Electronic Graduate Admissions at Delaware John C. Cavanaugh University of Delaware Council of Graduate Schools and Canadian Association for Graduate Schools Vancouver, December 1998 Copies available at: admissions/index.htm

Key Issues in Electronic Admissions Processing l Why do it? –Efficiency –Effectiveness l Who is it for? –Applicants –Departments –Graduate office l What should it be able to do? –Electronic application form –Electronic processing

Efficiency and Effectiveness l Processing flow analysis is essential –What happens to an application once it arrives in the office? –Can the process be streamlined by using technology? How? l Analyzing goals of admissions process also essential –What do you want to improve? –What are the outcomes?

Designing for the User l Identify the primary users l Needs of applicants, departments, and graduate office staff may not coincide l Information must be easily understood and usable with little or no training

The Delaware Model l The Paper Chase –46 departments doing graduate admissions in a paper and labor intensive process that relied heavily on campus mail –Departments forced to keep duplicate databases –Long delays in keying and transmitting information –Inflexible system resulting in poor quality of communications with applicant

The Delaware Model l Transforming the Process –Goal: create processing system in which admissions files are electronic –Constraints: system had to be »Transparent »Customizable »Secure »Seamless

The Delaware Model l Electronic application –Can be printed to create paper version –Formatted to allow extraction of key information electronically –Linked with other key information (e.g., for international students) –Separate specialty applications

The Delaware Model l Our electronic processing system: 4Creates an electronic file for each applicant 4Interfaces with GRE data tape and SIS/PLUS 4Seamless connection with Web application 4Is customizable for specific department needs (e.g., rank order applicants on certain indicators)

The Delaware Model 4Seamless interface with Web application for data extraction 4Monitors and provides separate screens for candidates with missing credentials and fee paid/unpaid 4Is sensitive to unofficial transcripts or test scores 4Includes comment areas for notes among admission committee members

The Delaware Model 4Includes screens for financial support 4Provides ways for easy downloads in software such as Excel, Word, and Access 4Includes numerous security controls so that faculty only see those applicants in their area of responsibility, and different levels of security for viewing and action capabilities

The Delaware Model 4Provides flexibility in the system to meet the individual needs of departments 4Sends electronic notification to Graduate Studies and other relevant offices when admission action is taken 4Promotes greater accuracy of data by making it available to viewing and checking by multiple users within the department

The Delaware Model l Implementation Timeline –September 1995: Begin process of designing and implementing system –January 2, 1996: Electronic processing system goes live –Fall 1996: Electronic application goes online and downloading capabilities in processing system unveiled

The Delaware Model l Measurable Outcomes –Average application turnaround time dropped from 10 days to 48 hours –Over 15,000 applications processed over three years with no security problems or system errors –Significant decline in number of part-time staff needed in Graduate Studies Office and Departments

The Delaware Model –Offers out up to 6 weeks earlier –Ability to interface with other electronic applications (e.g., Peterson’s MBA application)

Copies and Feedback l Copies are available at: cgs98/admissions/index.htm l Comments can be sent to: