A Collaborative Graduate Admissions Process

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A CollaborativeGraduate Admissions Process

• Philip A. Guerrero
• Graduate Coordinator
• John A. and Katherine G. Jackson School of
  Geological Sciences
• The University of Texas at Austin
• NACADA 2005
• 718

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History

• In the fall of 1990, the vice president and dean
  of graduate studies and the vice president for
  student affairs reached a decision to establish a
  single office for processing graduate and
  international applications for admission.
• Their goal was to facilitate the processing of
  graduate applications in a timely way so that the
  best graduate students could be enrolled at the
  University of Texas at Austin.

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Reasons for GIAC

• Application turnaround time was unacceptable
• Top applicants were lost to competitors
• Streamline cumbersome application process
• Applications were on the increase
• Improve communications with graduate programs

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How GIAC Was Organized
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How GIAC Processes Applications
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Electronic Application Implemented

• First electronic application to load information
  directly to student record database
• Implemented Texas Common Application for graduate
  applicants in Fall 1999
• Swift, steady increase in usage by Fall 2004,
  99 of applications received electronically
• Applicants may apply late in the season and still
  have decisions made quickly

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GIAC Pioneers Use of Imaging Technology
Enterprise Server
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• Created Graduate Coordinator Advisory group
  during the disastrous imaging year
• Supported the creation of an official title for
  the position
• Fostered the formal organization of the Network
  to
• Promote communication between GIAC, OGS, and the
  graduate programs
• Standardize education and training of GCs
• Professionalize position to reduce turnover

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EASI!

• Electronic Access to Student Information

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Benefits of Electronic Worksheet

• Allows for almost instant decisions
• Graduate programs are able to enter the decision
  directly to the student record database without
  GIAC involvement
• Letters are automatically generated for mailing
  by GIAC

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Department Process

• GIAC does all the dirty work
• Department devises own method of processing
  applications
• Scanning
• Creation of a database
• Distribute information to department GSC for
  review

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Status Check

• Student can view progress of application
• Any processing errors caught more quickly as
  student is able to keep track of his/her
  application
• Decisions available online

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EASI Phase II

• Grad Programs will be able to enter the receipt
  of the departmental documents
• Direct access by faculty/GSC members to applicant
  information