View
219
Download
0
Category
Preview:
Citation preview
Graduate Admissions Project (GAP)Departmental Info SessionMarch 2011
BackgroundMcGill receives approximately 14,000
applications to Graduate programs each year.
A manual, paper-based process.One of the top reasons (besides
funding) that applicants gave for not accepting McGill’s offer of admission was because of the amount of time it took to receive the offer.
Many applicants had received and accepted offers from other institutions by the time they receive notification of their acceptance to McGill.
Goals of the projectTo assess the current application and evaluation
process for Graduate Admissions, focusing on:◦ the student experience ◦ availability of technologies. ◦ improving the information available to the decision makers
As a result of our analysis recommend and implement process changes in accordance with “best practices”.
To move the current “paper-based” Graduate Admissions Process to a model where information is collected and stored electronically, allowing access from various points in the process workflow.
Analysis Phase
BenchmarkingTelephone interviews were done
with McGill’s peer institutions in Canada and the US.
Questions during the interview centered around the overall graduate admissions process and a paperless process.
Those deemed highly efficient or with similar technology were selected for site visits.
Benchmarking Site Visits
Visits were made to the following institutions:
Concordia University
University of Waterloo
University of Western Ontario
Arizona State University
Departmental MeetingsInformation Sessions (Large Groups)
◦ 7 were scheduled covering all graduate departments
◦ Took place between November 2009 and March 2010
◦ GPCs and GPDs were invited ◦ Information was given regarding the background
and goals of the projectIndividual Department Meetings
◦ Met with all 86 graduate departments◦ Meetings took place during the same time period
as the Information Sessions.◦ Purpose of the meetings was to gather information
about the admissions process of each department
Student Focus GroupsThree focus groups were held.Groups were made up of a
mixture of recently admitted graduate students (Masters, PhD, International, Domestic).
Students were asked their opinion of the current graduate admissions process.
Quotes from Focus Groups“If the decision to attend McGill was made just
on the admissions process, I wouldn’t be here today!”
“At U of Michigan where I applied, there was no comparison; everything was online, in PDF format you can build your admissions portfolio/ change and edit things right up until you pay. References are online you just put in contact information.
“It would be nice to have the security to know that all your documents have been received by the deadline.”
Results of Data Gathering Benchmarking other universities:
◦ More sophisticated, dynamic, visually appealing and technologically advanced.
Graduate departments: ◦ Current application is irrelevant; many don’t use the
application as a source of information, many ask applicants to fill out additional forms
◦ Many bottlenecks that slow the process down were identified in the current process.
Student Focus Groups:◦ Graduate applicants find application process confusing.◦ Clearer guidelines and more transparency would be
appreciated by applicant.◦ Improved communication and customer service were also
important factors to improving the student experience.
Admissions Process
Ap
plican
tD
ep
art
men
tG
PS
Applicant fills out online
application on Minerva
Applicant sends supporting
documents to department
Department reviews applicants
Recommend?
Graduate Recommendation
Form (GRF) completed by
department on Banner
File reviewed for completeness by
Admissions Officer
File Complete?
Student admitted; GRF and Banner
updated; Admissions letter and package sent
File reviewed by Admissions Officer
for admissions requirements
Meets requirement
s?
Justification Provided?
File given to GPS Admission
Committee for final decision
File approved by Admissions Committee?
