1. Graduate Admissions Project (GAP) Departmental Info Session March 2011

2. Background McGill receives approximately 14,000 applications to Graduate programs each year. A manual, paper-based process. One of the top reasons (besides funding) that applicants gave for not accepting McGill’s offer of admission was because of the amount of time it took to receive the offer. Many applicants had received and accepted offers from other institutions by the time they receive notification of their acceptance to McGill.

3. Goals of the project To assess the current application and evaluation process for Graduate Admissions, focusing on: ◦ the student experience ◦ availability of technologies. ◦ improving the information available to the decision makers As a result of our analysis recommend and implement process changes in accordance with “best practices”. To move the current “paper-based” Graduate Admissions Process to a model where information is collected and stored electronically, allowing access from various points in the process workflow.

4. Analysis Phase

5. Benchmarking Telephone interviews were done with McGill’s peer institutions in Canada and the US. Questions during the interview centered around the overall graduate admissions process and a paperless process. Those deemed highly efficient or with similar technology were selected for site visits.

6. Benchmarking Site Visits Visits were made to the following institutions: Concordia University University of Waterloo University of Western Ontario Arizona State University

7. Departmental Meetings Information Sessions (Large Groups) ◦ 7 were scheduled covering all graduate departments ◦ Took place between November 2009 and March 2010 ◦ GPCs and GPDs were invited ◦ Information was given regarding the background and goals of the project Individual Department Meetings ◦ Met with all 86 graduate departments ◦ Meetings took place during the same time period as the Information Sessions. ◦ Purpose of the meetings was to gather information about the admissions process of each department

8. Student Focus Groups Three focus groups were held. Groups were made up of a mixture of recently admitted graduate students (Masters, PhD, International, Domestic). Students were asked their opinion of the current graduate admissions process.

9. Quotes from Focus Groups “If the decision to attend McGill was made just on the admissions process, I wouldn’t be here today!” “At U of Michigan where I applied, there was no comparison; everything was online, in PDF format you can build your admissions portfolio/ change and edit things right up until you pay. References are online you just put in contact information. “It would be nice to have the security to know that all your documents have been received by the deadline.”

10. Results of Data Gathering Benchmarking other universities: ◦ More sophisticated, dynamic, visually appealing and technologically advanced. Graduate departments: ◦ Current application is irrelevant; many don’t use the application as a source of information, many ask applicants to fill out additional forms ◦ Many bottlenecks that slow the process down were identified in the current process. Student Focus Groups: ◦ Graduate applicants find application process confusing. ◦ Clearer guidelines and more transparency would be appreciated by applicant. ◦ Improved communication and customer service were also important factors to improving the student experience.

11. Admissions Process

12. Applicant Department GPS Applicant fills out online application on Minerva Applicant sends supporting documents to department Department reviews applicants Recommend? Graduate Recommendation Form (GRF) completed by department on Banner File reviewed for completeness by Admissions Officer File Complete? Student admitted; GRF and Banner updated; Admissions letter and package sent File reviewed by Admissions Officer for admissions requirements Meets requirements? Justification Provided? File given to GPS Admission Committee for final decision File approved by Admissions Committee? Student is refused Yes Paper applicant file sent by department to GPS Yes No Yes No Current Admissions Process Yes

13. Process Solution Split the responsibility for the final admissions decision between the departments and GPS Maintain GPS oversight for certain types of files that were identified during the analysis and consultation Give departments responsibility to process final decisions for certain types of files Introduce an in-system spot checking function to ensure quality control standards are being met within the departments

14. Departmental Responsibility All Recommended Canadian Masters applicants with CGPA > 3.01576 Total1576 43% The departmental portion is made up entirely of Canadian* applicants recommended for a Masters program with a CGPA > 3.0 * Canadian applicant defined as an applicant who has completed all of their university level degrees at a Canadian university Based on figures from the Fall 2010 admissions cycle Breakdown of Departmentally Responsible Files

15. Breakdown of GPS Responsible Files This portion represents recommended PhD applicants 24% This portion represents applicants recommended for a Qualifying Program This portion represents applicants recommended for Ad Hoc Masters programs and masters programs where the CGPA < 3.0 This portion represents recommended international applicants 26% 4% 3% GPS Responsibility All recommended PhD applicants (Int'l + Can)844 All recommended qualifying applicants123 All Recommended Canadian masters applicants with CGPA < 3.0 or Ad Hoc masters applicants154 All recommended International applicants not included above953 Total2072

16. Departmental Responsibility 1576 GPS Responsibility 2072 Based on figures from the Fall 2010 admissions cycle Total Number Recommended3648 File Responsibility Split With the new model the departments would have the autonomy to make final decisions for 43% of the applicants who are admitted.

17. Applicant Department GPS Completes Application Uploads Supporting Documents Calculates GPA Evaluates Applicants GPS Evaluation File Complete Recommend? Domestic Applicant Yes Offer Letter Received Academic Review of Applicant Accept? Provide Justification Yes New Admissions Process (Finalized) Refusal Letter Received No GPA > 3.0? Masters Applicant Yes No Yes Refusal Sent No English Req. Met No Yes Random spot checks of applicants admitted by departments No Accepte d? Yes

18. Solution

19. Deliverable A dynamic online application platform ◦ Departmental Self-service  Program specific questions  Program specific reference letters  Faculty/Department specific application deadlines The collection and storage of electronic supporting documentation ◦ Electronic letters of reference ◦ Paperless environment Electronic evaluation and decision making ◦ The ability to move applicant files via workflow Better and more transparent information provided to student about their application status

20. Application Form Referee Module Applicant Portal Program Specific Questions New Look and Feel Smarter and More Dynamic Customizable by Dept. Secure and personalized Completely Electronic Transparency for the Applicant More user friendly Ability to Upload Documents Publicly Accessible Systems

21. Admin Module CGPA Calculator Applicant Evaluation System Department Self Service User Management Centralized Admissions Deadlines System Settings and Controls Application Deadlines Document Checklist Program Specific Questions Administrative Systems Electronic Viewing of all Applicant Files Accessible from anywhere Evaluation and Commenting Done Online Web Based Calculator Administered Centrally Integrated with Banner and CMS

22. GPA Calculator New web based tool that will replace the current Excel spread sheet. Will automatically calculate the GPA to McGill standard. Users will still need to enter grading information from the transcripts. Initial version will be available in September 2011 as the first deliverable of GAP

23. Benefits to Departments More control over online application settings (deadlines and questions) Faster applicant file completion time ◦ Electronic documents uploaded directly from the applicant ◦ No mail to open and sort ◦ No paper to file and manage Electronic file review ◦ Files can be viewed by multiple staff members at the same time ◦ Files can be viewed from anywhere ◦ Collaboration between Departments and GPS quicker and easier The new admissions process gives more responsibility to departments to admit graduate students without GPS intervention

24. Initial Prototype Beta Version Final Version Jan 2011 Feb 2011 Mar 2011 Apr 2011 May 2011 June 2011 July 2011 Aug 2011 Sept 2011 Oct 2011 Nov 2011 Dec 2011 Jan 2012 Feb 2012 Mar 2012 Apr 2012 May 2012 Specs and Documentation Development and testing Final Version Drupal Integrations Development of training materials Training Training of users June, July, Aug Summer 2012 Development of structure to support initiative (Post Project) Change Management Sept 2012 GO LIVE Sept 2012 Organizational Development/ Implementation of the Change Initiative

25. Questions?