Career Development Graduate School Funding Form Project Berea College Center for Transformative Learning James Atkinson & Channing Francis July 2014

Career Development Graduate School Funding Mission & Vision Mission To provide our students with financial resources in assisting their access to graduate schools, along with a simplistic funding process. 2 Vision We aspire to have 50% more students receive funding in 33% less time.

Charter 1.Mission 1.Mission –To provide our students with financial resources in assisting their access to graduate schools, along with a simplistic funding process. 2.Burning platform 2.Burning platform –Assisting more students to apply to graduate school is consistent with the college’s mission to provide a high quality education that prepares students for post graduate opportunities. 3.Process Description 3.Process Description – Students apply for funding as well as fee waivers, which is time consuming for the staff processing the requests and the length of time students wait to receive the waiver. 4.Problem Statement 4.Problem Statement – The current process is too cumbersome for staff and the wait time is problematic for students. We need to create a more efficient and timely process 5.Sponsor 5.Sponsor – Derrick Singleton 6.Process Owner 6.Process Owner – James Atkinson 7.Team Lead 7.Team Lead – James Atkinson 8.Facilitator 8.Facilitator – Richard Smith 9.Team 9.Team – James Atkinson, Channing Francis, Jessica Buchanan, Gayle Partain, Sherry Dietlin, Sofia Naz, Erika Holbert

Career Development Grad School Funding SIPOC Suppliers CTL ProcessesFinancial Aid College/Office Budget Donors Inputs Test OrgsStudentsGrad Schools Bridge Out Grant Funding Process Timing Student / Graduate Applications Budgetary Amounts Bridge Out Grant Guidelines Outputs Funding Application Forms Grad School Acceptance Completed Applications GS Travel & Interviews Customers StudentsRecent GraduatesGrad SchoolsTesting ServicesBC StaffGrant Donors

Career Development Funding SWOT ANALYSIS STRENGTHS Budget – few, if any, schools provide this service Staff – knowledgeable and helpful Students – aptitude and attitude Process – current application online WEAKNESSES Budget – limited, could use more Students –limited awareness/directions/eligibility/lack of interview skills/not test ready/not considering grad schools Staff – not enough staff for time intensive programs Process – lengthy with multiple inputs OPPORTUNITIES Streamline Process – make all facets have available online applications Increase funding through new donors Increasing Student Success on applications – encourage students to raise their GPAs and to consider graduate schools Increase institutional awareness POSSIBLE THREATS Work load of professional staff Decreased endowment Depletion of Funds Can’t serve all applicants due to lack of funds or not meeting eligibility criteria James Atkinson, July 2014

Current State Process Map

Current State Multiple Exchanges Lengthy Voucher Process – Time intensive processes – Multiple transactions among multiple college offices – Outside offices – Multiple student trips

Future State Process Map

Future State Only 2 s Exchanged No Voucher – Less time intensive – No outside offices involved – One single trip for student

Student initiates process in person. (Steps 1-7, 1-2 weeks) CTL verifies status and GPA Student visits Financial Aid for Certification and ISIR Student brings Financial Aid documents to CTL CTL delivers check request to Accounts Payable CTL receives check CTL mails: Check, Embossed Waiver Form, and Application to ETS ETS processes requests. Voucher sent to student (4-6 weeks) Student receives voucher and calls ETS to schedule test. (1-2 days) PREVIOUS VOUCHER TIMELINE

Student initiates process (In person or web) CTL verifies status and GPA (Approval) Student meets with CTL - Schedules Test - CTL pays using PCARD NEW VOUCHER TIMELINE (1 WEEK OR LESS!) (1 WEEK OR LESS!)

SUCCESS! Reduce time from 5-8 Weeks to 1-2 Weeks – Even as quick as 2 hours in a perfect world! Well over the 33% time reduction target! Maximize amount of students helped Increased capacity of students – From 40 to 200 Well over the 50% student increase target! Increased amount of funds disbursed – From $20,000 – $170,000