2. Admission at the Jagiellonian University using Online Application System Reykjavik, Iceland, 22-26 October, 2012 Konrad Sacała, Jakub Mrowiec Online Application System Team, Department of Admissions

3. Department of Admissions - our objectives  Centralisation  Unification  Automation  Effectiveness  Interoperability  Internationalisation Online Application System Team Department od Admissions

4. Unification  Unified qualification rules for first and second cycle programmes accordingly  Unified admission schedules  Unified base lists of documents required Online Application System Team Department od Admissions

5. Automation  Automated calculation of qualification results  Automated setting of minimal entrance results  Automated management of administrative decisions  Handling of electronic documents  „Continuous admission” Online Application System Team Department od Admissions

6. Internationalisation  Studies in foreign (non-Polish) languages covered by OAS  Bilingual website (Polish and English version)  Comprehensive foreigners service  Unified conversion rates for IB and EB grades  Unified math formula for converting higher education diploma grades Online Application System Team Department od Admissions

7. Admission web sites Applicant’s web site https://www.erk.uj.edu.pl Internal web site Online Application System Team Department od Admissions Informational web site http://www.rekrutacja.uj.edu.pl JU Online Application SystemJU web site

8. Online Application System  From 2003 (current version from 2009)  Created and developed within the University  Constantly improved  Used by two universities Online Application System Team Department od Admissions

9. Programmes levels covered  First- and long cycle (bachelor’s and master’s)  Second cycle (master’s)  Third cycle (doctoral)  Post diploma [pilotage, only selected programmes] Online Application System Team Department od Admissions https://www.erk.uj.edu.pl/studia/katalog

10. Applicant’s web site Online Application System Team Department od Admissions How to apply? 1.Create an account (if you don’t have one yet) 2.Provide additional data required before registration 3.Choose study programme from the Catalogue 4.Read the description and admission rules for the programme 5.Register 6.Pay an admission fee and send documents if required 7.Take an examination if required 8.Check for the information from admission board

11. Applicant’s web site Online Application System Team Department od Admissions How to enrol? When you are qualified: 1.Provide additional data required for University Study-Oriented System (USOS) 2.Print out Application Form, if required 3.Submit documents required upon enrolment

12. Internal web site  Qualification rules  Didactic offer information management  Applicants’ data  Examinations  Ranking lists  Admission process control panel  Admission boards’ module  Administrative decisions and applicants’ appeals flow control module  Language versions management  Sending messages to applicants Online Application System Team Department od Admissions

13. Integration with external systems  USOS (University Study-Oriented System) - enrolment, exporting student’s data  KRM (National Matriculation Registry) - verification of secondary school final examiantion results  ePUAP (Electronic Platform of Public Administration Services) - administrative decisions delivery  SAP ERP - financial status synchronisation Online Application System Team Department od Admissions

14. Integration with ePUAP  What Electronic Platform of Public Administration Services is?  Polish legislation about administrative decisions,  Official statement of delivery,  Reduction of registration fee for successful delivery,  Savings vs. Ecology Online Application System Team Department od Admissions http://epuap.gov.pl

15. Integration with ePUAP For last 2 admissions processes: over 10 000 declarations for electronic decision, almost 7 500 successful deliveries, saved almost 70 000 zł (20 000 €). Online Application System Team Department od Admissions

16. Future directions  Tuition as qualification requirement  Further integration with ePUAP  Comprehensive admission for post-diploma programmes  Integration with online payment systems  Enrolment via Internet Online Application System Team Department od Admissions

17. Thank you. konrad.sacala@uj.edu.pl, jakub.mrowiec@uj.edu.pl zespol.rekrutacji@uj.edu.pl Reykjavik, Iceland, 22-26 October, 2012