graduate, pre-college, and professional), had the forms filled and returned electronically followed by an automated approval workflow.  

We also integrated the new K2-based form to fetch student and course data from a 3rd party student and course information management system that the college was already used.

Tech Stack

  • K2 BlackPearl
  • K2 Forms
  • K2 Workflows
  • K2 Smart Objects

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