Australian Catholic University (ACU National) began using StudyLink Connect in January 2008 to handle
their online international student applications. It has made such a difference
to their workload in this short time that they have now made it mandatory for
all agents to use.
“The time was right to add an online application facility to our site,” says Elissa Newell, Online Marketing Manager at ACU National’s International Office. “We’d carried out extensive development on our website, and this gave people the opportunity to complete the entire process online. Essentially, it’s a checkout button.”
Customised and scalable
StudyLink’s fully developed Connect solution suited this smaller institution. “The others seem too big and expensive, and intensive to implement. We needed a program that would fit in with the way we do things. Connect was scalable, and could be customised for us,” says Elissa.
From couriers to click and send
Since April 2009, ACU has made it mandatory for agents to use Connect for applications, with very few exceptions.
“It’s been a big procedure shift for them, from a paper-based system that relied on international couriers to an internet-based paperless system. But it’s so much better now. We can track applications from beginning to end, things don’t go missing, and it’s faster to send information between our six campuses.”
Admissions Officer Kate Reilly-Casali from ACU National’s International Office agrees. “It’s making our lives easier. Before, our workday was eaten up by phone calls and emails from agents and students. Now they can check how their application is going online. Snail mail used to cost us several days on either end. Now we’ve reduced our response time from around two weeks to just a few days in some cases.”
ACU have found that they have saved time, and improved their offer letter turnaround, because:
· Student information is more accurate, with one single form with inbuilt rules for the applicant to follow – as opposed to a range of printed forms for different programs in the past, which sometimes caused confusion. And because it’s already typed, it’s easier to read
· Certified copies and documents no longer go missing in transit or are sent to the wrong campus, previously causing delays in matching supporting documents to applications. Now documents are scanned to a single PDF file with all information needed
· ACU can update course information as it changes – such as full intakes, additional courses and packaged or combined courses
· Applications can be assessed on screen when turnaround time is tight, and a response letter generated automatically
· Agents and students can access online status updates regarding their application, providing them with a transparent and convenient experience.
Because it’s also now easier for students to apply directly to the university, ACU National is getting more value from the investment in its new website and online marketing campaigns.
Results
Within 18 months of implementation, ACU had received thousand applications from international students and agents.
“It has been a change for some of our processes, but a good change,” says Kate, ‘It’s making our lives easier.”
“I would definitely recommend it,” agrees Elissa. “Connect in itself is a good product that offers something we really need. But even more importantly, StudyLink is just wonderful to work with. It is the type of company that will make sure the product works for you, the way you need it to.”
The next step?
Elissa is working towards full data integration, as they move towards a paperless office system and the resulting benefits for their staff, student applicants and the environment.
