HDR Systems Improvements Project

I am pleased to announce two streams of work that are ready for release:

1. Streamlining the iGRad eFacRec process for the assessment and recommendation of HDR candidature and scholarship applications
2. Streamlining the Expression of Interest (EOI) process by integrating this process in StudyLink

These two streams are important parts of the ‘pre-commencement’ stage of candidature. A handy, one page overview of how the process from enquiry > EOI > application through to ADR approval in the eFacRec will operate after these two initiatives are implemented can be found here Overview of improved EOI and eFacRec process

In addition, the information below details:

• What changes are being made
• Why are the changes are being made
• How the changes impact you

The key initiatives will be activated on the following dates:

Streamlining the iGRad eFacRec process – 17 January 2018
Streamlining the Expression of Interest (EOI) process – 7 February 2018

Streamlining the iGRad eFacRec process

This initiative will simplify and streamline the business process and supporting system functionality for completing an eFacRec form in iGRad. The main objectives of this initiative are to:

1. Reduce the elapsed time to complete an eFacRec assessment process and, in turn, reduce the overall ‘application to offer’ time
2. Create academic and GRO efficiencies by reducing the number of steps required to complete the eFacRec process in iGRad

The eFacRec assessment process in iGRad will now include the following five workflow steps in a continuous process:

GRO Candidature Management Advisor (CMA) > Primary Supervisor > GRC > Head of School (HoS) > ADR

1. The CMA will assign the Primary Supervisor in iGRad through consultation with a GRC and supervisor
2. Primary Supervisors will assign co-supervisors and endorse on behalf of co-supervisors. Co-supervisors are no longer required to complete a workflow step in iGRad, however: (a) The Primary Supervisor should consult with potential co-supervisors outside of iGRad prior to the assignment of co-supervisors within iGRad (b) iGRad will automatically send a notification to co-supervisors upon their assignment
3. The former separate assessment and endorsement stages of the process are now combined into one stage for each workflow step
4. There is no change to the HoS or ADR steps in the eFacRec assessment process in iGRad
5. Communication outside of iGRad between the CMA, GRC and supervisors will continue to be necessary to complete the eFacRec process

During the transition period, any existing eFacRec assessments that are active will be automatically transitioned to a pre-mapped workflow step in the new eFacRec process on the ‘Go Live’ date.

A handy user guide for completing each step of the eFacRec form can be found here eFacRec-Desktop-Guide_January 2018

Streamlining the Expression of Interest (EOI) proc ess

This initiative will streamline the current Expression of Interest (EOI) and application processes into a single Studylink form. This form will include 2 parts:

Part 1 – Expression of Interest

The applicant will complete and submit this first part of the form that includes criteria to assess the applicant’s eligibility to complete a HDR at the University of Tasmania (UTAS). If the applicant is eligible, they will be invited to complete the second part of the Studylink form.

Part 2 – Application

The applicant will complete the remaining application questions in the Studylink form. This part of the form includes questions about the proposed research project, supervisor nomination and scholarship application.

Successfully implementing the EOI in Studylink will achieve the following benefits:

1. Streamline the application process for applicants and agents, in particular: (a) Removing the need to complete EOI and application processes in separate systems (b) Removing the significant overlap of information required in the EOI and application processes
2. Streamline the application process for GRO, in particular: (a) Removing the need to maintain manual spreadsheets (b) Establishing a consistent approach across all Colleges
3. Prevent significant effort being spent by academic and administrative staff progressing applications, where the applicant isn’t eligible to complete a HDR
4. Establish a data set, enabling EOI operational and strategic reporting capability
5. Provide a fast turn-around on communication to applicants, in order to encourage them to continue to apply to UTAS

Other key information about this initiative:

1. CMAs will complete the EOI eligibility assessment and, as required, liaise with academic staff before and after the assessment is complete
2. Academic staff are still encouraged to maintain the same pre-application communications with applicants. The key change for academics is directing the applicant to Studylink to complete an EOI when the applicant is ready to start the application process
3. An EOI that has been assessed as ‘Alternative Pathway’ will be processed as though they are eligible and the applicant will be invited to complete the application part of the Studylink form
4. UTAS HDR website pages will be updated to direct applicants to Studylink to complete an EOI
5. The workflow for processing an application (Part 2 of the Studylink form) remains unchanged

I wish to thank all parties involved in this substantial piece of work and we look forward to seeing efficiencies in GRO administration for academic staff, applicants, candidates and administrative staff with the implementation of these two initiatives.

Regards

Julianne O’Reilly-Wapstra

Associate Director, Researcher Development