Case Studies Azusa Pacific University

Azusa Pacific University

Streamline Requests for Student Background Checks

When recent graduates head into job interviews, many potential employers need background information from the graduates's university before offering a position. Azusa Pacific University used Formstack to streamline, simplify, and speed up their student background check request process, which helps students get into jobs quicker.

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Challenge

When employers needed a background check on a student, they would receive a complicated PDF form through email or fax from APU. Once the PDF form was completed and submitted, the Undergraduate Enrollment Services Center (UESC) team would send emails to multiple departments to request necessary information. After the data was collected, it would be manually compiled into a final PDF document. This clunky process took at least two weeks to complete and often resulted in lost email threads and bottlenecks.

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Solution

Employers now fill out a simple online form to request the student information they need. Once submitted, any department that needs to provide information is alerted automatically through Forms Workflows. When all departments have submitted the necessary information and files, the UESC is notified for final approval. All data and files uploaded from the form are then sent to Formstack Documents, which automatically creates a final PDF package with all supporting documents and an official letter on AZU's letterhead.

Kow Samman
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“We knew Formstack would be a good solution because it's so easy to use. This process was something our users in the Undergraduate Enrollment Services Center could build with limited knowledge of technology and minimal interaction with I.T. If changes are to be made in the future, they can easily make them without having to contact I.T.”

Kow Samman

Productivity Solutions Product Manager at Azusa Pacific University

Results

Eliminated long email threads

Eliminated long email threads

Improved process completion time by 1 week

Improved process completion time by 1 week

Minimized bottlenecks with improved tracking

Minimized bottlenecks with improved tracking

Automated PDF document creation

Automated PDF document creation

Placed students into jobs quicker

Placed students into jobs quicker

Reduced manual data entry

Reduced manual data entry

Streamline Requests for Student Background Checks

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