The document discusses using Qualtrics to streamline the student application process for a nurse extern program. It describes the previous challenges with managing applications through email and manual data entry. Implementing an online Qualtrics survey provided an easy user-friendly form for both students and faculty. It allowed the program to efficiently track applicants, confirm submissions, and weed out ineligible candidates. The Qualtrics system provided collaborative access and the ability to easily find information. Lessons from the first year were discussed, such as combining essays and providing file upload options to further improve the application process.

1. Using Qualtrics for Student applications Irene Knokh, MA, M.Ed, Center for Professional Development and Education University of Michigan Hospital

2. Student applications: 2009-2011 Program Background Brief Program Description Program Team members Program Stakeholders Program website Challenges

3. Applications: Challenges Sheer increase in applications All information was received by email Incomplete application contents in different places Need to streamline the tracking of all information (name, email, school)

4. Applications: Challenges Inefficient manual data entry (schools, names, emails, degrees, grad dates) Ineligible students applied anyway The team was manually “weeding out” completely ineligible students Faculty references didn’t like Word forms Faculty were sending information by fax

5. Student applications: 2009-2011 109

6. Student Nurse Extern Program Website Program website Frequently updated for students’ reference

7. Student Nurse Extern Website Links to the student and faculty forms were included on the site in 2010 Clearly defined requirements before starting the application

8. Why Qualtrics? User friendly application design and collaboration set up User friendly form for faculty and students Easy to track applicants and faculty Excellent customer service support from Qualtrics- weekly sessions to test everything Big picture (students and faculty)

9. Applicants: Michigan Schools Top Schools: University of Michigan Eastern Michigan Michigan State

10. Out of State Applications Mostly single digits from Out of State Schools

11. Program Finalists-2011 Total=30

12. Qualtrics Extern Application-what went well Streamlined applications process Easy online survey form to complete for faculty and students No missing responses from students Students and faculty received auto confirmations of submissions Clearly ineligible students were “weeded out”

13. QualtricsExtern Application-what went well Changes: Qualtrics Application forms 2010 Faculty quickly complete the form 3-5 minutes max) Collaborative access to the application for viewing, downloading and printing Easy to find students/faculty by name, email, faculty’s name

14. Qualtrics: Program use overview-demo Survey-user’s view Survey-designer’s view Using Qualtrics for other programneeds

15. What’s new next year: lessons learned Student Checklist as a confirmation of submission: Did you do the following: Check that both of your faculty letters are submitted Faculty form link on the checklist

16. What’s new next year: lessons learned Combine the essay and the professional statement Offer a file upload option for the resume as well as the transcript Ask Qualtrics whether a RTF (Rich Text Format) option is available for pasting formatted text

17. Thank you!What about you?How do you think you will use Qualtrics?