 |
Implementing online admissions in 90 days. |
Summary
AY helped a leading graduate school implement the i-Class recruitment and admissions system in 90 days, reducing application processing time from 2-3 weeks to 2-3 days.Client Background
- Graduate school at a leading private research university
- Offers 400+ graduate programs
- Over 25,000 graduate applications
- One of the largest international applicant pools in the US
Challenge
The decentralized nature of the university required the graduate school to think holistically about the enrollment process and the various constituents: prospective students, applicants, recommenders, faculty, and administrators. In selecting a recruiting solution, they needed to address a wide range of challenges:- Implement an integrated, online admissions and recommendation system
- Streamline the graduate admissions and enrollment process for all programs and departments across the university
- Review applications in a timely manner and refer them to departments for final admission decision
- Install success metrics to evaluate the effectiveness of these tools and strategies
The AY Approach
Through a competitive review process, AY was selected to implement its i-Class recruiting, admissions, and enrollment solution. Serving as both technology partner and expert resource for the graduate admissions office, AY recommended a comprehensive approach:- i-Class Prospect Module – Convert communications with prospective students from a totally paper-based system to virtually 100% electronic communication
- i-Class Application Module – Streamline the applicant experience through easy-to-use, reliable online tools. Ensure data integrity through secure online channels
- i-Class Recommendation Module – Allow recommenders to submit recommendations electronically as well as prospective students to upload recommendations as an attachment
- Supplemental Forms –Departmental access to supplemental materials immediately upon submission, as attachments to the application
- Training – Ongoing training, support and product enhancements to the online application system
Timeline
In approximately 90 days, AY implemented the i-Class system and brought the graduate application on line. Sixty days after that the client was able to launch a unique version of the application for the school of business.“We are quite satisfied with the
first year roll out of our AY technology. Applications are currently up by about 30%, which we attribute in part to the ease of the application process and the speed in which we can get them into our data system.”
first year roll out of our AY technology. Applications are currently up by about 30%, which we attribute in part to the ease of the application process and the speed in which we can get them into our data system.”
Benefits
By implementing the i-Class system, prospects and admitted applicants are served more efficiently. Even if they don’t end up enrolling, the positive experience created by the graduate school leaves a favorable impression. The impact to the graduate school is a user-friendly process for prospective students, applicants, recommenders, faculty, and administrators, with measurable results:- Reduced the time it takes to input and scan an application from 2-3 weeks to 2-3 days
- Ability to view applications as soon as they are submitted at the school and department levels (rather than waiting to view in the university system)
- Review files electronically and forward to departments for admission decisions within a few days
“With the help of AY, we are able
to load and quality-assure the applications into our system within 48 hours of submission. My staff is weeks ahead of where we were this time last year.”
to load and quality-assure the applications into our system within 48 hours of submission. My staff is weeks ahead of where we were this time last year.”
Next Steps
Looking ahead to 2008 and beyond, the graduate school continues to enhance its recruitment strategies to attract and enroll the most talented students. For the upcoming recruitment cycle, they will add two new i-Class features:- i-Class Prospect and Event Management – Allow schools and departments to manage inquiry flow at their desk top, including communications and event planning
- i-Class Status Module – Secure online tool that enables applicants to check their application status on-demand, to see where their application is in the process, and what, if anything, is missing from their file
