Application Evaluation: Enhancing Your Admissions Process

This guide provides a comprehensive overview of the Application Evaluation features, designed to help administrators and evaluators efficiently assess student applications.

Setting Up Application Evaluations

Administrators can now add custom evaluation components to both new and existing program applications. This feature enables evaluators to assess applicants using varied criteria and provide detailed feedback, leading to a more standardized evaluation process, improved decision-making, and comprehensive reporting.

Evaluation components can be added to new applications during the Distribution step.

Or added to existing applications by selecting “Edit Settings” in the Application menu.

You'll find a new card labeled "Configure Applicant Evaluation." From there, you can add different types of evaluation components by clicking the Add Evaluation Element button.

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Adding an Application Response Component

This component is used to evaluate specific fields from the student’s submitted application. On this page, you can define evaluation metrics for individual application fields and for the application as a whole.

Here's how to configure it:

1. Click the Add Overall Evaluation button (for the entire application) or Add Evaluation button (next to a specific application field).
2. A new panel will appear, prompting you to Select Evaluation Collection Method. Options include Dropdown, Multi-select Checkboxes, Small Text Field, or Radio Button.
3. Fill in the required fields for your chosen data collection method. For example, if you choose "Dropdown," you can add up to 20 options for evaluators to select from.
4. Click Add to save your evaluation criteria. Once added, you can edit or delete the criteria using the respective icons.
5. After configuring all the elements, click Save. The "Application response" component and its details will now be visible in the "Configure Applicant Evaluation" card.

Adding a GPA Check Component

This component allows evaluators to collect a GPA and define flags for specific GPA ranges. You can add multiple GPA Check components if you need to evaluate different types of GPAs (e.g., overall, major-specific, semester).

Here's how to configure it:

1. Select GPA Check from the list of evaluation elements.
2. Enter a GPA Check Title and any Evaluation Instructions.
3. Click Add GPA Range Label to set specific GPA ranges.
4. From the dropdown menu, choose a range type:
   • Greater than or equal to: This includes the value you set and all values up to 4.0.
   • Less than or equal to: This includes all values from 0.01 up to, but not including, the value you set (e.g., "less than or equal to 3" means from 0.01 to 2.99).
   • Between: This defines a range that starts from 0.01 and goes up to the second value specified.
5. Enter the numerical value(s) for the GPA range (from 0 to 4) and a corresponding label. The system will prevent you from adding overlapping ranges.
6. Click Add to save the range
7. Click Save to add the GPA check component to the application.

Adding a Course Check Component

This component is used to document grades and confirm that applicants have completed required courses.

Here's how to configure it:

1. Select Course Check from the list of evaluation elements.
2. Provide a Course Check Title and any Evaluation Instructions.
3. Click Add Courses to add new courses or select from a list of previously created courses.
4. If you're adding a new course, enter a unique Course Code and Course Name. You will see a validation error if you try to enter a duplicate course code.
5. Click Add To Course Check to save your selections
6. Click Save to add the component to the application.

Adding a Custom Component

This component allows you to define custom external student data to collect and evaluate, suitable for items like student interviews or portfolio reviews.

Here's how to configure it:

1. Select Custom from the list of evaluation elements.
2. On the configuration page, enter a Component Label and Evaluation Instructions.
3. To define how evaluators will collect data, click Add Artifact Collection Method and choose from options such as Document Upload, Small Text Field, Large Text Field, Radio Button, Dropdown, or Multi-select Checkboxes.
4. You can then define how evaluators will score the collected artifacts and provide an overall evaluation by clicking Add Artifact Scoring Method and Add Overall Evaluation Method, respectively. The same data collection methods are available for these sections.
5. Click Save to add the custom component to the application.

Assigning Evaluators and Permissions

This section shows administrators how to assign evaluators and set specific permissions for the application review process.

When you create a program application, evaluators are assigned by default. For internal and external applications, the administrator who created the application becomes the default evaluator. These default evaluators are listed in the "Assign Evaluators" card.

Here's how to assign additional evaluators:

1. In the "Assign Evaluators" card, click the edit icon.
2. Search for and select other users to serve as evaluators.
3. Click Next to proceed to defining their permissions.
4. You'll see a list of all selected evaluators. The default evaluators will have "Grant Admission Permission" automatically set to Yes.
5. For any newly added evaluators, use the dropdown menu to select whether they can accept or deny a student's application (Yes or No).
6. Click Assign to save your changes.

Note: Evaluators with "No" permission can evaluate student applications using the configured evaluation elements, but they won't be able to change the final admission status.

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Managing and Exporting Evaluation Data

This section explains how administrators can manage existing evaluation elements and export application data, including evaluation results.

Archiving and Deleting Evaluation Elements

Evaluation elements that are currently in use (i.e., part of an active application review process) cannot be fully edited or deleted. To make significant changes to an element that is in use, you must archive it and then create a new one with the updated details.

• Archiving an element removes it from being used in future applications but ensures that all previously recorded evaluation data associated with that element is preserved and remains accessible for reporting and analysis.
• To archive an element, click the archive icon (a box with a plus sign) next to the component in the "Configure Applicant Evaluation" card and confirm your action.
• You can view all archived elements by clicking View Archived Evaluation Elements.

For elements that are not currently in use, you have the flexibility to either edit their details (using the pencil icon) or delete them entirely (using the trash can icon).

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Exporting Program Application results

Administrators can export program application results as CSV and PDF files to support reporting, committee review, and external data sharing.

Export options

From the Program Applications page, a user can export:

• Current view (CSV) – Exports the table exactly as it appears, including applied filters and visible columns.

• Applications (CSV / PDF) – Exports student application data.

• Evaluation data (CSV / PDF) – Exports only evaluation elements and results.

• Applications and evaluation data (CSV / PDF) – Exports a combined view of applications and related evaluations.

Admin can filter and select multiple students to bulk export individual PDFs (one per application) or comprehensive CSV files.

How to export

1. Go to Program Applications in Student Learning & Licensure.

2. Configure filters and columns as needed.

3. (Optional) Select specific students for inclusion.

4. Click Export, then choose:

   • Current view

   • Applications

   • Evaluation data

   • Applications and evaluation data

5. Follow the guided steps to:

• Confirm cohort or term (when applicable),

• Select students, and

• Choose evaluation elements (for exports including evaluation data).

6. Select CSV or PDF and generate the export.

Updated Application Overview

Upon clicking the application title, users will now see an updated view that includes a pie chart for enhanced clarity on application statuses. They can filter applications by evaluation elements using nested select filters, allowing for flexible views of applicant progress through the evaluation process.