CASE STUDY The graduate admissions process at begins with an applicant.pdf

CASE STUDY
The graduate admissions process at begins with an applicant creating an application on the
application website. If the applicant does not have a student ID, they must create a new account,
otherwise they can log in with their student ID. Applicants select the program they wish to apply
for, and their desired entry semester. Next, applicants need to provide personal information, and
answer three questions about why they wish to study the chosen program, what they hope to
achieve after completing the program and any special circumstances to be considered. Applicants
must provide the names and email addresses of two referees. Applicants can upload multiple
documents, such as their CV, confirmation of their undergraduate degree, English language
proficiency certificates, etc. When applicants submit an application, they must pay the
application fee by credit card. After payment and submission, the application system will
automatically send emails to the two referees with a link to a web page where the referees can
provide references about the applicant. When these references are entered, they are added to the
application. After an applicant submits an application, they are able to upload further documents
until the application is finally decided on by the School of Graduate Studies (SGS) enrolment
director later in the process (see below). After an application is submitted, the application system
creates and assigns a student ID to new applicants. the School of Graduate Studies (SGS) staff
performs an initial check to decide which academic department the application should be sent to,
and passes it to the graduate admission staff of that department. When the graduate admissions
staff of the academic department receives an application from SGS staff, they check for entry
semester and completeness of the application. If an applicant has selected an entry semester for
which no admission is offered, the graduate admission staff complete a form to recommend
rejection of the applicant with an offer of reconsideration to the next available semester. This
recommendation form is passed to the graduate officer (GO) of the academic department. If
admission is offered for the desired entry semester but the application is incomplete, nothing is
done while the graduate admission staff waits for further documents or references. The graduate
admission staff must regularly check the application for completeness, because neither the
application system nor SGS notifies the academic department when additional documents arrive
(either submitted by the applicant, or references entered by referees). If an application is still
incomplete by the application deadline, the graduate admission staff fills in a form to recommend
rejection of the applicant and send this recommendation to the graduate officer (GO) of the
academic department. The GO can either accept or reject the recommendation by the graduate
admission staff to reject an applicant. If the recommendation to reject is accepted, it is forwarded
to SGS. If the GO rejects the recommendation to reject, the application continues as follows, in
the same way as it does for complete applications. Once the application is deemed to be
sufficiently complete for decision making, different activities occur depending on the type of
program applied for. If the application is for a thesis-based program, the graduate admission staff
must wait until the application deadline. They then make all applications available to supervising
professors in the academic department. Professors view the application and provide a rating with
feedback comments. If a professor would like to supervise the student, they can also indicate
how much funding they will provide. After two weeks, the reviewed application is passed to the
GO. If there is no favourable rating by any professor, the GO will fill in a form to recommend
rejection of the applicant and sends this to SGS. If there are multiple favourable ratings by
professors, the GO will contact the professors and together they will decide who becomes
supervisor and funds the student. After this, and in the case where there is exactly one favourable

rating by a professor, the GO determines whether the academic department has sufficient funding
to admit the student. If there is sufficient funding, the GO creates a program of study for the
applicant that lists the required courses, the supervisor, and the funding information. The GO
passes this to SGS with a recommendation to admit the applicant. When there is no available
funding, the GO creates a form to recommend rejection of the applicant and sends this to SGS. If
the application is for a course-based program, the graduate admission staff determine whether the
applicant meets the minimum requirements for admission. If this is not the case, the staff
complete a form to recommend rejecting the applicant and pass this to the GO. Otherwise, the
graduate admission staff complete a program of study for the student that indicates the required
courses and recommend acceptance to the GO. The GO verifies the evaluation of the applicant
by the graduate admission staff and, if applicable, the program of study. The GO may reject the
recommendation, accept the recommendation, or modify the program of study and then accept
the recommendation to accept. If the GO rejects the recommendation by the graduate admission
staff, the GO then either fills in the rejection form or the program of study form for accepting the
applicant. Next, the recommendation and, if applicable, the program of study, is sent to SGS.
The SGS staff will verify that accepted applicants fulfill the admission requirements and that the
program of study is appropriate for the chosen academic program. If this is not the case, the staff
will contact the GO of the academic unit with a request to confirm or change the program of
study. In either case, the SGS staff records the responses of the GO in the application file. If the
academic unit has committed to fund a thesis-based student, the SGS financial director needs to
verify availability of funds. If funding is not available, the application is returned to the GO of
the academic unit for another recommendation (for example, a change in funding, or rejection).
For both thesisbased and course-based applications, the SGS enrolment director needs to accept
the recommendation. If they do not accept the recommendation, the application is returned to the
GO of the unit for another recommendation (for example, a change in the program of study or
rejection). Once the SGS enrolment director has confirmed the recommendation by the academic
unit, a letter of rejection or an offer of study is created and emailed to the applicant. When the
applicant receives a letter of rejection that indicates they may be reconsidered for a different
semester, they must notify SGS by email within 60 days of their intent to be reconsidered. In this
case, SGS staff create a copy of the application file including all documents and received
references, update the requested entry semester, and forward the new application to the academic
unit. If the applicant does not reply within 60 days, SGS will close the application file. When the
applicant receives an offer of study, they must accept or decline the offer. When accepting, they
must also pay the required tuition fee deposit. If an applicant has neither accepted nor declined
by the last day to register for courses, the application file is closed.
Part 1 (10 points): Using the Graduate Student Admission Process, described in a separate
document available on Brightspace, answer the following questions: 1. What type of process is
this? 2. Who are the actors in this process? Who are the customers? 3. What are the tasks of the
process? 4. What value does the process deliver to its customers? 5. What are the possible
outcomes of this process? 6. Taking the perspective of the customer, what performance measures
can be attached to this process? 7. What potential issues do you foresee this process might have?
What information would you need to collect in order to analyze these issues? 8. What possible
changes to you think could be made to this process in order to address the above issues? 9.
Assume that the university operates locations/campuses in multiple countries. What additional
issues might you need to take into account when changing the process? 10. For each change you

propose in question 9, consider the impacts on the different process stakeholders. Are any
stakeholders affected negatively? If so, how can you mitigate this? Be as specific, precise, and
detailed in your answers as you can. Do not give examples, be exhaustive. Explain what you
mean, do not assume that your instructor knows your thoughts.
Part 2 (30 points): Model the Graduate Student Admission Process, described in the
separate document available on Brightspace. Use sub-processes and pools and lanes as
appropriate. Use events and message connections as appropriate. Use data objects and data
stores as appropriate.
Part 3 (10 points): Textbook Exercise 4.31. Use sub-processes and pools and lanes as
appropriate. Use events and message connections as appropriate. Use data objects and data
stores as appropriate
ONLY ANSWER PART 2 AND 3 PLEASE

CASE STUDY The graduate admissions process at begins with an applicant.pdf

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CASE STUDY The graduate admissions process at begins with an applicant.pdf