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DES NEWSLETTER The Division of Enrollment Services Newsletter Southern Methodist University An Electronic Newsletter of Undergraduate Admission, Financial Aid, Student Financial Services, and the University Registrar Volume V, Issue II February 2006 |
    Staff News from DES
NEW STAFF
STAFF LEAVING
PROMOTION
ANNIVERSARIES
Epi Ramirez
Chris Sekerke - 6 years
Deveron Ellison - 4 years
Summer Kokic - 4 years
Michael Gomez - 1 year Marilyn Prokup - March 13 Greg Pulte - March 26 University Registrar Services Expand The University Registrar is pleased to announce the expansion of services with the coordinated efforts of the National Student Clearinghouse (NSC). The NSC was founded by the higher education community and is a non-profit organization that serves more than 2,800 colleges enrolling 91% of all US College students. SMU joins sister institutions such as John Hopkins Bloomberg School of Public Health, Rice, University of Chicago, and Yale in extending services to students.
Educational Verification Response time for obtaining this information provides a competitive edge for SMU students over other institutions that are not able to quickly provide this data when hiring decisions need to be made immediately. Registrar staff time has been freed to modify other processes and no longer handles multiple requests, phone calls, mailed or faxed requests for this data.
Transcripts No longer does the Registrar’s Office manage multiple requests for transcripts or charge student credit cards. An overnight service charge is collected up front by the Clearinghouse thereby allowing the Registrar’s Office to locate quality, dependable and economical express service. In making these two processes more user friendly and quicker, SMU has made the job of processing these requests easier and more streamlined or everyone involved! Enrollment Resources Turns Up the Volume Enrollment Resources (ER) (the telephone customer service unit of Enrollment Services) was given a challenge this past summer to move to a different level of customer service. The goal was to become the telephone equivalent of the one stop shop. ER's focus is to reduce the number of calls transferred to other DES staff. This has been accomplished by having the ER staff obtain more knowledge in all areas of the Division. For six months the Enrollment Resources staff has worked closely with the four functional areas -- UG Admission, Financial Aid, Registrar, and Student Financial Services to develop an expertise that would allow them to answer many intermediate question in all four areas. ER staff each are assigned an area of expertise, meet regularly with staff in their assigned area and actively participate in training related to that area. The ER expert then regularly updates the other members of the team so that all are current on the latest information for all four areas. Another important aspect is working with each area to determine which calls need to be transferred to the staff in that area. In six month the ER team has reduced the number of transferred calls by 62%. In addition they have been able to increase the amount of time they spend with each caller in order to insure that the caller's questions are thoroughly answered. This has significantly reduced the number of repeat callers, improved customer satisfaction, and helped the functional staff better manage their calls.
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Very Important Ponies Some of our VIPs this month are: Stan Eddy - I'm a law student and just wanted to let you know how helpful I thought Stanley Eddy is. He answered all my questions thoroughly and went out of his way to help me. Epi Ramirez - Indeed, all IS well. Thank you so very much for your help. We sincerely appreciate your kind attention and your efforts to accomplish this delivery for us. What a lovely "registrar" experience. Got it! Thanks very much. I never got such great service from anyone at SMU until you. Thanks so much for sending the transcript I requested via voicemail yesterday. As always, I very much appreciate your quick response to my requests. Monica Gomez and Student Account Team - Outstanding [job of reducing the wait time at the Service Counter]. This is the result of great teamwork, and individual effort throughout DES. John Hall A big congratulation to you and all those involved in these significant leaps forward. Tom Tunks May thanks to Epi Ramirez, Kelly McMillan Milazzo, Peggy Boykin, Rose Johnson, Susan Evans, Joe Papari . . . and everyone, as everything we do is a team effort. Implementing the Clearinghouse's Transcript Ordering service is a significant milestone event for us in the on-going enhancement of the service we provide to the SMU community and an improvement in the efficiency in which we do it. Congratulations.
BUSINESS ETIQUETTE
This is the next in a series of articles by etiquette and protocol consultant Linda
Tyler Rollins. Ms. Rollins is a graduate of The Protocol School of
Washington and founder of Rollins Rules Etiquette and Protocol Consulting.
Ms. Rollins was associated with the University of North Texas Athletic
Department for twenty years before moving into consulting full time.
Ms. Rollins is available to present workshops and can be contacted through her
website at www.rollinsrules.com.
A huge thank you to Linda
for her insights and advise.
Pony
Protocol
Customer Service is a Family Affair
You have heard this one before: “Charity begins at home.” So? As in, so
what? Here’s what: Civility begins in your cubicle, and your co-worker’s
cubicle and your co-worker’s office, and down the hall, and everywhere
within your campus family.
