CRM/Portal: Graduate Program Application and Processing
- Shekar Kadaba
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Version 9.7.0.0
The purpose of the Graduate Program Application and Processing feature is to define the process for Graduate Student admissions as the Graduate admissions process is significantly different from Undergraduate admissions. The design principle was to modify the existing Program Application form and processes in both CRM and the Portal to meet the needs for all program levels such as Diploma, Undergraduate, Graduate, and Doctoral level.
Processes Added for Graduate Admissions
- References will be needed for Graduate admissions
- Checklist items will be different for Graduate admissions and can be maintained by Program, Program Level, Program Version, and Persona
- As a majority of Graduate students apply for scholarships and funding, the Funding Package management feature was added
- Adjudication Committee review is needed for Graduate admissions
- The Faculty of Graduate Studies and Graduate Program Director approval can be used, if needed, for Graduate admissions
Graduate Program Application Design
Following are the changes made to CRM for the Admission Officer role:
CRM
- References
- Number of references needed can be maintained at Program Version level
- Adjudication Process
- Streamlined to maintain Evaluation Criteria and Scoring Metrics
- Reviewers are provided access to the Portal to review, score, and rank Applicants
- Funding Package
- Maintained by relating it to Program Application, Scholarship Application, and Funding source
- The Amount Reconciled is based on disbursement or admission deferring by a student
Portal
- Graduate Applicants can submit Program Application(s) and pay Application Fee(s) online
- Graduate Applicants can provide details of References and Reference status
- Graduate Applicants can upload Checklist items related to their application and track their application status
Business Process Flow
Business Process Flow (BPF) is exclusively designed for Graduate Programs to ensure consistency when processing the application.
- The process is semi-automated for Review statuses
- Validations are done to ensure appropriate data is present when progressing from one stage to another stage when processing the application
- BPF for Graduate Program Application is shown in the table below
| Preliminary Review | Adjudication Review | Funding Package | FGS/GPD Review | Offer Acceptance | Enrollment | Deferral |
| Is Program Application Fee Paid? | Set Review Date Range | Is eligible for funding? | FGS approved? | Is offer prepared? | Has accepted Offer? | Deferral requested? |
| Are References received? | Reviewers assigned? | Have funding balance? | GPD approved? | Is Acceptance Due Date set? | Is Deposit Fee paid? | Deferral in Process |
| Are Checklist Items complete? | Meeting scheduled? | Is Funding Package prepared? | Set to 'FGS/GPD Approved/Declined' | Is offer e-mailed? | Deposit Refund Requested | Approve Deferral? |
| Are Files uploaded? | Ranking done? | Set to 'FGS/GPD Review' | Set to 'Pending Acceptance' | Approve Refund? | Decline Deferral? | |
| Application Process Complete? | Set to 'Declined' or 'Funding Package' | Is Refund Initiated? | Set to Admission Cancelled | |||
| Set to 'Adjudication Review' | Set to Admission Cancelled |