1. Graduate System for Management of Admissions, Alumni & Records Tracking (Grad SMAART) January 8, 2007 Office of Graduate Studies

2. OFFICE OF GRADUATE STUDIES Outline Project Development Enhanced Functionality Goals On-line capture of all required applicant information Letter of recommendation Web site Electronic file format Database development & reporting System Components New on-line admission and fellowship applications Electronic admission review Student tracking database Alumni tracking database

3. OFFICE OF GRADUATE STUDIES Project Development Advisory Committee - graduate program staff, OGS staff and technical specialists (including IET rep) met June - Oct ‘05 (8 meetings) + teleconferences Documented user information requirements, preference for system architecture, & workflow issues IET provided design, technical specification document and proposal that addressed part of the on-line admissions and faculty review components. ■E-file was not considered

4. OFFICE OF GRADUATE STUDIES Project Development Worked with Purchasing to develop RFP and evaluation criteria ■Selection committee: IET, Graduate Studies, Purchasing ■Received and evaluated proposals from 3 vendors Selected proposal from Embark (The Princeton Review) and signed contract in late December 2006 In addition to meeting criteria for admission application, system will provide several tools to assist in recruiting (contact information, reports, analyses of admissions statistics through Prospect Manager)

5. OFFICE OF GRADUATE STUDIES New Admission and Fellowship Application Improved on-line admission application  Customized for each program (no supplemental apps) On-line fellowship application On-line letter of recommendation  Email request automatically to recommender  Recommender is directed to website Secure on-line website customized for each applicant  Status of receipt of application materials  On-line acceptance / rejection of admission offer  On-line Statement of Intent to Register (SIR)  On-line residency statement? Scanning of paper documents (transcripts)  Centralized processing in Grad Studies, quality controlled, consistent format

6. OFFICE OF GRADUATE STUDIES On-line Review of Applications (GARP @ UCSC) Electronic applicant file  Committee members reviewing applications and fellowships may be located throughout campus, off-campus or out of town Comment & recommendation screen  Student support recommendation (duration & type)  Menu-based reasons for accept / not accept decisions with comment field  Electronic admission recommendation  Additional features requested by faculty (?) Reduce storage and file management  7500 apps; ~1250 new graduate students; 6250 files for applicants who will not enroll.

7. OFFICE OF GRADUATE STUDIES On-line Review of Applications Pilot (GSOAR) Electronic applicant file  Provide existing application information from Banner for faculty and staff review  Sort data as desired  Provide reviewer comments and admission decision  Print admission recommendation memo  Significant user input resulting in modifications that will impact design of production system

8. OFFICE OF GRADUATE STUDIES Student Tracking Database Collaboration with ORMP Access data from Banner, PPS and DaFIS in an integrated database with a user friendly interface Student Tracking Elements  Comprehensive set of data elements by student  Connection to data elements in other systems Student Tracking Reports (examples)  Individual student academic and financial records  Student roster status milestones & statistics of students  Faculty roster committee participation (MyInfoVault) FERPA standards encoded into compiled statistics

9. OFFICE OF GRADUATE STUDIES Alumni Tracking Database Collaboration with University Relations Alumni Data and Reports  Employment information  Data transfer from student tracking tables  Degree title, emphasis, date awarded  Contact information, Major Professor  Reports  Linked to campus alumni database

10. OFFICE OF GRADUATE STUDIES Cost Estimate 2 mo. OGS tech staff $13,000 + 2 mo. OGS tech staff $85,000 + annual training Maintenance Annual fees Unknown $8,000 + staff time Training Campus data warehouse Open source $87,000 Software IET hardware 2 servers $16,000 Scanner $8,000 Hardware 14 months 6 month +$13,000 20 weeks Labor Alumni Tracking Application Review Admissions Application Category Student Tracking 14 months IET hardware Campus data warehouse Unknown 2 mo. OGS tech staff

11. OFFICE OF GRADUATE STUDIES Steps to Implementation Develop technical specifications (3 & 4)Implement O&M plan (1 & 2) Integrate changes into development cycle Implement feedback loop for modifications Develop O&M plan (Jun ‘07) Deploy Grad SMAART (Aug ‘07) Train campus users Test Grad SMAART (Apr ‘07) Develop & test software (July ‘06)Implement project plan Commit to project (Feb ‘06) Complete development of technical specifications (1, 2) Field prototype of 2 to solicit feedback on faculty review component (Nov ’05 & Nov ‘06) Risk management assessmentPresent Project Plan Develop Project Plan Develop technical specification (part of 1 and 2) Develop requirements 1= On-line Admissions; 2=Faculty Admissions Review; 3= Student Tracking; 4=Alumni Tracking Develop admissions vendor RFP Complete development of technical specifications (1 & 2) Field prototype of 2 to solicit feedback on faculty review component (Nov ’05 & Nov ‘06) Risk management assessmentPresent Project Plan Develop Project Plan Develop technical specifications (part of 1 and 2) Develop requirements

12. OFFICE OF GRADUATE STUDIES User Advisory Group Purpose ■Provide feedback on functionality & operation ■Make recommendations for improvements ■Assist with testing ■Make recommendations for scheduling Frequency ■Regular meetings beginning January ‘07 Representation ■MSO, Program Staff, OGS Staff, Faculty, other administrative organizations – CCFIT Working Group