Quickly entering documents with iPads
Previously, giant copiers were hauled into the reception area from elsewhere at CELOP—borrowed from faculty busy preparing class materials for the new semester—so that staff could copy the required immigration documents from incoming students. They stood in long lines and took several minutes each to copy all of the necessary paperwork.
For incoming students, completing the required paperwork is paramount. From Homeland Security’s Student and Exchange Visitor Information System (SEVIS) I-901 Form and Customs and Border Protection’s I-94 arrival and departure records to copies of passports and even bank guarantee statements, students can be responsible for up to six individual documents. Anywhere from five to eight copies of all the various documents for various agencies are required per student for entry to the university, totalling almost 4,500 pages collected, sorted and stored every semester. At the end of the flurry of paperwork, students receive a testing room number for evaluating current English skills.
The new system provides a valuable service to students. Staff use iPads running the FileMaker Go client and the CNS barcode app. They operate from several iPads at the central admissions desk or rove wirelessly through the throngs of arriving international students, scanning in images of the students’ documents. The scanned documents are tagged with the student’s university ID number, which associates them with the correct FileMaker record. Documents can be accessed immediately from Mac or Windows computers running FileMaker Pro.