1. Dr. Judith Walker de Felix, Dean Dr. Wesley R. Harris, Associate Dean
Graduate School Staff
Dr. Judith Walker de Felix, Dean
Dr. Wesley R. Harris, Associate Dean
Mary Ellen Heckel, Office Manager
Jamie Zurleine, Academic Coordinator
Clara Jackson, Admissions Advisor
Nykea Watts, Admissions Advisor
Connie Leung, Grad. Res. Assist.
~ 30 Graduate Program Directors
11/30/2018

2. ~3,500 applications per year (15-20/day)
Vital Statistics
9 Ph.D. Programs
35 Master’s Programs
~3,500 applications per year (15-20/day)
50% admitted (~55% of admitted students enroll)
30% denied
5% canceled/withdrawn by applicant
15% incomplete applications
11/30/2018

3. Too many incomplete applications transcript reminders
Issues response
Too many incomplete applications transcript reminders
Not responsive to special cases quick admit process
Errors (e.g. lost applications, documents)
Admission process too slow
Prioritization of applications
11/30/2018

4. Graduate Admissions Process
Step 1. Student Applies Online
Generates application “project”
Step 2. Grad Admissions Assembles Package within Webnow
Generates a Graduate Summary Form
Step 3. Program Approves/Denies Application
(Graduate Program Director and Graduate Dean)
Step 4. Decision Implemented
(Grad Admissions and Registrar)
11/30/2018

5. Step 1. Student Application
Online applications only.
Information loaded into MyView overnight.
Data services creates application summary.
Application summary is loaded/scanned into Webnow
Grad Admissions not aware of application until it appears in Webnow.
11/30/2018

6. Relatively primitive software.
Webnow
Relatively primitive software.
Managed for the UM system from Columbia.
We can request some minor modifications.
Largely outside our control.
Creates a “project” for each application.
Essentially an electronic version of a manila folder.
Stores individual documents.
Can search for applications by student #, name, degree program.
The contents of the folders are not searchable.
Can also use COGNOS searches for data in MyView.
11/30/2018

7. Test scores (GRE, GMAT, TOEFL)
Assembling a Project
Applications are not submitted as a unified package. The material arrives in pieces.
Online application
Transcripts
Test scores (GRE, GMAT, TOEFL)
Letters (some electronic, some pdf, some hardcopy)
Writing samples/statement of purpose
The application stays in Grad Admissions until it is “ready” for Graduate Program Director
11/30/2018

8. Definition of “ready” varies among the grad programs
Ph.D. programs usually require more data.
The Grad School minimum is a transcript showing the awarding of an undergraduate degree.
Monitoring applications as new information comes in is a major challenge for Grad Adm staff.
Grad Adm staff prepares Graduate Summary Form, and manually moves application project out to Grad Program Director queue.
11/30/2018

9. Graduate Program Director
Usually a faculty member from the department that offers the degree.
A paid staff position in a few very large programs.
Must monitor the program queue to know when a new application arrives.
Responsible for collecting any added data and conducting review of applications.
-Cohort reviews
-Rolling reviews
11/30/2018

10. Key electronic document for implementing decisions.
Graduate Summary Form
Key electronic document for implementing decisions.
Program director adds decision information (admit/deny/why/restrictions)
“Stamps” the document with an electronic signature.
Overnight, the stamped form moves to the Graduate Dean queue.
Dean “stamps” form to approve GPD recommendation.
Overnight, the stamped form moves back to Grad Admissions.
11/30/2018

11. Grad Admissions enters admission into MyView.
Final Admission
Approved grad summary form returns to Grad Admissions decision letter queue.
Grad Admissions enters admission into MyView.
Registrar term activates student for class registration.
Grad Admissions sends admission letter to student.
Content of admission letter varies among programs (~120 templates).
11/30/2018

12. Better procedure to link incoming docs to pending applications.
Objectives
Better procedure to link incoming docs to pending applications.
Better prioritization for incoming applications.
Better follow-up for incomplete applications and students “admitted/not enrolled”.
More efficient process for sending out admission letters.
Process for tracking/monitoring restricted admits.
11/30/2018

13. Student records protected by FERPA.
Primary Contact
Dr. Wesley Harris
Student records protected by FERPA.
Grad School can provide redacted sample docs.
11/30/2018