[SGS] #001, 2010-2011, Application Procedures for 2011-12

SGS # 001, 2010-2011

TO: Graduate Chairs and Directors, Graduate Coordinators and Administrators
FROM: Berry Smith, Vice-Dean, Students
DATE: July 23, 2010
CC: Council of Graduate Deans, SGS Committee of Deans and Directors, SGS Staff

RE: Application Procedures for 2011-12
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SGS continues to enhance the web-based admissions application in order to improve the experience for applicants and referees and to offer administrative efficiencies to graduate units. This memo outlines significant additions and changes to the application for the 2011-2012 admissions cycle in September. The Information Systems and Student Services units at SGS will be meeting with graduate administrators later this summer to outline the changes in more detail. If you have questions, please contact Rodney Branch, Director of Information Systems.

Scanned Transcripts
For the next admissions cycle, we will require the submission of scanned transcripts for all programs in the SGS online admission application. This will give graduate units and collaborative programs using secure web or network based file assessment systems a fully electronic file to use as they see fit. Though no students will be permitted to register before the transcript is verified against an official copy, the graduate unit can choose whether the verification is done before release of the offer of admission, or after the offer but before registration as a condition of admission. This change follows the success of a pilot project in which a significant number of graduate units participated.

Reference Forms
Beginning in September, the online application will allow graduate units to create customized reference forms that referees can complete on a web page. This will eliminate the need for referees to download, complete, save and then upload the program-specific forms required by more than thirty graduate units. This feature builds on last year’s improvements to the referee submission procedure: the introduction of referee accounts provided each referee with a status page listing all of the requests from applicants;
and the file upload process was replaced by a simple “cut and paste” submission page where the program required a letter rather than a reference form.

File Assessment
After the launch of the transcript requirement and new reference forms, SGS Information Systems will be developing a file assessment module for use by graduate administrators and coordinators, collaborative programs, admissions committees and supervisors. While a number of units have developed local databases or secure web services through which admissions committees or potential supervisors view and assess applications, others do not have access to the necessary resources or infrastructure. Use of the system will not be obligatory but for many programs it could reduce the amount of printing required and allow faculty to review files without needing to travel to the graduate unit office. Units will be able to manage their committee membership and access rights and manage the
sequence under which the files are reviewed.