1. Adventures in Admissions
Anthony Manahan, Associate Director Admissions, University of Melbourne
Andy Dowling, CEO, Digitary

2. Today’s session…
My eQuals will deliver many opportunities for both educational institutions and employers.
This presentation focuses on Admissions at the University of Melbourne and the benefits and opportunities My eQuals is going to bring to applicants and staff

3. A little bit about the University of Melbourne…
The University of Melbourne operating model has three components – faculties and graduate schools, university services and chancellery

4. A little bit about University Services at the University of Melbourne…
University Services comprises 10 portfolios including Academic Services which contains Admissions within the Student Enrolment directorates
US portfolios - Academic Services, Finance and Employee Services, Infrastructure Services, Business Intelligence and Reporting, External Relations, Legal and Risk, Project Services (Commercial Services from May 1), Research Innovation & Commercialisation, University Procurement Services, University Services Operations
AS directorates – Student Administration, Student Success, Service Planning and Delivery, Wellbeing, Scholarly Services
Student Administration – Admissions, Graduations and Curriculum Support, Enrolment Services

5. A little bit about Admissions at the University of Melbourne…
Most applications made direct to the university via the online application (eApplication) are managed by Admissions
Admissions checks these applications for completeness and for priority applications (we call this triage)
Admissions also follows up on any missing material, and assesses English Language Requirements
All applications other than undergraduate domestic, onshore undergraduate international, and domestic Master of Teaching apply direct to the university via the online application (eApplication)

6. A little bit more still about Admissions at the University of Melbourne…
Once ‘triaged’, applications are flagged in the admissions system as ready for assessment – Admissions assesses international undergraduate applications whilst faculties and graduate schools assessing higher degree coursework and research applications.
Admissions manages international acceptances for all cohorts
Mention VTAC for UG plus Grad Teach
Will also mention Admissions and the processing of the conditional offers.

7. Once upon a time…
Admissions at Melbourne, like all institutions has always been labour intensive and whilst moves to electronic processes has assisted, the volume has also increased.
The model has always been that the applicant applies and provides their prior qualifications, whether as paper or electronically.
This has meant that the opportunity for fraudulent qualifications to be provided as part of that application is in effect built into the process

8. Reality check…
It is important to be clear that by far the majority of applicants provide legitimate qualifications however there is an increasing number of cases where this is not case.
Thus, the Digital Student Data Project was initiated to deliver on:
Credential security
Student mobility and improved experience
Productivity improvements
My eQuals is the result
Having said that, most applicants don’t provide fraudulent credentials
However, given the University’s ‘product’ is the integrity of its qualifications, even small numbers are significant.
Qualifications are checked when an oddity is spotted, and there is a process for spot checks however the sheer volume of application precludes checking everyone…a fact that is sometimes taken advantage of.

9. My eQuals arrives at Melbourne
Over 33,000 + domestic and international graduate direct applications in 2017 start year
Over 17,000 who most recently studied in Australia or New Zealand
Over 4000 who most recently studied China
Not including UG international direct in this – further – as majority with secondary qualifications.
Melbourne was one of the original drivers behind the DSD Project and is one of the pilot sites.
eQuals process a secure ecosystem which means that we in admissions can be sure that the qualifications provided by applicants are their actual qualifications as they come from a source of truth.
The window that that eQuals provides into other jurisdictions, such as China Higher Education Student Information and Career Center (CHESICC), is particularly valuable as it assists in removing barriers – CDGDC check.
Fortunate position where volume is an issue so anything that can be done to remove steps (e.g. qualification checks) is important

10. My eQuals and the eApplication
Applicants who have studied in Australian or New Zealand will be able to provide a link to their transcripts in My eQuals in the context of the online application
This will ultimately reduce turnaround times
Aiming for release by the end of May
Applicants apply online and are required to provide their academic transcripts as part of the application. This is currently a scanned transcript. This is checked by Admissions to ensure it is complete (e.g. all results, completion statement). At this point, an experience eye may notice an oddity which would be followed up on. A sample of transcripts are verified post offer as ‘back to source’. This will no longer be required for applicants who have studied in Australia and New Zealand as these will now be provided from a trusted source.
Managed by Admissions, and will upload document for faculties and graduate schools, but move towards the area undertaking the assessment accessing the document.

