Student admissions and administration system
The administration collects the documents of the enrollee and passes them to the decision. The applied study requirements, credited results and remaining administrative actions are visible to the admitted student.
Documents from different programs and exclusions from the enrollment are checked on several systems. Not always a document already submitted or a decision made by the responsible employee is visible. The enrollee waits longer for a response and repeats the adjustments. The administration allocates extra time to arrange the application instead of completing the specific remaining check.
How the solution works
- Obtain application and required documents
- Check requirements and weaknesses
- To take and pass an authorised decision
- Assign individual plan and learning accesses
- Update official results and other administrative action
Key challenges
- Admission documents and exceptions are manually managed
- Student's individual path not aligned with official sources
Solution capabilities
Application documents
The document has a source, time of receipt and the result of verification. File submission does not imply its authenticity or fulfillment of a claim.
Admission decision
Conditional, final and negative decisions have the order and authority applied to the institution. The result of external acceptance is not rewritten in the local self-service.
Individual plan
The student is associated with the right version of the program, choices and credit exclusions. The source of requirements remains in the management of the program.
Registration and access
The training group, subject matter and expiration date are passed on to the appropriate measures. Academic leave or withdrawal has the exact effect of access.
Official progress summary
Shows the score credited, the administrative action missing and the right contact. Private help material is not shaken with the profile visible to all employees.
Business context
- Admission documents and exceptions are manually managed
- Documents from different programs and exclusions from the enrollment are checked on several systems. Not always a document already submitted or a decision made by the responsible employee is visible. The enrollee waits longer for a response and repeats the adjustments. The administration allocates extra time to arrange the application instead of completing the specific remaining check.
- Student's individual path not aligned with official sources
- Admission status, individual plan, subject registration and credited score are updated separately. The student receives improper access or does not know what requirement has yet to be met.
- A clear course of administrative action for the candidate and student
- Uncertainty about documents or credited results complicates the decision to start and continue studies. The visible state of application and individual plan help explain what is still missing. The institution can serve the enrollees more consistently and pass on the information of accepted students for the administration of studies.
Core features
- Application documents
- Admission decision
- Individual plan
- Registration and access
- Official progress summary
Key integrations
- Sources of Admissions and Programs
- Authorised decision, program version and applicable requirements.
- Learning, Identity and Official Outcome Systems
- Course registration, validity of rights and accepted credits.
Potential impact (%)
The ranges indicate an illustrative relative change in the metric under the stated assumptions. Results depend on the starting position and actual use of the solution. Percentages for different metrics must not be added together.
Application administration work
12–36%Decreasing
This illustrative scenario assumes that 30-60% of manual data entry and handover work can be addressed. That share is assumed to fall by 40-60%. Company data is needed to verify both the addressable workload and the resulting change.
Measure employee minutes for an application of similar complexity, separate from waiting for the applicant to provide information.
Incorrect plan or access registration
12–42%Decreasing
This illustrative scenario assumes that 30-60% of errors can be addressed through the data and rule checks described. That share is assumed to fall by 40-70%. Company data is needed to verify both the addressable share and the resulting change.
Count registrations corrected for incorrect version of the program or non-transferred status.
Share of completed applications for accession
1–5%Increasing
The sample starting portion is 65%. Assumption: 10-25% of the remaining cases involve unclear acts of accession documents and admission; a solution would help resolve 20-40% of these cases.
Applications completed for examination are divided by all comparable applications for accession that have been started. The selection decision is assessed separately from the application.
Conditional calculation scenarios. The assumptions have not been validated against client measurements.
When this solution is relevant
- Student admission, status or study plan data is rewritten into multiple systems.
- It is difficult for the administration to track missing documents and decisions related to student status.
Project scope and implementation
Student administration is associated with the study system used. First of all, it is assessed which data transfer and validation work can be arranged by its settings and integrations. New functions are selected according to the remaining needs of admission and study administration.
Further development options
- Acceptance of other programs and status changes with their specific rules.