Best Practices: How to Structure Your Admission Round
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1. Make sure to space out your admission round phases and allow enough time for different stages to take place, but most importantly, for your team to get used to the software and have time to ask questions. This is especially relevant if this is the first time your program is using the Glowbase PhD Recruitment platform. Depending on what software edition you are using, you can have the following stages in an admission round:
a. Application start date;
b. Application deadline;
c. Screening deadline;
d. Reviewing deadline;
e. Interview days.
Space them out by ensuring there is at least a week between the application and screening deadline, at least two weeks between the screening and reviewing deadline, and more than two weeks between the reviewing and interview periods.
Appropriate timing allows your applicants, colleagues and reviewers to clear up any confusion and correct any potential mistakes.
2. When setting up your application requirements for an admission round, make good use of the Candidate Questionnaire that is offered through the Platform. You can use the questionnaire to collect answers to different questions, but also Statements of Interest, writing prompts and writing samples.
Instead of just requesting that your applicants submit any of these answers in document format, you can require them to answer these questions through the platform. By doing this, you have a clearer overview of the submitted responses, get more standardized answers, and avoid having applicants submit corrupted files.
3. Besides spacing your admission rounds appropriately and making good use of the Candidate Questionnaire, make sure that you set up application requirements that will offer enough flexibility to both you and your applicants. Find out what are the benefits of using different options to request recommendation letters.
This can be something as simple as offering your applicants the option to upload their recommendations on their own.
In addition to asking your students to invite their referees to submit recommendation letters through the platform, you can also offer them the option of uploading their recommendation letters on their own by adjusting the application requirements. You can do this when setting up the application requirements for the admission round and choosing to add a "Recommendation letters" requirements in the "Documents" field. If your applicants are only required to submit recommendation letters by uploading them on their own, you may avoid the delays and issues applicants experience when waiting on absent referees or when their referees experience technical issues.
You can add and require as many reference letters as you want in the Documents field of the application requirements.
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