Changes to the COS/Readmission System

New Change of Status/Readmission Process (completed November 13, 2012)

Change of Status/Readmission Process Summary

Quick Reference Grid:

Below are two tables outlining in more detail which categories moved into UMN-GRAD and which categories became part of a downloadable form process.

Students in the categories below moved into UMN-GRAD system (from UMTC-COS).

Type of Application

Purpose

Fee

Currently enrolled, adding new program

Currently enrolled in a graduate program at the U of M and want to add a new program. Does NOT include “drop-downs”; does not include changes to Master’s degree plan type (A, B, Coursework only). 

(e.g., currently working on a master’s degree in History and want to concurrently pursue a master’s degree in Sociology)

Yes

Currently enrolled, changing to a different program

Currently enrolled in a graduate program at the U of M and want to change to a different program.

(e.g., dropping/completing a master’s degree in History and changing to a master’s degree in Sociology)

Yes

Currently enrolled, higher/lateral degree change, same program

Currently enrolled in a graduate program at the U of M and want to change to a higher degree level or a different type of degree within the same program.  Does NOT include “drop-downs”; does not include changes to Master’s degree plan type (A, B, Coursework only). 

(e.g. MS to PhD in Physics;  M.Arch to MS Architecture; DMA Music to PhD Music)

Yes

Returning, same program

Previously enrolled in a graduate degree at the U of M and want to return to the same program and degree and program wants to review a full application.

(e.g, EdPA PhD last enrolled fall 2006 wishing to return fall 2012)

It is program discretion to decide if they want applicants in this category to use UMN-GRAD or “express readmit” form. 

Applicants will not complete this application nor an express readmit if returning from a formal leave of absence. They will follow Leave of Absence procedures which occur outside of Graduate Admissions.  

Yes

Returning, different program; or a different degree within the same program

Previously enrolled in a graduate program at the U of M but want to return to a different program or degree. This category includes those who have completed a graduate degree at the U of M.

e.g. completed EdPA MA, returning to complete EdPA PhD

e.g. completed Chemistry MS, returning for Art History MA

Yes

Change track

Change to a different track from the one in which you are currently enrolled. (you would drop your current track)

e.g.  Ed Psych-CSPP PhD to Ed Psych-Psychological Foundations PhD

Yes

Letters notifying COS/Readmission applicants of the outcome are sent electronically through the ApplyYourself system.

The following types of program changes have remained outside of UMN-GRAD. 

Type of Change

Purpose

Current System

Application Fee (Y or N)

Add 1st track(s)

Add one or more tracks to the major in which you are currently enrolled (assuming you’re not in a track already)

e.g. currently in NRSM PhD with no track, changing to NRSM-Forest Resources

Downloadable Form

No

Remove track

Remove a track in which you are currently enrolled

e.g.  ???   Very rare…many programs that have tracks don’t have a ‘no-track’ option.

Downloadable Form

No

Lesser degree objective, same program

Currently enrolled in PhD only OR PhD and Master’s in the same program and want to drop the PhD and pursue Master’s only

 e.g. Econ PhD to Econ MA

Note: students are still able to add the Master’s by submitted a Grad. Degree Plan form to GSSP

Downloadable Form

No

Express Readmission

Student is in “DISC” status and needs readmission, but program doesn’t need to review a full application.

(e.g.,  1) student is returning after a short-term absence

(e.g., 2) student was active in the previous term but neglected to register for current term

Downloadable Form

Yes, but is waived in the second example

UMN-GRAD ApplyYourself expansion for ‘Previously Registered (PR)’ Applicants
PR applicant = any applicant who has ‘previously registered (PR)’ as a graduate student at the U of M and fits in any of the following applicant categories:

 

  • Returning to same graduate program - previously enrolled in a graduate program at the U of M but want to return to the same program and degree. 
  • Returning to pursue different graduate program - previously enrolled in a graduate program at the U of M and want to pursue a different program or degree. This category includes those who have completed a graduate degree at the U of M.  
  • Currently enrolled graduate student -  currently enrolled in a graduate program at the U of M and want to add a new program, change to a different program, add or change a track, or change to a higher degree level.

UMN-GRAD = the main ApplyYourself (AY) system managed by the Graduate Admissions office.

Problem

Previously, all PR applicants used the ApplyYourself UMTC-COS admissions system to apply for a graduate program. This was the case even if the applicant was applying to a program that required a completely new set of transcripts, recommendations, test scores, etc. Unlike the UMN-GRAD system, the smaller UMTC-COS system was not equipped to handle such applications, so we were forced to use a less efficient type of hybrid electronic/paper process. In addition to inefficiency, this resulted in inaccurate data reporting, confusion for applicants, and difficulty for programs who wanted to include these applicants in their new applicant pool.

Solution/Business Impact

Our goal was to create a more efficient, streamlined application process by modifying the UMN-GRAD system to allow for PR applicants.  This change has improved the user experience for all stakeholders - applicants, graduate program staff, and graduate admissions office staff and produce much more accurate data reporting.

Stakeholders

Applicants, graduate program staff, graduate admissions office staff, and ASR data management staff. This new option applied across all colleges and campuses currently served by grad admissions.

Timeline

The system upgrades for this project were completed on November 13, 2012. This coincided with the end of our Annual Updates period.