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UVA Didn’t Just Imagine a Better Onboarding Process—They Made It Happen

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Challenge

UVA needed a scalable, efficient way to manage student onboarding as enrollment grew, while reducing administrative burden and improving collaboration among teams.

Results

With VZO, UVA streamlined its onboarding, reduced manual processes, and enhanced team collaboration—resulting in a more efficient, scalable, and student-centered experience.

Key Product

VZO

5+
Departments Aligned
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Staff Training Preparedness

If we have a powerful tool, a powerful setup, and a team that is ready to go, responsive, and extremely helpful, that only opens avenues for us. It helps us streamline. It helps us dream big. It helps us think about how to program for gaps and align orientation with institutional values.

Nathan Flyzik

Assistant Director of Student Engagement

Summer Orientation_0_0

UVA and their Orientation Program

The University of Virginia (UVA) is committed to fostering student success through innovative Orientation & Transition Programs. These initiatives help students develop personal goals, connect with peers, faculty, and staff, and build a strong sense of community. By supporting both academic and social transitions, UVA ensures that students are equipped with the foundational skills and resources they need for long-term success.

Introduction: The Challenge of Scaling Orientation at UVA

The University of Virginia (UVA) faced a growing challenge: how to effectively scale its student onboarding process while ensuring an efficient, engaging experience for students and their families. With enrollment increasing, orientation leaders needed a smarter, more adaptable system to handle logistical complexities, reduce manual work, and enhance communication.

With Visualzen Onboarding (VZO), UVA found a solution that streamlined operations, empowered staff, and enhanced the student experience.

The Transformation: How UVA Leveraged VZO to Drive Innovation & Efficiency

Confidence & Empowerment: A System That Works for the Team

"VZO helped us cut down on time-consuming tasks so we could focus on engaging students."
— Betty Chelli, Associate Director for the Second Year Experience

Watch the interview with: Funlola Fagbohun & Kasamira Lee Wojcik


Before VZO, UVA staff relied on a mix of manual processes and disconnected systems, which led to inefficiencies and delays in responding to students and families. After implementing VZO:

  • Staff felt more confident in handling high-volume onboarding periods.

  • Redundant tasks were reduced, allowing team members to focus on higher-value engagement.

  • Team members were able to support each other more effectively, ensuring a seamless onboarding experience.

Collaboration & Team Alignment: Unifying Orientation Operations 

"Orientation is such a big program, often run by small but mighty teams. VZO created a system that was clearly defined, allowing us to quickly resolve issues and keep things moving."
— Funlola Fagbohun - Associate Director of the First Year Experience

Watch the interview with: Tabitha Enoch & David Sauerwein


UVA’s orientation process requires multiple departments to work together seamlessly. With VZO’s real-time collaboration tools, teams could:

  • Centralize communication, reducing bottlenecks and increasing responsiveness.

  • Provide real-time updates to students and families, ensuring they received timely, accurate information.

  • Strengthen teamwork, ensuring that every member of the onboarding team had access to the same critical information.

Imagination & Innovation: A Platform That Adapts to UVA’s Needs

"We were able to come up with innovative ideas in real-time, drawing insights from other institutions and implementing solutions that fit our needs."
— Nathan Flyzik - Assistant Director of Student Engagement

Watch the interview with: Nathan Flyzik & Funlola Fagbohun


VZO’s flexibility allowed UVA to customize workflows and adapt its orientation process based on evolving needs. Key innovations included:

  • Enhanced student notification features to ensure students never missed an important update.

  • Customizable workflows that provided UVA with a tailored experience, rather than a one-size-fits-all solution.

  • The ability to draw insights from other institutions and apply best practices to improve efficiency.

Efficiency & Streamlining: Reducing Complexity & Saving Time

 

"The notification feature was really awesome… students can now see all messages in the system without searching emails."
— Kasamira Lee Wojcik - Administrative Assistant

Watch the interview with: Funlola Fagbohun & Kasamira Lee Wojcik


With VZO, UVA was able to
cut through administrative complexity and create a more seamless experience for both staff and students. The impact:

  • Faster, more efficient communication with students through real-time notifications.

  • Automated processes reduced the need for manual work, freeing up staff to focus on student engagement.

  • Smart filtering enabled UVA to segment students and deliver personalized experiences, ensuring they received the right information at the right time.

Scalability & Adaptability: Preparing for Future Growth

"Our enrollment is only going up. VZO helps us streamline, dream big, and align orientation with institutional values."
— Nathan Flyzik - Assistant Director of Student Engagement

Watch the interview with: Nathan Flyzik


As UVA’s student population grows, VZO has positioned the university to scale its onboarding processes effortlessly. The platform’s adaptability ensures that:

  • Orientation teams can handle increasing student numbers without added administrative burden.

  • UVA can continue aligning onboarding efforts with institutional values and strategic goals.

  • New student engagement initiatives, including second-year experience programs, can be supported through VZO’s customizable framework.

Results: UVA’s Onboarding Success with VZO

"VZO didn’t just streamline our orientation—it transformed the way we engage with students and families."
— David Sauerwein, Associate Director for Parent & Family Programs and Posse Liaison

Improved staff efficiency, reducing redundant tasks and freeing up time for high-impact engagement.
Enhanced communication, with automated notifications ensuring students never missed key information.
Increased scalability, enabling UVA to onboard more students without additional administrative strain.
Greater collaboration, ensuring all teams worked together seamlessly to deliver an outstanding orientation experience.

Conclusion: The Future of Onboarding at UVA

UVA’s journey with VZO proves that when institutions invest in the right tools, they unlock new possibilities. By combining efficiency, collaboration, and innovation, UVA has set a new standard for what’s possible in student onboarding.

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