Transcript Career Development Graduate School Funding Form Project Berea College Center for Transformative Learning James Atkinson & Channing Francis July 2014

Career Development
Graduate School
Funding Form Project
Berea College
Center for Transformative Learning
James Atkinson & Channing Francis
July 2014
Career Development Graduate School
Funding Mission & Vision
Mission
• To provide our students with financial resources in
assisting their access to graduate schools, along with
a simplistic funding process.
Vision
• We aspire to have 50% more students receive
funding in 33% less time.
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Mission –To provide our students with financial resources in assisting their
access to graduate schools, along with a simplistic funding process.
Burning platform –Assisting more students to apply to graduate school is
consistent with the college’s mission to provide a high quality education
that prepares students for post graduate opportunities.
Process Description – Students apply for funding as well as fee waivers,
which is time consuming for the staff processing the requests and the length
of time students wait to receive the waiver.
Problem Statement – The current process is too cumbersome for staff and
the wait time is problematic for students. We need to create a more
efficient and timely process
Sponsor – Derrick Singleton
Process Owner – James Atkinson
Team Lead – James Atkinson
Facilitator – Richard Smith
Team – James Atkinson, Channing Francis, Jessica Buchanan, Gayle Partain,
Sherry Dietlin, Sofia Naz, Erika Holbert
Career Development Grad School
Funding SIPOC
Suppliers
Inputs
Process
Outputs
Customers
CTL Processes
Test Orgs
Timing
Funding
Application Forms
Students
Recent Graduates
Financial Aid
Students
Student /
Graduate
Applications
Grad School
Acceptance
College/Office
Budget
Grad Schools
Budgetary
Amounts
Completed
Applications
Grad Schools
Testing Services
BC Staff
Donors
Bridge Out
Grant Funding
Bridge Out Grant
Guidelines
GS Travel &
Interviews
Grant Donors
Career Development Funding
SWOT ANALYSIS
STRENGTHS
WEAKNESSES
•Budget – few, if any, schools provide this service
•Staff – knowledgeable and helpful
•Students – aptitude and attitude
•Process – current application online
•Budget – limited, could use more
•Students –limited awareness/directions/eligibility/lack of
interview skills/not test ready/not considering grad schools
•Staff – not enough staff for time intensive programs
•Process – lengthy with multiple inputs
OPPORTUNITIES
POSSIBLE THREATS
•Streamline Process – make all facets have available
online applications
•Increase funding through new donors
•Increasing Student Success on applications –
encourage students to raise their GPAs and to
consider graduate schools
•Increase institutional awareness
•Work load of professional staff
•Decreased endowment
•Depletion of Funds
•Can’t serve all applicants due to lack of funds or not meeting
eligibility criteria
James Atkinson, July 2014
Current State Process Map
Current State
• Multiple Email Exchanges
• Lengthy Voucher Process
– Time intensive processes
– Multiple transactions among multiple
college offices
– Outside offices
– Multiple student trips
Future State Process Map
Future State
• Only 2 Emails Exchanged
• No Voucher
– Less time intensive
– No outside offices involved
– One single trip for student
PREVIOUS VOUCHER TIMELINE
Student initiates
process in person.
(Steps 1-7, 1-2 weeks)
CTL verifies status
and GPA
Student visits
Financial Aid for
Certification and ISIR
CTL mails:
CTL receives check
CTL delivers check
request to Accounts
Payable
Student brings
Financial Aid
documents to CTL
Check , Embossed
Waiver Form, and
Application to ETS
ETS processes
requests. Voucher
sent to student
(4-6 weeks)
Student receives
voucher and calls ETS
to schedule test.
(1-2 days)
NEW VOUCHER TIMELINE
(1 WEEK OR LESS!)
Student initiates
process
(In person or web)
CTL verifies status
and GPA (Approval)
Student meets with
CTL
- Schedules Test
- CTL pays using
PCARD
SUCCESS!
• Reduce time from 5-8 Weeks to 1-2 Weeks
– Even as quick as 2 hours in a perfect world!
• Well over the 33% time reduction target!
• Maximize amount of students helped
• Increased capacity of students
– From 40 to 200
• Well over the 50% student increase target!
• Increased amount of funds disbursed
– From $20,000 – $170,000