Graduate Admissions Project (GAP)Departmental Info SessionMarch 2011

BackgroundMcGill 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.

Goals of the projectTo 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.

Analysis Phase

BenchmarkingTelephone 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.

Benchmarking Site Visits

Visits were made to the following institutions:

Concordia University

University of Waterloo

University of Western Ontario

Arizona State University

Departmental MeetingsInformation 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 projectIndividual 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

Student Focus GroupsThree 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.

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.”

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.

Admissions Process

Ap

plican

tD

ep

art

men

tG

PS

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 requirement

s?

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

No

Yes

Yes

No

Current Admissions Process

Yes

Process SolutionSplit 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

Departmental Responsibility

All Recommended Canadian Masters applicants with CGPA > 3.0 1576

Total 1576

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

Breakdown of GPS Responsible FilesThis 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 applicants 123

All Recommended Canadian masters applicants with CGPA < 3.0 or Ad Hoc masters applicants 154

All recommended International applicants not included above 953

Total 2072

Departmental Responsibility 1576

GPS: 57%

DEPT: 43%

GPS Responsibility 2072

• Based on figures from the Fall 2010 admissions cycle

Total Number Recommended 3648

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.

Ap

plican

tD

ep

art

men

tG

PS

Completes Application

Uploads Supporting Documents

CalculatesGPA

EvaluatesApplicants

GPS Evaluation

File Complete

Recommend?

Domestic

Applicant

Yes

Offer LetterReceived

Academic Review of Applicant

Accept?

Provide Justification

Yes

New Admissions Process (Finalized)

Refusal Letter

Received

No

GPA > 3.0?

Masters Applica

nt

Yes Yes

No

Yes

Refusal Sent

No

No

NoEnglis

h Req. Met

No

Yes

Random spot checks of applicants admitted by departments

No Accepted?

Yes

Solution

DeliverableA 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

Application Form

Referee Module

Applicant Portal

Program Specific

Questions

New Look and Feel

Smarter and More Dynamic

Customizable by Dept.

Secure and personalized

CompletelyElectronic

Transparency for the

Applicant

More user friendly

Ability to Upload

Documents

Publicly Accessible Systems

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

AdministeredCentrally

Integrated with Banner

and CMS

GPA CalculatorNew 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

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

InitialProtot

ype

BetaVersio

n

FinalVersio

n

Jan2011

Feb2011

Mar2011

Apr2011

May2011

June2011

July2011

Aug2011

Sept2011

Oct2011

Nov2011

Dec2011

Jan2012

Feb2012

Mar2012

Apr2012

May2012

Specs and

Documentatio

n

Development

and testin

g

FinalVersion

Drupal

Integrations

Development of

training materials

Training Training of users

June, July, AugSummer

2012

Development of structure to

support initiative

(Post Project)

Change Management

Sept

2012

GO LIVESept 2012

Organizational Development/ Implementatio

n of the Change

Initiative

Questions?