There were 115 surveys initiated on-line but for analysis purposes, 89 were considered complete. Of the 89 surveys, 76 surveys meet the criteria of offering on-line programs and have responded to most of the questions regarding the identity management practices (questions 3 and on).
Admissions | 17 | 17% |
Registrar | 44 | 43% |
Distance Education | 27 | 26% |
Information Technology | 2 | 2% |
Other: | 12 | 12% |
Out of 102 | ||
Continuing Education | ||
Enrollment Services | ||
Student Services (2) | ||
Enrollment Management | ||
Dean School of Education | ||
Education | ||
Institutional Research | ||
Academic Dean | ||
Academic Lead | ||
Compliance | ||
VPAA |
0 | 10 |
<=100 | 20 |
>100-500 | 15 |
>500 - 1000 | 10 |
1001 + | 21 |
Grand Total | 76 |
0 | 2 |
<=100 | 21 |
<500 | 9 |
>500 | 5 |
Unknown | 39 |
Grand Total | 76 |
Together | 60 |
Separately | 9 |
Other | 7 |
Grand Total | 76 |
Together | 60 |
Separate | 9 |
Other | 7 |
Grand Total | 76 |
Internal aggregation of “suspects” (inquiries, camp attendees, etc) | 59 |
Obtain potential “suspects” from third party | 37 |
Other | 19 |
Grand Total (duplicated) | 115 |
Test Score Referrals | 22 |
High School Meetings | 21 |
Alumni/other gatherings | 35 |
Phone inquiries | 60 |
Other (32 were online, e.g., email, web) | 46 |
Grand Total (duplicated) | 184 |
Submit an application | 60 |
Email inquiry | 67 |
Inquiry through camps recruiting portal | 45 |
Phone inquiries | 64 |
Request for site visit | 30 |
Response to Customer Relations Management (CRM) | 24 |
Other (3rd party?) | 13 |
Grand Total (duplicated) | 303 |
User supplied email address | 66 |
Establish/use institutional email address | 15 |
Use the parent/guardian email address | 10 |
Send by US Postal Service | 36 |
Contact by voice (phone) | 58 |
Contact through personal appearance | 27 |
Other | 9 |
Grand Total (unduplicated) | 221 |
1 - First contact from prospect and request for information | 1 |
2 – Initial Application | 20 |
3 – Completed application portfolio | 3 |
4 – Admitted | 26 |
5- Received deposit/earnest money | 8 |
6 – Registration completed | 11 |
7 – We don’t assign initial login credentials. We accept esisting credential from services like Google, Facebook, Twitter, CollegeNet, etc. | 0 |
8 – Other | 4 |
(blank) | 3 |
Grand Total | 76 |
Admissions (low risk) | 40 |
Financial Aid (high risk) | 38 |
Housing (low risk) | 19 |
Course enrollment (high risk) | 48 |
Learning management system access (high risk) | 49 |
Distance education services (high risk) | 44 |
Testing/assessment (high risk) | 20 |
Campus Services (portal, calendar, email, etc.) (medium risk) | 46 |
Other | 6 |
Grand Total (duplicated) | 310 |
1-Assigned by the system | 55 |
2-Chosen by the user | 15 |
3-Other | 4 |
(blank) |
2 |
Grand Total | 76 |
Send via US Postal Service | 25 |
Send to a prospect – provided mobile | 1 |
Send via email to a prospect – provided address | 30 |
Send a one-time link to a password selection page (via US Mail or email or mobile) | 4 |
Ask a prospect to access a webpage and choose/obtain login credentials (user id/password) | 10 |
Blank | 23 |
Other |
4 |
Yes | 30 |
No | 38 |
Blank | 8 |
Initial application | 2 |
Completed application portfolio | 1 |
Admitted | 11 |
Received deposit/earnest money | 3 |
Registration complete | 9 |
Other |
5 |
Send via US Postal Service | 6 |
Send to a user-provided mobile number | 0 |
Send via email to user-provided address | 12 |
Send via email to an institutionally-provided address | 7 |
Send a link to a password selection page | 4 |
Other |
8 |
Blank | 47 |
Yes | 27 |
No | 4 |
Blank | 45 |
Grand Total | 76 |
Prior to first contact from person | 21 |
First contact from person and request for information | 24 |
Initial application | 46 |
Completed application portfolio | 37 |
Admitted | 23 |
Received deposit/earnest money | 10 |
Registration completed | 15 |
Never | 5 |
Yes | 56 |
No | 7 |
Blank | 13 |
Grand Total | 76 |
Yes | 6 |
No | 49 |
Blank | 21 |
Grand Total | 76 |
First contact from prospect and request for information | 2 |
Initial application | 7 |
Completed application portfolio | 6 |
Admitted | 10 |
Received deposit money | 1 |
Registration completed | 5 |
None of the above. We don’t do identity proofing | 25 |
Blank | 8 |
Other
*Traditional students are required to show drivers lecense etc in order to receive their ID Card. Off campus students are not required to show any proof and receive a non-photo ID card. |
12 |
Admissions | 24 |
Registrar | 16 |
Bursar | 8 |
Identity/Campus Card | 8 |
Orientation | 2 |
Academic Unit | 6 |
Distance Education | 13 |
Other |
7 |
Password reset requirement | 7 |
Issuance of an identity card | 15 |
Issuance of a new/permanent login credential | 7 |
Other
|
6 |
Access to confidential information |
Admissions officers and faculty and staff in academic unit have the most contact with the student, and are best able to validate identity. |
All other steps up to this point are relatively automated. |
Because it occurs before they are actually enrolled in courses. |
Best Practices |
Chosen by others at university. |
Compliance with Federal regulations regarding financial services initiated the process to require identity proofing. Once the Bursar started it, the Registrar, Financial Aid office and other academic units on campus began checking ID credentials. |
Identity is established in admissions process and then confirmed at multiple times throughout student's education. |
It is the only point where every distance student comes f2f and must show id. |
Linked to actual performance of the individual |
NA |
Need to verify identity at beginning of program |
