Metro State University, which serves more than 10,000 students on several campuses in Minnesota, faced significant challenges in its application process, leading to inefficiencies and a lack of diversity in its applicant pool. Recognizing the need for a transformative solution, Metro State leaders decided to partner with Liaison to implement GradCAS and BusinessCAS, Liaison’s centralized application services designed to streamline processes and enhance the applicant experience.
The Challenge: Confusion and Inconsistency
Prior to working with Liaison, Metro State had been using the Minnesota State application system. Described as inefficient and very manual, the old system created a confusing experience for students and the admissions office. Metro State’s other challenges included:
- Inconsistent requirements | Each program at Metro State University had a unique application process, leading to inconsistent applicant experiences across the institution. This made it difficult for students to navigate the application process and for staff to manage it efficiently.
- Limited visibility | Program directors were unable to access applicant data until late in the process, restricting their abilities to make proactive informed decisions and engage with prospective students in a timely manner.
- Ineffective communication | Students applying to other universities reported better communication and a smoother process, putting Metro State at a competitive disadvantage.
The Solution: Collaboration and Integration
Implementing GradCAS and BusinessCAS at Metro State University was not without obstacles, including staff transitions and other internal developments. However, these challenges were effectively managed through close collaboration between Metro State’s team and Liaison’s implementation experts.
Key strategies for success included:
- Weekly meetings | Regular communication between Metro State and Liaison helped alleviate the effect of staff transitions and maintain momentum.
- A holistic process | The university also worked closely with Liaison to eliminate inconsistencies and to create a more cohesive application process, including standardizing program-naming conventions.
- Quick fixes | During the implementation, Metro State was also onboarding a new CRM, which delayed the integration with its student information system (SIS). The university then opted to use Liaison’s WebAdMIT admissions management system as a temporary solution, allowing it to process applications without disruption and ensuring the project timeline was not compromised. Associate Vice President of Strategic Enrollment Carrie Carroll noted, “I can’t imagine completing this within our timeframe without Liaison’s support. It’s been invaluable.”
The Outcome: Diversity and Efficiency
The implementation of GradCAS and BusinessCAS yielded immediate and remarkable results for Metro State University, notably:
Increased applicant diversity | The new CAS systems broadened the institution’s reach, attracting applicants from all 50 states and more than 100 countries. This expansion allowed the university to tap into a more diverse and qualified applicant pool, enhancing the overall quality of its student body. Director of Graduate Enrollment Shoua Madland noted, “I certainly heard right away from program directors about the diversity of applicants. We had more from other states who otherwise would not have been in our pool.”
Better qualified applicants | By introducing an application fee, Metro State was able to better qualify applicants, most notably international applicants. This change ensured that the university could focus its resources on engaging with students who were genuinely interested in enrolling.
Improved visibility | GradCAS and BusinessCAS revolutionized program directors’ access to applicant information. They now have real-time data visibility, enabling them to engage with prospective students earlier in the process.
“The fact that our program directors can go in and see all the different applicants to their programs and even get a sense of where they’re from—that’s a night-and-day difference,” Carroll said. “It’s given them a much better window into the whole admissions process.”
This improved transparency has played a critical role in improving the efficiency of Metro State’s recruitment strategies, allowing program directors to make more well-informed decisions and tailor their efforts to better meet the needs of prospective students.
The ability to standardize program requirements across departments has also created a more streamlined and consistent application process for students. Not only did this improve the applicant experience, but it also reduced administrative burdens on staff, allowing them to focus on more strategic initiatives.
Lessons Learned
As a result of the successful adoption of GradCAS and BusinessCAS, “Metro State University really has become the poster school for how to manage a successful implementation,” said Kelly Sugrue, the Liaison client success director who worked closely with the university. Madland and Carroll can now offer valuable insights for other institutions looking to partner with Liaison:
Collaborate closely | Establish regular communication and identify key decision makers early in the process. This approach ensures that all stakeholders are aligned and that any challenges can be identified and addressed promptly.
Leverage Liaison’s expertise | Trust Liaison to guide the process by providing context, answering questions, and keeping teams focused when necessary. Relying on Liaison’s expertise to navigate complex challenges ensures a successful implementation.
Have fun | Enjoy the partnership and the journey toward a more efficient and diverse application process. A positive and collaborative relationship with Liaison can make the implementation process smoother and more enjoyable for all involved.
By implementing GradCAS and BusinessCAS, Metro State University has transformed its application process, leading to greater diversity on campus, improved efficiency, and better outcomes for both students and the university.
Learn more about Business CAS and GradCAS now.