Herding Cats A Practical Guide to Managing Large Numbers of Applications Across Varying Schools in Radius Presented by Jess Gleason Hobsons University 2015

2. Herding Cats
A Practical Guide to Managing Large Numbers of
Applications Across Varying Schools in Radius
Presented by Jess Gleason, MLIS
Simmons College

3. • Presentation Accomplishments
• Give a background on Simmons’s environment
• Show Simmons’s growth through challenges
• Demonstrate and give examples on constructive
thinking & sharing data
• Give advice and answer questions

4. Introduction to Simmons College Graduate Schools

5. • 5 Graduate Schools
• Graduate Studies
• School of Library and Information Science
• School of Management
• School of Nursing and Health Sciences
• School of Social Work
• 3000 Total Students
• Radius Users Since 2010
• Gradual Release of Radius
• Colleague Ellucian School

6. Program Based Acceptance

7. • Individual Needs of Programs
• Application to a specific program
• Academic Codes
• Flexible Applications
• Dual Degree Programs

8. So what does that really mean?

10. Challenge Accepted!

11. Challenge:
Five Schools

12. Solution:
Take it one school at a time.

13. Challenge:
Many Programs

14. • Would applicants be able to distinguish between
programs easily?
• Do these programs share all of the same
requirements?
• Do these programs share the same number of
recommenders?
• Will we be able to set a condition in our integration
to pass the correct academic program code?

15. Solution:
Condense Iterations

17. Challenge:
Differing Requirement

18. Solution:
Many Iterations

19. • Cloning Iterations and Application Forms by Year
• Distinct term based applications
• New Iterations and Application Forms for every
year
• Monitoring Programs for changes
• Tracking historical changes
• Changing back to previous forms if newer
updates do not test well

20. Image source: http://gameofthrones.wikia.com/wiki/A_Golden_Crown

21. Challenges:
Campus Locations Dependent on School and Program
Review Status Differing by School
Decisions Individual By School

22. Solution:
Establish Naming Conventions

23. Solution:
Field Dependencies

24. • CAS - Dual Degree
• CAS - Education
• CAS - Liberal Arts
• CAS - Masters BHV MPP
• CAS - Non Degree
• CAS - Offsite
• CAS - PHD

26. SNHS
1st Reader
2nd Reader
3rd Reader
Deferred from a previous term
Faculty Review
On Hold-Open Case- Change App
Status
Out for Vote-Admission Committee
Out for Vote-Director/Assistant Dean
Reviewed-Admission Committee
Reviewed-Director/Assistant Dean
SLIS
Deferred from a previous term
On Hold-Open Case- Change App
Status
Out for Vote-Admission Committee
Out for Vote-Director/Assistant Dean
Reviewed-Admission Committee
Reviewed-Director/Assistant Dean

27. Challenge:
Passing Information to Colleague

28. Solution:
Integrations

29. Make clear and easy to read charts!

31. Charts save lives.

32. Challenge:
Program Acceptance

33. Solution:
Custom Views and Dynamic Views

34. • Sharing View with Groups
• Filtering Registrations
• Requirements and Attachments
• View and the Application Process

38. Challenge:
Maintaining Stability

39. Solution:
Monthly Meetings
Single point of contact for issues

40. • Monthly Meeting
• Assess needs of all participants
• Note when they conflict
• Single Point of Escalation with Issues
• Notice patterns
• Identify user specific issues from system issues

41. Solution:
Technology Support and Success

42. • Customer Service and Support
• Identification of issues
• Escalation of services
• Trainings and Experience
• Integration Maintenance

43. Scent of A Woman
https://youtu.be/Itr0jcR0S4s?t=1m4s

44. Review of Accomplishments
• Give a background on Simmons’s environment
• Show Simmons’s growth through challenges
• Demonstrate and give examples on constructive
thinking & sharing data
• Give advice

47. Questions?
Jess Gleason
jess.gleason@simmons.edu

48. Cat pictures credited to:
• Jann Canero-Conklin
• Amy Diegelman
• Thomas Dunbar
• Matt Kersus
• Alessandra Morgan
• Emily Tate
• Twitter User @vesaldi