Processing Applications

Applications

All applications can be found under the Applications App. All active applications will have a status, as detailed below. The applications can be filtered by using the advanced search panel. All applications should have some level of interaction at least once a week.

Pioneer Path & Temporary Acms. Applications

This process should occur once a week by GAs. 

Incoming status will be “PP - Ready for WM”

1. Open application 

2. See where they are taking classes (Denton, Dallas or Houston) & assign the application to the correct coordinator 

   1. Denton: last names A-L - Shea

   2. Denton: last names M-S - Jessica 

   3. Denton: last names T-Z - Tiara

   4. Dallas: Sharla

   5. Houston: Kristie 

3. Check the questionnaire section & files

   1. If both are blank, send the application back to draft & move to the next application. 

   2. If one or the other is completed, proceed with the next step.

4. Navigate to mailbox 

   1. Send them the invite to schedule a welcome meeting based on campus location. 

   2. Email should be sent by Disability Services

5. Navigate to Overview 

   1. Change status to “1st Contact” 

6. Repeat the steps with the next application 

Status “1st Contact” 

1. Open application

2. Copy ID number & search through all staff calendars to see if meeting has been scheduled

   1. If there is a meeting, change status to “PP - WM Confirmed”

   2. If there is no meeting, navigate to mailbox 

      1. Send them the invite to schedule a welcome meeting based on campus location. 

      2. Email should be sent by Disability Services

3. Navigate to Overview 

   1. Change status to “2nd Contact” 

4. Repeat the steps with the next application 

Status “2nd Contact” 

1. Open application

2. Copy ID number & search through all staff calendars to see if meeting has been set 

   1. If there is a meeting, change status to “PP - WM Confirmed”

   2. If there is no meeting, navigate to mailbox 

      1. Send them the invite to schedule a welcome meeting based on campus location. 

      2. Email should be sent by Disability Services

3. Navigate to Overview 

   1. Change status to “Final Contact” 

4. Repeat the steps with the next application 

Status “Final Contact” 

1. Open application

2. Copy ID number & search through all staff calendars to see if meeting has been set 

   1. If there is a meeting, change status to “PP - WM Confirmed”

   2. If there is no meeting, navigate to mailbox 

      1. Send them the final contact email, subject “Still Interested in Accommodations?”

      2. Email should be sent by Disability Services

   3. Navigate back to Overview & archive the application (see below)

Oakley Path Applications

This process should occur once a week by coordinators.

Incoming status will be “OP - Ready for Review” 

1. Open application 

2. Review questionnaire & files 

   1. If the content makes sense & there is a reasonable connection, set up the student profile, transfer application & send the usual emails to notify them of the approval

   2. If the content does not make sense, & there is NOT a reasonable connection, invite the student for a welcome meeting

      1. Navigate to mailbox 

         1. Send them the invite to schedule a welcome meeting based on campus location. 

         2. Email should be sent by Disability Services

      2. Navigate to Overview 

         1. Change status to “1st Contact” 

      3. The application will follow the steps of 1st contact/2nd contact, etc. 

3. Repeat the steps with the next application 

Missed Welcome Meeting

Coordinators:

If a student misses their welcome meeting, send them the “We missed you today!” email. 

Change status to “1st Contact” so the application to moved back into the processing flow.

Note: if the questionnaire is blank & there are no files uploaded, send the app back to draft. 

TSI Applications

This process should occur once a week by coordinators.

Incoming status will be “TSI Ready for Review” 

1. Open application 

2. Review questionnaire & files 

   1. If the content makes sense & there is a reasonable connection, set up the student profile, transfer application & send the usual emails to notify them of the approval

   2. If the content does not make sense, & there is NOT a reasonable connection, invite the student for a welcome meeting

      1. Navigate to mailbox 

         1. Send them the invite to schedule a welcome meeting based on campus location. 

         2. Email should be sent by Disability Services

      2. Navigate to Overview 

         1. Change status to “1st Contact” 

      3. The application will follow the steps of 1st contact/2nd contact, etc. 

3. Repeat the steps with the next application 

Draft Applications

This process should occur once a month by GAs. 

1. Open draft application

2. Navigate to the mailbox

   1. Send them “Don't Forget to Finish Your Application!” email 

   2. Email should be sent by Disability Services

3. Repeat next month. 

At the end of the term, AD or Director will archive all remaining draft applications. 

Archiving Inactive Applications 

After one week, pull all “Final Contact Made” applications and do the following:

1. Check for any communication from the student in the DSS email. Answer any questions, schedule appointments, etc. for the student. Follow the steps above if applicable.

2. Check staff calendars to see if they have a welcome meeting. If they did, follow the steps above. 

If there is no communication from the student or scheduled Welcome Meeting, proceed:

3. Archive all applications with “ Final Contact Made” IF they have not responded to any email attempts or requested appointments. 

*Note: When a student’s application is archived they are no longer able to upload documentation to myDSS. They will be required to email their documentation to staff or the dss@twu.edu email. 

Scheduling Reminders

• For full-time Denton staff (Shea & Jessica & Tiara), max appointments per day is 3 with 30 minutes breaks in between. 

• For part-time coordinators (Sharla & Kristie): 1 appointment per day. If a student's availability is only in the afternoon, they can be flexible. Contact them prior to scheduling a student for an afternoon appointment, so that they are aware. 

• Do not schedule students with Sharla or Kristie on Fridays unless it is an emergency, as this is their catch-up day. 

• Sharla and Kristie can also help with overflow of Denton students, only during peak time or if Shea & Jessica are both swamped.

• Sharla and Kristie proctor exams throughout the week. Review the testing schedule prior to confirming an appointment.

• Nadaya will take new student appointments during high peak times at the beginning of the semesters.