Graduate Monthly Update - November 1, 2009 - IT Priorities
Summary of Graduate Division Process Streamlining and Information System Priorities
Following an initial discussion on Sept. 16, the Associate Deans along with graduate program chairs and directors, graduate advisors and graduate affairs staff, were invited to provide ideas and priorities regarding information systems and process streamlining related to the Graduate Division. Many faculty and staff responded, and the following is a summary of their feedback. This information is being used to help guide ongoing development, services and operations within the Graduate Division. Additional ideas and feedback on these items is encouraged and should be sent to the Graduate Division’s IT Director, Eric Taggart.
TOP PRIORITIES:
Graduate Admissions System
- Integrate and enhance existing admissions-related systems and add new components to provide a single, campuswide, comprehensive system for graduate admissions. Full online support for all admissions processes (applications, reviews, decisions, notifications, etc.) so that individual schools/departments don’t have to maintain their own local admissions-related systems.
- Include web-based features for: integrating complex media in student applications, online faculty/staff reviews, recording of review/final admissions decisions, developing financial package offers, making/tracking offers of admission, and other important school/departmental admissions-related functions to support a fully electronic and online admissions process.
Graduate Financial Support System
- Integrate and enhance existing finance-related systems and add new components to provide a single, campuswide, comprehensive system for school and departmental faculty and staff to plan and manage graduate student financial support packages.
- Including: work-study student funding allocation/management, appropriate/secure access to view financial aid information, and other features to support school/department work.
Graduate Academic Tracking System
- Comprehensive system for viewing, monitoring and managing student academic progress, and managing/viewing administrative processes related to academic progress.
- Including: potential linkage with DegreeWorks for academic degree progress, effective integration with Registrar’s information and processes, and features to support a “case management” approach to managing student academic progress and effective degree completion.
Graduate Fellowship Applications
- A single, comprehensive system to manage applications, nominations, reviews, notifications and awards of graduate fellowship competitions/processes coordinated by the Graduate Division, especially fellowships that include more detailed financial planning (ECR, GOF, PDY and FMP). Full online support for all related processes to eliminate all paper work.
Training Grant Proposal Support
- Systems support for producing the variety of reports required for training grant proposals related to graduate students and postdoctoral scholars.
- Much of this information will also be useful for schools in completing other surveys and school program reviews.
Web-based forms
- Online versions of the various administrative forms used across the Graduate Division including online submission, review and electronic signatures/approval.
Web-based commencement registration and management
- A single, online system for schools/departments and the Graduate Division to use in managing the registration and related processes for the annual Graduate Commencement.
Prospective student tracking system
- Systems support for identifying, tracking and communicating with prospective graduate students, including collecting appropriate information to connect prospect data with applicant data.
Alumni tracking
- Collaboration with University Advancement for managing ongoing alumni relations and providing related date to schools/departments on their graduates.