Picture this: You have just handled a very difficult phone call from a
volatile customer aka student or parent. You know that call,
right? You were superb. Gracious charming, helpful – all the buzz that gets
you a gold star on your record.
You
hang up, turn around and a pesky co-worker has entered your space, maybe for
the umpteenth time today! So POOF goes all that wonderful customer service
and charm.
“Now what?” you snarl, morphing into the best Freddy Kruger ever.
What happened to the charm, the civility, the training? Is there a quota
that you have for the day, and if you spend it on the telephone, you have
none left for real people? I think not. Do treat your co-worker as you treat
your immediate family? That’s a real shame because you know you are nicer to
strangers than you are to your family.
Your co-workers are also your family. You are a team. This is where you
spend a vast portion of your waking hours. This should be a pleasant place,
not a battleground.
Take a few hints from Robert Fulghum’s book, Everything I Needed to Know
I Learned in Kindergarten:
This isn’t rocket science. It’s much more important than that.
Play nicely. It costs you nothing and gains you everything.
Remember. you can’t play the game if you don’t know the rules.
Important Dates March 13-18 -
Spring Break March 27 - Continuing UG Student Enrollment Period begins for
Summer and Fall 06 April 5 - last day to drop a course April 14 - Good Friday Holiday April 24 - last day to withdraw April 24 - Honors Convocation May 2 - last day of instruction May 3-4 - Reading Days May 5-11 - Final Examinations May 19 - Baccalaureate May 20 - Commencement May 21 - Residence Halls Close May 29 - Memorial Day Holiday
Quotation of the Month The shoe that fits one person pinches another; there is no
recipe for living that suits all cases.
SMU Trivia
Question
Answer
Monday Morning
Leadership
For the next several months
the DES newsletter will contain leadership ideas developed in the book
Monday Morning Leadership by David Cottrell. The book uses stories to
illustrate leadership concepts. Although the book is designed to assist
those in management positions improve and develop leadership skills, the
concepts illustrated should be broadly interpreted and can be used by
everyone. Please take time to consider how the ideas presented could be
beneficial to you.
Thank you, Greg Pulte for preparing these each month.
The Second Monday:
The second installment asks readers to define what their ‘main
thing’ is and discusses how to stay on that task.
Keep the Main thing the Main Thing
What is the Main Thing?
The main thing is our purpose or priority. Every person within ones
organization must be aware of what their main thing is. For example, the
‘main thing’ of DES is “to provide seamless, holistic service to students –
both matriculated and prospective – and the people who assist them in their
pursuit of higher education.” Essentially our main thing is to provide
excellent service to our students: prospective, current, and former, and to
the academic schools in their efforts to provide student support services
for these students. The four areas within DES each provide service to
students in many different and varying ways. Each and every employee must
not only understand the importance of this mission, each must strive
to ensure the missions’ objectives are successful. If someone were to ask us
to do something that is in conflict with our main thing, our supervisor will
support us when we say we cannot.
It is an individual responsibility to ensure that everyone is on the
same page and understands what their main thing is. Many times you will find
that when you depend on another’s perceptions to match your expectations,
you’re setting yourself up for disappointment. It is important to ask your
colleagues and coworkers some questions about what their main thing is. You
may be surprised to find that your thinking and
expectations are not necessarily shared by your colleagues. All must be in
agreement to achieve success - Our ships must all sail in the same
direction.
It is a natural tendency to blame pay, benefits, upper management,
salary administration, and other factors for someone’s resignation. People
however do not normally leave because of these reasons. People leave because
their manager is not meeting their needs. “People quit people before they
quit companies.” Although other circumstances may be a factor, the boss is
the principle reason why most people resign. Failure to communicate
and to establish effective working relationships with ones’ colleagues and
to define expectations contributes heavily to employee turnover. Defining
expectations is critical at all levels within the organization. Upper
management may define employee expectations, but employees also must
maintain expectations of upper management and communication is a two-way
street. If employees don't know what their manager's "main thing" is
-- ask!
It is the responsibility of each manager to develop a positive
relationship with each of his employees. If this does not occur, it is up to
you to make it happen. Employees must make time to manage
their own boss in the same way they manage those who report to them. It is
the individual’s responsibility to find out specifically what their
colleagues need from them. More to the point is the idea that individuals
must develop understanding of the needs and requirements of everyone
with whom we work, this includes students, coworkers at all levels within
the organization, and people with whom we work within the SMU community.
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