University Teacher Education Admission and Licensure Tracking System

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The Office of Candidate Services is tasked with the admission and licensure process for all students in the College of Education who are seeking a teaching license.  Our previous system of decentralized data across multiple platforms was overwhelming and inefficient. Airtable provides a unified environment where our data “lives” while also doing the work of managing and disseminating our data for us.

The base houses all of our data from the point our students apply to the program to the issuance of their teaching licenses.  Airtable allows us to track our students as they move through this process and gives us the ability to share real-time updates with individual program coordinators through the use of views that are created uniquely for each program and for each step of the process.

Some of the highlights of our workflow include:

  • Students submit their application on a form that inputs directly to Airtable and begins the tracking process. We complete the record with program-specific information and start the “flow” through the admission and licensure process. Through a series of statuses, students’ records always appear in the proper step of the process. 
  • Changing these statuses “moves” the records along. By creating views for each step of the process, we always have an updated, accurate list of our students and where they are in the program.
  • Coordinators can check the progress of their program’s students via a password-protected, FERPA-compliant, private link to read-only views created specifically for them.
  • When students have completed steps along the process, we notify them using the SendGrid block. In just a few clicks, personalized emails are automatically sent to students using the data that’s already in our Airtable base.
  • The Page Designer allows us to provide individual updates to our candidates along the way. As we enter and update data in our base, the information on these updates is always current.

Data is not just information to be stored; it drives our programs’ decisions and helps to identify areas of needed improvement. Throughout the process Airtable’s robust features helps us make these data-informed decisions while giving us the information we need for federal and accreditation reporting purposes. All of our data is now just a few clicks away.

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Updated January 7, 2019 at 9:29 PM
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Gary Bunn

Director, Office of Candidate Services University of Central Arkansas Conway, Arkansas
Explore the base
SUBMITTED
APPLIED
NOTIFY
WAIVER
ADMITTED
INTERNSHIP
LICENSED
COMPLETED NOT LICENSED
NOT LICENSED GALLERY
ARCHIVE
ALL DATA
Grid view