One goal of the digital transformation is to simplify administrative processes for students and staff. Dabirian’s IT team has gone a long way toward achieving that goal, spending the past few years rolling out Acrobat Sign, Adobe Acrobat DC, and Adobe Experience Manager Forms and creating digital workflows across campus.
“We wanted to improve graduation rates by removing barriers for students, who spent a lot of time filling out forms and running around campus collecting signatures whenever they wanted to add or drop a class or change their major,” says Joe Luzzi, Assistant Vice President of Enterprise Resource Planning at CSU Fullerton. “With Adobe Acrobat Sign and Adobe Experience Manager Forms, we simplify and streamline the whole process for students, so they can focus on their studies.”
Using the Automated Form Conversion feature in Experience Manager Forms, CSU Fullerton has converted more than 90% of paper-based form processes into digital form processes. Students can access forms at any time through the student portal, making it easier for students to add or withdraw from classes, change their major or minor, request a leave of absence, and more.
By integrating Adobe Experience Manager Forms with other systems, such as the student information system, CSU Fullerton can pre-populate forms with known student information. When a student wants to withdraw from a class, for example, the form fills in the student’s name, student ID, and provides a list of the courses that the student is enrolled in. This integration leads to fewer errors, reducing the chances that students will need to re-submit forms.
Adaptive Forms in Experience Manager Forms also helps to reduce errors by helping students submit the correct information. While CSU Fullerton once had multiple withdrawal forms—different forms for different reasons for withdrawal—now there is a single digital form for all withdrawals. Students answer a few simple questions, and the form shows them the right fields for their situation. The digital form also checks that all mandatory fields have been filled in before the form can be marked as complete, further improving accuracy.
After a form is completed online, the document is automatically routed to any signers, such as faculty or deans, before it is sent to administrative staff for review and approval. That means processes that might have taken a week or more, and multiple in-person signatures, can now be completed in a few hours, saving students and staff about 108% of administrative time per document.
In cases such as medical withdrawal, working with digital forms helps protect student privacy. Attachments, such as medical documentation, are encrypted and hidden from most viewers. Only authorized viewers, such as the medical review team, can view the information. Approved forms are stored in the records and registration systems where they can be retrieved only by authorized staff.