UW Graduate School streamlines admissions process

UW–Madison’s Graduate School is gradually phasing out paper applications as part of a plan to increase efficiency and streamline its admissions process.

For the term beginning in fall 2004, the university is encouraging all prospective students to apply online through the Graduate School Web site. For the term beginning in fall 2005, only online applications will be accepted.

The changes will only affect graduate student admissions. Undergraduate procedures will remain the same.

In addition to the shift toward online applications, the Graduate School is also simplifying several other facets of its admissions process. The moves are geared toward reducing time and cost for applicants, as well as building in efficiencies for university staff who process applications, says Deborah Gibson, assistant dean and Graduate School admissions director. Ultimately, the changes will result in quicker admissions decisions for prospective graduate students, she says.

Under the old process, prospective graduate students sent copies of applications and supporting application materials (such as letters of recommendation, statements of purpose and transcripts) both to the Graduate School and to the university department or program to which they were applying. The dual process meant that the Graduate School processed and stored records for students who were ultimately not admitted.

The duplication also affected international students, who incurred high postage and document-certification costs. In addition, information about the application process was posted on department or program Web sites, which sometimes created confusion about where applicants needed to send documents, she says.

Under the new system, all “paper” materials will be mailed directly to one address, the prospective student’s department or program. Applications and application fees will be managed through the Graduate School Web site, which will be the clearinghouse for information related to admissions.

International students will be asked to produce certified financial documents only after they have been admitted, freeing them to spend more time working on visa arrangements.

By 2006, the university will use e-mail for all communications with prospective and admitted graduate students.

There is already wide acceptance of the electronic application process among prospective graduate students and university departments, says Gibson. Roughly 50 percent of applications were submitted electronically in 2001, but the number increased to 85 percent during the most recent admissions cycle.

The Graduate School will make accommodations for prospective students who are physically unable to use a computer, or who may not have Internet access.

For the fall 2003 admitting term, a total of more than 16,000 applications were submitted. More than 4,500 applicants were admitted by departments.