Welcome Center Front Counter

Front Counter Daily To-Do List

Opening-

Turn on lights in the lobby
Turn on TV and select an appropriate playlist
Make sure lobby is free of any trash and pillows are fluffed
Log into computer and open necessary tabs for front counter
Sanitize entire lobby area
Set Cougar Card A-Frame outside

Closing-

Make sure lobby is free of trash and turn off the TV
Refresh any of the UH literature throughout the lobby
Sanitize entire lobby area and
Bring Cougar Card A-Frame inside
Sign out of the computer and turn off lights, both for the entire lobby and behind the front counter

FAQs-

Where is the Cougar Card office?

The Cougar Card office is the fourth office on your right going towards the parking garage, the door reads "Cougar Card Office"

Where can I go to get my Metro Card?

The parking offices are located in the University Lofts on Calhoun Rd.

I sent in my transcripts but I still see it on my to-do list.

Ask the student to provide a date, time, and the method in which the transcript was sent. Search for the transcript in Campus Solutions and in the Transcript Library if it can't be located ask the student to email their confirmation along with their student information to admissions@uh.edu for further investigation

I'm looking to speak with someone in Graduate Admissions

Graduate Admissions is located in the E. Cullen building suite 102

I had a tour scheduled for (time) but I'm late can I just join the next tour group?

If they are more than 20 minutes late for the tour let them know that they can either wait for the next tour to start and if there is a no show they will be able to join or they can do the Self-Guided Tour on their own

I had an appointment scheduled with an Advisor and I haven't heard from anyone.

Ask the following clarifying questions:

Are you supposed to be meeting with a specific person or department?*
- If the answer is yes, ask who
- If they have a name of an admissions representative, please IM Christina Flake with the student’s name, ID, phone number, and who they’re supposed to be meeting with
Did you receive a confirmation email?
- If asked via email, forward the appointment confirmation
- If asked via phone, please read off confirmation email they received
- If it is an admissions appointment, message your direct supervisor for confirmation**
What is your name, phone number, and appointment date & time?

*If it is determined at any point in the conversation that the student should be speaking with another department, please direct them to the appropriate person/ department.

** If it is determined based on all confirmation pieces, that the student is supposed to be receiving virtual advising from the office of admissions, place the student on hold and contact your direct supervisor. They will then verify the student’s appointment information and provide further directives.

Transcript Process-

Step 1: Receiving a Transcript from a Student

Ensure the following information with the customer
1. - Is this an undergraduate transcript?
  - Is the transcript in a sealed envelope from the institution?
Ask the customer to write legibly on the envelope
1. - First and last name
  - UH ID number
  - Email address
Once you have ensured that the required information is on the sealed envelope, immediately send the customer the transcript received canned response in Front

Step 2: Stamping and Labeling Transcripts

Open the envelope and confirm the name on the envelope is the name on the transcript.
Using the received stamp, ensure that the date is correct and stamp the transcript in an open/ blank space. Write in your first name and last initial in the signature space
1. - Data on the transcript should never be covered with a stamp or written information
Open PeopleSoft and Click “Recruiting and Admissions”. Input the UH ID in the ID field and search for the student. Semester of Application and Application status are in “Application Program Data” and Admit Type is in “Application Data”
With a pencil, write the following information on an open/blank space on the transcript
1. - UH ID
  - UGRD Application Term & Year
  - Admit type/ Current Program Action or Application status

Step 3: Scanning Transcripts to the Transcript Library

Open PaperStream Capture app on desktop and load the transcript into the scanner with the text facing away from you
In PaperStream app select ‘Black’ or ‘Color’ (depending on the transcript) and wait for the scanner to scan the entire transcript, once finished select ‘Complete Batch’
Open Files app and complete the steps below
Change file name to match the following format: (Last Name,First Name_School)
Move file to the designated transcript folder on your desktop and upload to the Transcript Library*
1. - Go to Sharepoint and select ‘Office of Admissions Transcript Library’
  - Select the correct folder for the transcript you are wanting to upload (High School/College, Domestic/International)
  - Select the folder including ‘Welcome Center’ in the title, in the tool bar select ‘upload’ then ‘files’
  - Select the file you are wanting to upload and enter the student information (ID#, Application Term, Institution Name, First/Last Name, Program Status)

Step 4: Uploading Transcript to Document View

Open PeopleSoft and go to Document Upload
Input 00730 for Academic Institution & the applicant’s Id and the Empl ID
Input ADM for the Category ID and select the appropriate Type ID by clicking the spy glass
Click Browse and Upload to upload the appropriate document
Click Save

Step 5: Completing the Processing Form

At the end of each day the processing form needs to be filled out, if you have any questions ask your direct manager or front counter manager (see example below)

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