Graduate Recruitment & Admissions Best Practices …...Graduate Recruitment Best Practices and tips 1 Timing is key: Our goal is to provide our applicants an admissions decision within

Graduate Recruitment & Admissions Best Practices Workshop

Introduction

David Easler

Director Graduate Recruitment

[email protected] 216-687-5047

Recruitment and marketing

La John Dammons, Assistant Director

Admissions Processing [email protected]

216-875-9677

Graduate Admissions Processing

Kelly Burns, Coordinator

International Credentials Evaluation


International Graduate Admissions

Joshua Cramer,

Coordinator Registrar Operations


Onbase

Graduate REcruitment

Services Provided by the College of Graduate Studies

CRM GRE Search Communications Web content

The Hobsons Customer Relationship Management system (CRM) allows us to track our applicants from prospect to enrollment.

Utilizing over 30 search criteria, the GRE Search Service, allows us to reach prospective applicants who have demonstrated graduate-level readiness through their GRE test performance.

Using the CRM, the College of Graduate Studies communicates with applicants on a regular basis. We have the opportunity to collaborate on custom communications for your applicants.

In collaboration with IST and University Marketing, we can edit and make improvements to your existing program pages.

In collaboration with Admissions Processing and the Registrar, we have the ability to automatically admit or deny applicants based upon your desired criteria.

Auto Admit

•  Advanced reporting functionality. Data imported nightly from Peoplesoft.

•  Capture data on every contact interaction with CSU during the admissions process.

•  Interest page function allows visitors of our web pages to enter their contact information so that we can communicate with them.

•  Track students from prospect through enrollment, identifying why and how they converted.

•  Events portal for advanced event management.

Graduate Recruitment

Hobsons Connect CRM


Request Information Page


Request Information Page

In a recent study consisting of 12,000 applicants, over 2/3 said the Universities they were considering either took no personal interest in them, or they did not remember if they did. Longmire and Company Inc.


Communications

•  Communication is extremely important in attracting our

desired students. •  This starts from the prospect stage all the way through to

enrollment and beyond. •  Graduate applicants are looking for communications

from their department and College.


Communications

•  Submit your desired benchmarks for applicant admission. •  Perfect for programs that do not require a writing sample or

letters of recommendation. •  Admission can be processed within 24 hours of application

completion.


Auto Admit


Best Practices and tips

1 Timing is key: Our goal is to provide our applicants an admissions decision within 14 days of application completion for programs with rolling admission.

2 Security: When communicating with an applicant do not discuss specifics about their application decision unless they are using the email address from their application.

3 Communication: A prescheduled communication plan will reduce the amount of calls and email you receive.

4 Campus 411: Representatives in Campus 411 are a huge help to the University. They are at the front lines of most student questions.

5 Events: Any chance we get to bring interested students or admitted applicants to campus is an opportunity to build relationships.

6 Support: Whenever you need help, have an idea to attract more students or have any questions, contact me at any time.

•  Program Coordinator Queue •  Incomplete Review Queue •  Unqualified Review Queue •  Processing Questions

Admissions Processing

Processing Review

This queue is under the Application Review Lifecycle. This queue contains students with complete admission files. From this queue, the Coordinator/Director can review the applicants and process an admission decision. In addition, this queue provides the ability to forward an applicant for additional review. The key aspects of this queue are:


Program Coordinator queue

•  Decision Recorded – by making a decision on the summary sheet, and

selecting the Record Decision task, the application is ready for update to PeopleSoft.

•  Program Director Review – by selecting this task, the summary sheet moves to the program director review queue. The program director review queue has the same abilities as the Program Coordinator Review queue.

•  Assign Faculty – by selecting this task, Faculty Review sheets are generated and the summary sheet moves to the Faculty Review queue.

•  This queue is under the Application Processing Lifecycle. •  This queue contains applicants with incomplete files, meaning they have not

submitted all documents required to be considered for admission. •  Program Coordinators and Directors have access to this queue for review

purposes. If a Program Coordinator / Director wishes to make an admissions decision on a student with an incomplete file, they cannot do so from this queue.

•  This information must be communicated via email directly to the Assistant Director of Admissions Application Processing.

•  Attempting to make an admission decision from this queue will result in an error message.

•  By contacting admissions, the staff can update the checklist accordingly and move the summary sheet to the Program Coordinator queue for a decision.


Incomplete review queue

•  This queue is under the Application Processing Lifecycle. This queue contains applicants who have not met the general College of Graduate Studies admissions criteria.

•  Please note that an applicant may be considered unqualified for many reasons, including the age limit of the baccalaureate degree awarded.

•  Monitoring this queue can provide the Program Coordinator/Director the ability to review an applicant’s file and officially deny the applicant.

•  An applicant will only be in this queue if the file is complete, therefore decisions to deny can be made from this queue.

•  If a decision to admit the student is made, the request must be submitted via email directly to the Assistant Director of Admissions Application Processing.

•  The student’s record will be updated and the summary sheet will move to the Program Coordinator Review queue for a decision.


Unqualified review queue

Kelly Burns – Coordinator, International credential evaluation Blair Suttles – International credential specialist


International Admissions

Credential Evaluation

Accreditation, grade conversation and degree equivalency Support System

•  Visa regulations and immigration policies •  Student support •  English proficiency and ESL •  Waiving items

InternationalAdmissions Processing

Important Reminders

1 Deadlines: Spring – November 1st Summer – April 1st Fall – June 1st

2 Graduate Assistantship Offers

3 Non-Degree

4 F1 Regulations Full-time Online courses CISP

.

Onbase

Browser Compatibility

Remote VPN allows you to login and use OnBase from any computer.

Onbase

Accessing OnBase Off-Campus

Remote VPN Access

•  Full-time tenure track faculty are automatically

provisioned. •  All other faculty and staff must complete VPN Request

Form through IS&T.

h"p://mycsu.csuohio.edu/offices/ist/security/pdfs/VPNRequestForm.pdf

VPN Request Form

•  Student Documents •  RPT GRAD Decision

OnBASE

Custom Queries