December 9th, 2009

Graduate Admissions Project

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 and “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.

Background• McGill receives approximately 10,000 applications to Graduate

Programs each year. Approximately 445 of these applications were made to units at Mac Campus for Fall 2009.

• The methods of evaluation are varied; the commonality among the processes is that they are highly “paper driven”.

• Documents required in support of the application are submitted primarily in paper format.

• Of the 10,000 applicants to Graduate Programs, McGill will extend offers to approximately 3,500. Approximately 200 students were extended offers from units at Mac Campus for Fall 2009.

• About 60% of the accepted students will register. • In a recent survey of those who did not register, 30% cited the delay in

receiving the offer as the reason• Many applicants have accepted offers from other institutions by the

time they receive notification of their acceptance to McGill.

Strategic Alignment• The need to recruit and enrol more (particularly research-

focused) Graduate students has been identified as a priority for the University in the Provost’s White Paper.

• This project also clearly aligns with the strategic direction of the CIO. In the CIO’s strategic plan we see direction taken from the Strengths and Aspirations document of 2006 where McGill commits to optimize its Information Systems and Technology resources.

Purpose

• The primary purpose of the project is to streamline the application process to better serve applicants, recruiting units and other stakeholders.

Possible Benefits for Recruitment Units

• Reduction in the number of CGPA calculations done by units.

• Reduction of paper usage.• Faster processing time between application and offer of

admission.• Increased accessibility of applicant file.• Reduction of time needed to prepare/create an applicant

file (also for students)• More timely admissions information for GPDs for

recruitment and funding goals• Pre-screening of applicants.

– Response time for student receiving decisions:

1) In Recruiting Units – CGPA Calculations– Electronic Repository – Electronic Work Flow

2) In GPS

– CGPA Calculations– Re-engineered process– Electronic Work Flow

3) During the Application Process

– Easier to Assemble and Prepare Supporting Documents

How can we Better Serve the Applicant?

Project Structure

Consultation/ Feedback Groups

Project Team (9 members)Mark Quinsey, GPS (FT on Project)

Vicki Cook ISRDanny Romano CCS

Andrew Lutzuk, Analyst(FT on project)Laura Lavergne, Enrolment Services

Samantha Ryan, EducationElaine Garnham, Economics

Joan Soares (PM)Margaret Page (GPS Communications)

Selected group of Graduate ProgramDirectors (GDPs)10-12 members

Selected group of Graduate Program

Coordinators (GPCs)10 – 12 members

We may mix these up

DeansGrad

StudiesCouncil

Associate Deans

Technical TeamVicki Cook, ISR

Danny Romano, CCSShelly Feran, Enterprise Architect

InfoSec Rep DBA RepNCS RepICS Rep

Executive Sponsors (6 members)Sylvia Franke, CIO

Dr. Martin Kreiswirth, Dean, GS (Sponsor)

Kathleen Massey, RegistrarAndrew Kirk, Associate Dean, Eng.

Larry Tansey, Director, PMOJoan Soares, Project Manager, PMO

Steering CommitteeAndrea Emrick, GPS

Larry Verkade, Manager, Admissions, GPSMark Coates Engineering

Benjamin Forest, GeographyJosephine Nalbantoglu, Neuro-Science

Fiona Tam, CCSEvelina Balut, ISR

Joan Soares, Project ManagerMark Quinsey, GPS

Strategic Enrollment

Advisory Group

GPS Advisory

CommitteePGSS Prospective

Students

Timeline (rough estimate)

• October 9, 2009 (Charter Approval)• November 1, 2009 Co-location of Project Team• November 11 & 24: Preliminary meetings (Project Team and

Steering Committee)• December 4 (Project Launch) • March 2010 (Process Analysis Complete) • April 2010 (Analysis of Technologies Complete) – MILESTONE (Selection of technology solutions)

• June-July 2010 (Implementation Planning)• July-August 2010 Implementation Begins• “GO LIVE” to be determined based on implementation schedule

10,271Application

rec’d for Sept Fall

admittance

Department completesEvaluation

3547Applicants

Recommendedto GPS

GPScompletesEvaluation

3461ApplicantsExtended

Offers

CGPA CalculationCompleted

CGPA CalculationCompleted

Average Time from Application to Offer = 84 days

Process Overview

Detailed View of Admissions Process

Applicant fills out online application

on Minerva

Department reviews applicants

Recommended?

File reviewed for completeness by AO

Paper applicant file sent by department to

GPS

Graduate Recommendation

Form (GRF) completed by department on

Banner

Refusal Letter Sent

File Complete?

Student admitted; GRF and Banner updated; Admissions letter and

package sent

File reviewed by AO for admissions requirements

Missing documents received

Contact department for missing documents

Meets requirements?

Justification Provided?

File given to GPS Admission Committee

for final decision

File approved by Admissions Committee?

Student is refused

Applicant sends supporting documents

to department

Next Steps (Phase I)

• Completion of Information Sessions• Meetings with recruitment units– Mapping sessions– Data gathering

• Data analysis• Selection of technical solution/design

Questions?