Appendix C14: Office of Admissions Risk Analysis Profile


Strengths:            

  1. Student admissions forms are available at http://www.uhv.edu/oar/forms.asp    
  2. All admissions policies are in the catalog or in the student handbook, which are also on the website.
  3. Student application records for new students are kept in fireproof filing cabinets until scanned.
  4. The Student Self-Service and Student Administration system are web-based and can be accessed from alternate locations.

Weaknesses:       

  1. Admissions processes may be delayed if on-site computers are down; depending on the length of the interruption, it will take time to return to normal turnaround time. Time constrained tasks, including admissions determinations and production of Coordinating Board reports, may be delayed.

The Office of Admissions is part of the Division of Student Affairs.  Major functions include:

  1. Intake of student admissions-related documents and working with students to admit them to UHV.      
  2. Guiding students and providing assistance with immunization rules and account holds.
  3. Producing reports for the Texas Higher Education Coordinating Board, the U.S. Department of Education and other external and internal agencies.

Of the above tasks, the following would be critical during an emergency interruption any time of year:

  1. Collecting and maintaining application materials and forms until they can be imaged and stored.
  2. Being able to communicate with prospective students about admissions materials and application status.

Immediately following the business interruption, the following personnel would have to be on site or at an alternate location:

  1. Senior Director, Enrollment Management
  2. Admissions Administrator
  3. International Student Coordinator
  4. Admissions Analyst
  5. Senior Secretary
  6. PeopleSoft Functional Analyst

Depending on the time of year of the interruption, the following tasks would also become critical in days 2-7:

  1. Admitting students to UHV
  2. Producing THECB reports (critical in base years around Oct. 1)

Functions that could be phased in during days 8-30:

  1. Items in previous list in non-critical times of year or semester
  2. Communication with schools and students

Emergency equipment needs:

  • 4 computers w/network, Internet and PeopleSoft access
  • 1 printer, networked if possible
  • Minimal work area for 6 people
  • 1 fax, doubling as copy machine
  • 2-way radio transmitters for in-house communication and/or 2 cell phones
  • 1 scanner
  • Standard office supplies
  • 12th/20th class day or 4th/15th class day student rosters sorted by school and including student phone numbers generated from PeopleSoft

Overall impact of a business interruption:
Most of the administrative functions of Admissions could proceed as long as we have a few employees, a few telephones, and a few computers with PeopleSoft, network and internet access. It would take a while, at least 30 days, to get all processes back to normal speed. Admitting students and receiving and evaluating student-submitted documents and records are the processes which would have to continue, no matter where we are or for how long.