Our admissions staff brings the student in, it was the logical place for our organization. |
Our office handles them from inquiry to registration so it was natural to have identity verification become part of the process. We verify them through pastoral references as we are a Bible College. We require the same verification for our face-to-face students as well. |
Our program is for teachers only. The proof of identity is provided by the public or private school in which the teacher is employed. |
Right now, proctors/supervisors are the only folks who actually see the person and compare that person to a government-issued picture ID |
That is when the school policy requires. |
This followed most closely to our standard operating procedure already in place. |
This is the first and best time to get sensitive data. This is the most secure time in the process. |
This is the way the system has emerged over time. |
This is when a person is admitted to a program and will begin taking classes. |
University Policy |
Unk |
unsure - the practice has been in place for a while - the folks who established it aren't here any more to ask |
Use Versign for validation and FA would note any conflicting information which must be resolved |
We provide verification of person with the email after registration has been completed as it presents some degree of confirmed knowledge about who the student might be. There is really not absolute confirmation without additional verification via photo and other evidence provided through federal or state identification. We do this also but again in a distance learning setting, this is always a challenge. |
We want to have identity information prior to making an admissions decision. |
(blank 49) |
Name | 63 |
Address | 63 |
Birth Date | 61 |
Email address | 63 |
High School Transcript | 39 |
Test scores | 42 |
Parent/guardian name | 36 |
Parent/guardian address and contact information | 35 |
Academic interest | 53 |
Academic term in which the student expects to enroll | 56 |
Financial aid information | 36 |
Credit card number or bank account number | 14 |
Post secondary institution (if transfer student) | 51 |
Other notable social security number |
14 |
Question | Fax | US Postal Service | File Upload | Video/Skype | Responses | |
---|---|---|---|---|---|---|
Government picture ID |
10 | 15 | 14 | 4 | 1 | 44 |
Credit card | 2 | 4 | 4 | 4 | 0 | |
Physically notarized documents | 4 | 6 | 13 | 2 | 0 | |
Electronically notarized documents | 8 | 4 | 5 | 4 | 0 |
In person appearance at notary office | 3 |
In-person appearance on campus | 34 |
Third party vendor to validate identity. Please identify.
|
12 |
Other
|
11 |
Yes | 19 |
No | 40 |
Yes | 22 |
No | 37 |
Campus-wide governance board | 21 |
Admissions/Registrar Office | 61 |
Audit Office | 8 |
Identity/Card Office | 22 |
Office of General Counsel | 20 |
Security Office | 11 |
Privacy Office | 10 |
Distance Education Office | 41 |
IT Management Team | 38 |
IT Technical Staff | 23 |
Other
|
9 |
All of these. |
As stated above, also possible fraud, identity theft, .....there is much to learn |
Charges, by faculty and others, that we don't necessarily require the same kinds of identify proof of students attending class on-campus. Logistics to be sure it is done consistently, fairly, and reasonably. |
Doing something beyond what we currently do would be extremely inconvenient for students and prospects. It would also be very labor intensive for staff. |
It is cumbersome but the reality is that identity theft is the number one White collar crime in the United States and it is our obligation to ensure the identity of the applicant, the active student, and graduates. What is worrisome is that as fast as technology may cover the exposure the dishonest individuals respond just as quickly to the security changes. |
It's important to enhance the identity proofing process at our Institution. |
labor intensive, time consuming, will potentially slow down the process to enroll for classes. |
My concern is access students allow parents, spouse and significant others without completing the proper consent to disclose forms for this access. |
Not having the students prove identity defies any common-sense. I believe we are open to all sorts of difficulties by not mandating identity proof. |
There has only been one instance where we received unreliable information. we caught the person before they were accepted into the program so there was no harm done. We used a social networking site to discover their pastoral reference's true identity and were able to confront them with their attempt to deceive us. |
This information is extremely confidential, just as SS information is confidential. I am not sure anyone should look at this data except for key representatives within an assigned admission area. It is labor intensive to be sure but automation is very expensive and often hard for smaller schools to utilize these complex systems. |
We constantly woory about it from the area of records management, but rest of institution doesn't semm to concerned. |
We currently don't do identity proofing, but are in the process of developing our policies and procedures related to this. |
When applying for financial aid, the FAFSA process has certain requirements and that is the documentation for most students. |
Why aren't we having the same discussion regarding f2f students? How do we know that every student sitting in a large lecture hall and taking exams is who s/he says they are? |
With over seven different admitting offices, coordinating this process would be cumbersome. |