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Graduate Admissions BPR

Graduate Admissions BPR. Faced with the choice between changing one's mind and proving that there is no need to do so, almost everyone gets busy on the proof . John Kenneth Galbraith. General Info Session February 21, 2013. Agenda. Session Objectives Project Overview Work To-Date

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Graduate Admissions BPR

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  1. Graduate Admissions BPR Faced with the choice between changing one's mind and proving that there is no need to do so, almost everyone gets busy on the proof . John Kenneth Galbraith General Info Session February 21, 2013

  2. Agenda Session Objectives Project Overview Work To-Date Project Findings Plan Forward

  3. Objectives Building awareness of the Graduate Admissions BPR project. Communication of emerging findings. Opportunity to engage those stakeholders who have not yet had a chance to participate.

  4. Background GSLMP initiative, FoGS Review recommendations: BPR to identify options for optimizing utility, efficiency and service excellence – focus on admissions Establish foundation for new systems development Consider delegation of someadmissions-related decision making and administrative processes Maintaining academic oversight and QA within FoGS Affirmed importance of preserving the personal relationships and significant knowledge exchange between programs and FoGS

  5. Understanding Challenges / Concerns Workload for graduate program staff – no capacity for increases! Grad programs require support and expertise from central office; you can’t all be experts in everything related to admissions, and need ‘back up’ for some decisions Differences in staffing, processes, cultures across programs Investment in “shadow systems”; information/ data flow from admission to student management Data security and privacy

  6. BPR Roles Steering Committee – Dean/Assoc Deans, Registrar Stakeholder Working Group Represent cross section of UBC responsible for Graduate Admissions Subject Matter Experts (SMEs) Broader Stakeholder Group Validation Exceptions

  7. BPR Timeline & Deliverables

  8. Project To Date Reviewed SynApps Met with FoGS SAS team Completed fact-finding workshops with SWG Departments: M.EngProg, Commerce, Medicine, Music, Arts (various depts), Education (various depts), Life Sciences (various depts), MechEng, Mining Eng, Pharm Sci, Comp Sci, UBCO Grad Studies, Architecture

  9. Process Areas Analysed • Application • Pre-Application • Evaluation Departments (with support from FoGS as required) • Verification & Processing • Formal Offer & Acceptance FoGS

  10. Evaluation Graduate program staff are often very involved in managing, tracking this process manually Grad Committee Grad Advisor Grad Advisor Grad Office/ Staff Faculty Prepare Approve Review & Recommend

  11. Key Findings - Current State Too much paper, copying, scanning! … but still needed for some functions. 80/20 Rule: Each department/program has/does things that are unique to their programs (20%); however, majority of processes are similar (80%) Complex GPA calculations and credential evaluations, especially for international applicants; need to update/expand IEM Every department has some method of tracking applicants using spreadsheets and/or custom databases Many processes are manual that could be automated (e.g. RFA to FoGS). Creating more digital/web-based processes could lead to big efficiency gains.

  12. Key Findings - Current State FoGS is important partner in process; provides checks & balances to process Handful of departments have pre-application process to pre-screen potential applicants Some departments include interview/audition steps in evaluation process (or would like to) Most departments require students to accept offer by email; some do not know until student arrives whether they’ve accepted. Some departments require students to pay additional fee/deposit for orientation workshops - part of tuition. Provision of multiple, paper admission letters creates much extra work for staff and confusion/time lags for students

  13. SomePossibleGoals for Future State Fully digitized applications; web-based management, review and communications Enable grad programs to make ‘final offer’ in some/most cases; SISC updating still done centrally Full admissions training, resources and consultation service provided to programs Conditional admissions based on applicant-uploaded scanned transcripts One offer letter, with academic and funding information Offer letter in .pdf form, available for download by students Student can accept/decline offer in Student Service Centre

  14. Plan Forward Continue meeting with Departments/Programs (upon request) to capture any unique processes/issues. Workshops with SWG reps to develop ideal future state for graduate admissions Feedback from broader stakeholder group. Decisions on key questions of roles/responsibilities made by Steering Committee Release RFI (Request for Information) to prospective vendors.

  15. Contact Info If you wish to be included in Current State discovery, please contact: Steve Knittel knittels@mail.ubc.ca Cell: 604-612-9133 Thank you.

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