Student is refused
Yes
Paper applicant file
sent by department
to GPS
Yes
No
No
Yes
Yes
No
Current Admissions Process
Yes
Process SolutionSplit the responsibility for the final
admissions decision between the departments and GPS
Maintain GPS oversight for certain types of files that were identified during the analysis and consultation
Give departments responsibility to process final decisions for certain types of files
Introduce an in-system spot checking function to ensure quality control standards are being met within the departments
Departmental Responsibility
All Recommended Canadian Masters applicants with CGPA > 3.0 1576
Total 1576
43%
The departmental portion is made up entirely of Canadian* applicants recommended for a Masters program with a CGPA > 3.0
* Canadian applicant defined as an applicant who has completed all of their university level degrees at a Canadian university
• Based on figures from the Fall 2010 admissions cycle
Breakdown of Departmentally Responsible Files
Breakdown of GPS Responsible FilesThis portion represents recommended PhD applicants
24%
This portion represents applicants recommended for a Qualifying Program
This portion represents applicants recommended for Ad Hoc Masters programs and masters programs where the CGPA < 3.0
This portion represents recommended international applicants
26%
4%
3%
GPS Responsibility
All recommended PhD applicants (Int'l + Can) 844
All recommended qualifying applicants 123
All Recommended Canadian masters applicants with CGPA < 3.0 or Ad Hoc masters applicants 154
All recommended International applicants not included above 953
Total 2072
Departmental Responsibility 1576
GPS: 57%
DEPT: 43%
GPS Responsibility 2072
• Based on figures from the Fall 2010 admissions cycle
Total Number Recommended 3648
File Responsibility Split
With the new model the departments would have the autonomy to make final decisions for 43% of the applicants who are admitted.
Ap
plican
tD
ep
art
men
tG
PS
Completes Application
Uploads Supporting Documents
CalculatesGPA
EvaluatesApplicants
GPS Evaluation
File Complete
Recommend?
Domestic
Applicant
Yes
Offer LetterReceived
Academic Review of Applicant
Accept?
Provide Justification
Yes
New Admissions Process (Finalized)
Refusal Letter
Received
No
GPA > 3.0?
Masters Applica
nt
Yes Yes
No
Yes
Refusal Sent
No
No
NoEnglis
h Req. Met
No
Yes
Random spot checks of applicants admitted by departments
No Accepted?
Yes
Solution
DeliverableA dynamic online application platform
◦ Departmental Self-service Program specific questions Program specific reference letters Faculty/Department specific application deadlines
The collection and storage of electronic supporting documentation◦ Electronic letters of reference◦ Paperless environment
Electronic evaluation and decision making◦ The ability to move applicant files via workflow
Better and more transparent information provided to student about their application status
Application Form
Referee Module
Applicant Portal
Program Specific
Questions
New Look and Feel
Smarter and More Dynamic
Customizable by Dept.
Secure and personalized
CompletelyElectronic
Transparency for the
Applicant
More user friendly
Ability to Upload
Documents
Publicly Accessible Systems
Admin Module
CGPA Calculator
Applicant Evaluation
System
Department Self Service
User Management
Centralized Admissions Deadlines
System Settings and
Controls
Application Deadlines
Document Checklist
Program Specific
Questions
Administrative Systems
Electronic Viewing of all Applicant Files
Accessible from
anywhere
Evaluation and Commenting Done Online
Web Based Calculator
AdministeredCentrally
Integrated with Banner
and CMS
GPA CalculatorNew web based tool that will
replace the current Excel spread sheet.
Will automatically calculate the GPA to McGill standard. Users will still need to enter grading information from the transcripts.
Initial version will be available in September 2011 as the first deliverable of GAP
Benefits to Departments More control over online application settings
(deadlines and questions) Faster applicant file completion time
◦ Electronic documents uploaded directly from the applicant◦ No mail to open and sort◦ No paper to file and manage
Electronic file review ◦ Files can be viewed by multiple staff members at the same
time◦ Files can be viewed from anywhere◦ Collaboration between Departments and GPS quicker and
easier The new admissions process gives more
responsibility to departments to admit graduate students without GPS intervention
InitialProtot
ype
BetaVersio
n
FinalVersio
n
Jan2011
Feb2011
Mar2011
Apr2011
May2011
June2011
July2011
Aug2011
Sept2011
Oct2011
Nov2011
Dec2011
Jan2012
Feb2012
Mar2012
Apr2012
May2012
Specs and
Documentatio
n
Development
and testin
g
FinalVersion
Drupal
Integrations
Development of
training materials
Training Training of users
June, July, AugSummer
2012
Development of structure to
support initiative
(Post Project)
Change Management
Sept
2012
GO LIVESept 2012
Organizational Development/ Implementatio
n of the Change
Initiative
Questions?
Recommended