AY Prospect Module: Diversity Roster

(information for graduate programs and the designated AY user.)

Questions can be referred to Derek Maness (dmaness@umn.edu). 

The Graduate School is pleased to announce the addition of the Prospect Module to the ApplyYourself (AY) system. The AY Prospect Module can help you to better identify and qualify diverse prospective students and to build personal relationships with those students.  At this time you can retrieve a full roster of prospective students by term.  

Prospective students are met at various recruitment activities including:  graduate school day fairs, national conferences, summer research opportunities programs, McNair Summer Visitation programs, national name exchange programs, and individual office appointments.  The Graduate School Diversity Office collects and enters the names, email addresses and other pertinent information from prospective students who indicated that they are interested in receiving information about specific graduate program(s).   We encourage you to contact these prospects and to send them your graduate program information.    The Graduate School recruitment itinerary is located at website: http://www.grad.umn.edu/outreach/recruitment/

You are encouraged to take advantage of one of the several prospect module training opportunities offered by ApplyYourself.   The best workshops are live ones that give you the ability to ask questions. You may participate by going to the index in the webcenter, then Resources-Training Information-Intro Training-Prospect Module Intro Training. The sessions are offered periodically over the year, so if you go to this screen in the future it will be updated with new session dates.

Another option for training is to view a powerpoint with audio presentation from the Training Library. The trail is Resources-Training Information-Training Library-Training Slides-Introduction to the i-Class Prospect Module. These presentations are always available so they might be a good way to become familiar with the system prior to a live workshop. In addition, there are several brief explanations of prospect module functionality in Quick Reference Guides. The trail is Resources-Training Information-Training Library-Reference Documents-Quick Reference Guides.

TO GAIN ACCESS TO THE PROSPECT MODULE:

(If you are not already a regular AY user and will be using only the prospect system, please work with the designated AY user in your program for access to the prospect roster.)

Your current Client ID, User ID and password will allow you to enter both the AY Application System and the Prospect System.  To be granted access to use the Prospect System, which will allow you to view prospects on the AY Prospect System and/or be able to export to an Excel file the roster of prospects, please contact Dean Tsantir, Director of Admission (tsan0006@umn.edu; 612-625-1303).

PROSPECT MODULE INSTRUCTIONS:

If we can be of assistance to you in working with the Graduate School Diversity Office - AY Prospective System Update website or with prospective graduate students, please contact Derek Maness, Assistant to the Dean (dmaness@umn.edu; 612-625-3524).

Departments have the options to retrieve the Diversity Roster list:

Full Roster (Diversity Roster by Term(s))

To view the lists, you will need to enter ApplyYourself and choose the following options on the main menu: "Select a System", "Prospect System" and "Request for information".   Click.

At the Prospect Menu choose the topic "Search for Prospects”.  Click.  The Display Options will appear.

Check the circle for "Search Using Query" and you will be able to retrieve the Full Diversity Roster.

The Full Diversity Roster:

Pull down “User Queries” and select  “Departmental: Diversity Roster by term(s)”.   Click “submit”.   The “Add Input Criteria” page will appear with two field questions:

1.  Created by   (ignore, dmaness should already be highlighted)

2.  Term of Entry*  (select the term(s) of entry you are requesting. Use the “ctrl” key if you are selecting multiple terms.)

Click “run” and the "Full Roster" will appear. 

* The ”Term of Entry” refers to the term that the prospects plan to start their program.

INSTRUCTIONS TO EXPORT TO AN EXCEL FILE

To export your roster/search results to Excel, you will need to go to the bottom right hand corner of the page.

At “Select an Action:”    (Pull down and select “Export”)

and

At “Apply to All” (check the circle)

Click “go”.

The “Prospect Module: Perform and Action: Run Export” will appear.

Check the circle:  “Diversity Roster:  Prospect information created by Derek”

Check the following two squares:

• Include data element names in first row of the file (only applicable to delimited type of Export)
• Generate in Microsoft Excel Formal

Click “run”

The “Prospect Module: Perform an Action: Run Export Results” will appear.

Click on the link to download the export file in Microsoft® Excel format.

Your Excel file should appear with the information we requested from the prospective students.   

http://www.grad.umn.edu/outreach/recruitment/prospectay.html

If we can be of assistance to you in working with the AY Prospect System or with prospective graduate students, please contact Derek Maness, Assistant to the Dean (dmaness@umn.edu; 612-625-3524).