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TGS Implementing a New Unified Application, Admission, and Recruitment Platform in 2016-17

Modified: September 30, 2015

Dear TGS Community,

I am pleased to announce that The Graduate School will be implementing a new unified application, admission, and recruitment platform for the 2016/2017 academic year that will greatly improve the ability of our faculty and staff to identify prospective students and oversee the admissions process. The official launch of this platform is slated for next fall, September 2016, which will give our programs the necessary time and training this year to master the new system.

After a six month review and evaluation of vendors in this arena, TGS, with the help and consultation of many key partners, selected the vendor CollegeNet to help us best serve our community in the following areas:

  • Prospect and recruitment tracking
  • Admission process administration and management
  • Online and easy to use application review features for faculty
  • Robust technological support and regular enhancement

In 2010, TGS began a partnership with the McCormick School of Engineering to add a comprehensive review tool to its application and admission suite of systems. This Graduate Admissions Student Tracking System (GATS) transformed the application management and faculty review processes at a time of great need.

The CollegeNet platform will replace all of our current platforms—GATS and Hobsons’ ApplyYourself—and deliver one, consolidated solution for all recruitment, admission, and review needs. In conjunction with the Graduate Student Tracking System (GSTS), it will now allow us to effectively follow students from initial recruitment to dissertation defense. Accordingly, it is critical for programs to begin to use GSTS this year as well, since data from the new CollegeNet admissions system on newly enrolled students will feed automatically into GSTS for use by programs.

The CollegeNet suite has been adopted by several of our peer institutions and was developed with a graduate school focus. It will also provide the graduate community with many exciting new features that enable enhanced student engagement and easier faculty access, including:

Recruitment/Prospect Tracking – Will allow users to capture and track any moments of interaction with prospective students, providing the ability to focus on specific populations and build targeted communication plans.

Video Integration – Will allow flexibility to develop customizable video recorded messages, to capture video responses from students, and to better gauge applicants’ English proficiency and research competencies during the review process.

International Transcript Collection – Will provide a digital solution that enables TGS Admissions to streamline official transcript collection and verification while guarding against fraudulent submissions.

Responsive Design Technology – Will allow applications to be viewed on any mobile device so that faculty can review and evaluate submissions on the go, just as easily on their smart phones or tablets as they can on their desktop computers.

Coordinated Evaluation and Scoring - Will collect all reviewers’ scores and comments in a single location, encouraging collaboration and consistency. Applications can also be automatically routed to faculty or departments.

I encourage you to review the phased implementation timeline we have created to support this move to CollegeNet, which can be found here. You will also be hearing from Nicholas Alena, Associate Director of Admission and Recruitment, and Michael Satut, Director of Information Technology, throughout the year with status updates, training announcements, and requests for feedback on this important transition, which will allow us to better serve and engage our constituencies in the 21st century.


Dwight A. McBride, PhD
Associate Provost & Dean of The Graduate School
Daniel Hale Williams Professor of African American Studies, English & Performance Studies

From the Dean, Director of Graduate Study