11. My eQuals – Applicant’s documents…
Applicants chooses the documents they wish to provide – we do ask that all study be declared but this is not checked at this stage. Some applicants undo themselves later by subsequently applying for credit based on undeclared study – this can result in an offer being rescinded….Admissions Darwin Awards

12. Applicant views their documents…

13. …and shares it with Melbourne Admissions!
Applicant generates the link or links

14. Applicant copies link/s into eApplication
Applicant can copies the link into the eApplication and submits

15. Admission triages the application and clicks the link and accesses the certified document!

16. Admission opens the PDF and attaches to the requirement for assessment
This is phase one. The ideal is to move next to the assessor accessing the document directly but ultimately the documents being attached to the application automatically (including data)

17. Admissions can also potentially access the record via My eQuals
If applicant has given permission

18. China Higher Education Student Information and Career Center (CHESICC)
1.22 billion records which removes the need for checking and reduces cost for applicants
Removes barriers to participation
My eQuals provides a foundation for direct access to qualifications to be extended to other regions around the world
1.22 billion records in a market that is only likely to increase.
The system functionality that delivers this to My eQuals will also allow the sector to move to other markets around the world
Applicants who have studied in China are currently required to have their applications verified by the CDGDC.
77% from China through agents – will be much better experience for those applying directly; potentially opportunity to reduce dependence on agents.

19. CHESICC and the eApplication
Applicants who have studied in Chine can also provide their transcripts via My eQuals in the context of the online application
In this case, there is no link as only accessible via the My eQuals inbox

20. Applicants upload documents via CHESICC

21. …and the document(s) are received via My eQuals

22. Admission opens the PDF and attaches to the requirement for assessment
This is phase one. The ideal is to move next to the assessor accessing the document directly but ultimately the documents being attached to the application automatically (including data)

23. Target State (Med Term): Credential Attachment (docs)!
Credential attachment directly into the application (as per Stanford / CollegeNET)
Quick win as only PDF documents being attached
Directly accessible from within the application by the Admissions department (no swapping systems)

24. Target State (Med Term): Credential Attachment (docs)!

25. Target State (Med Term): Credential Attachment (docs)!
Credential attachment directly into the application (as per Stanford / CollegeNET)
Quick win as only PDF documents being attached
Directly accessible from within the application by the Admissions department (no swapping systems)

26. Target State (Med Term): Credential Attachment (docs)!

27. Target State (Med Term): Admission opens the application and the document is available
This is phase one. The ideal is to move next to the assessor accessing the document directly but ultimately the documents being attached to the application automatically (including data)

28. Target state (long term): Credential Attachment (data)
Attaching standardised data to applications
Machine-readable data (XML for example) is included in the PDF payload
Same attachment protocols – no re-engineering!
Facilitates automated data entry and comparisons
Speeds up the admissions process

29. A brave new world…
My eQuals provides a foundation for the University of Melbourne, and the sector as a whole, to take a substantial leap forward.
Automated outcomes based on codified entry requirements using data enabled documents from trusted sources
Underpin a national tertiary admissions centre
Extension into vocational and secondary education as well as industry and professional development
Scholarships
Advanced standing / credit
Also micro-credentials
Advanced standing as currency (Block Chain potential)

30. The integrity continuum…
My eQuals is also the first component in the integrity continuum that delivers a virtuous cycle from admission, through assessment to completion and then back to Admissions and/or into the world of work
Admissions is a key step in the ‘virtuous circle’ of credential security
All institutions and organisations depend on the integrity of their qualifications

31. Q&A