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Prospective Student Database: Technological Support for Assessing the Effectiveness of Graduate Recruitment Activities

机译：潜在学生数据库：评估毕业生招聘活动有效性的技术支持

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To the Editor: As many of the readers of CBE—Life Sciences Education know, academic institutions compete to attract a finite number of graduate students. Prospective students make high-stakes decisions regarding graduate education, and educational institutions commit significant and sustained resources to recruit, retain, and train students. Approaches to manage recruitment and admissions would allow data-driven decisions concerning resource allocation. Applicant tracking systems are used in human resource management to provide a central applicant database and a set of processes and tools to help employers manage recruitment and hiring efforts ( Gardner et?al. , 2003 ; Ngai and Wat, 2006 ; Alshibly, 2011 ; Laumer et?al. , 2015 ); however, academic institutions have been slow to adopt these tracking methods and instead depend on less sophisticated approaches for reasons of scale, expertise, and cost. We designed and created a Prospective Student Database that is purpose-built for tracking applicant movement through the recruitment and admissions processes in graduate education at The University of Texas MD Anderson Cancer Center UTHealth Graduate School of Biomedical Sciences. The system matches prospective applicants with students who have been admitted and, subsequently, with students who have enrolled at the institution. Admitted and enrolled students from one year can be queried against the list of prospective applicants from the current year and previous years using unique identifiers generated by the system ( Codd, 2002 ). Thus, determination of prospective applicants who are admitted and which of the admitted applicants matriculate provides a clear understanding of recruitment outcomes. The reporting feature of this database provides standard reports that inform recruiters and academic institutions about the success of recruitment activities by event, date, and year of matriculation ( Figure 1 ; Wilson et?al. , 2018 ). Tracking the effectiveness of different recruitment strategies and the utility of individual events enables institutions to direct resources toward successful approaches. As proof of principle, our recent work ( Wilson et?al. , 2018 ) that assesses our graduate school's initiatives on recruiting and retaining underrepresented minority students used this Prospective Student Database and a network of databases (admissions, student, and alumni databases) to track recruitment activities (Prospective Student Database), student metrics (admissions database), candidacy examination outcomes (academic affairs database), attrition (academic affairs database), and career paths (alumni database). Thus, this system can be used by recruiters, faculty, staff, programs, and administrative leaders in graduate education for a complete picture of applicant outcomes. FIGURE 1. Example reports generated by the Prospective Student Database. Users can query the database and determine the effectiveness of recruitment events and activities by selecting one of the four “reports” generated by the database: “All Prospects By Events,” “Applicants By Date,” “Applicants Who Were Prospects,” and “Students Who Were Prospects.” While the Prospective Student Database can be used as a stand-alone application, the real value of this platform is its scalability and adaptability as multi-user network-based application in academic and student affairs offices that links pre-existing student databases in a graduate school setting—all of which are important for complete programmatic assessment. To our knowledge, this is the first functional platform to track academic recruiting strategies/events by matching prospective applicants with admissions and matriculation outcomes. Thus, we expect that this system will be adapted by graduate programs that may not have the resources to purchase or develop sophisticated predictive analytic tools currently in use by undergraduate programs. DOWNLOADING AND USING THE SAMPLE DATABASE Access to the sample database is available by clicking the following link: http://go.uth.edu/SampleProspect Briefly, follow these steps for a successful demonstration of the sample database. Detailed instructions are provided in a Word document titled “Steps for Successful Demonstration” and can be found by clicking the link. Create a folder on your Windows computer: C:/Sample-Prospect. Download and unzip the files provided using the link above. Save the unzipped files under the new folder C:/SampleProspect. Open the Sample Prospect Access Database (SampleProspect.accdb). Click Process Prospects and Applicants and follow the step-by-step instructions to import the sample Prospect, Admissions, and Student, which are provided as Excel spreadsheets. Click the Return button to return to the workflow switchboard. Users can now match prospect to applicants using the Match by Email or Match by Name buttons. Once matches have been made, users can click on the Example Reports button for complete reports of recruitment act
机译：致编辑：正如CBE（生命科学教育）的许多读者所知道的那样，学术机构竞相吸引有限数量的研究生。准学生在研究生教育方面做出高风险的决定，而教育机构则投入大量而持久的资源来招募，保留和培训学生。管理招聘和录取的方法将允许有关资源分配的数据驱动决策。申请人跟踪系统用于人力资源管理，以提供一个中央申请人数据库以及一套流程和工具，以帮助雇主管理招聘和雇用工作（Gardner等人，2003; Ngai和Wat，2006; Alshfully，2011; Laumer等人，2015年）;但是，学术机构采用这些跟踪方法的速度很慢，而由于规模，专业知识和成本的原因，它们依赖于不太复杂的方法。我们设计并创建了一个准学生数据库，该数据库专门用于在德克萨斯大学MD安德森癌症中心UTHealth生物医学研究生院的研究生教育中，通过招聘和录取过程跟踪申请人的移动情况。该系统将准申请人与已被录取的学生进行匹配，然后与已在该机构注册的学生进行匹配。使用系统生成的唯一标识符，可以从当年和前几年的准申请人列表中查询一年的入学和入学学生（Codd，2002）。因此，确定被录取的准申请者以及哪个被录取的申请者预科可以清楚地了解招聘结果。该数据库的报告功能提供标准报告，可按事件，日期和入学年份向招聘人员和学术机构提供有关招聘活动成功的信息（图1; Wilson等人，2018年）。跟踪不同招聘策略的有效性以及各个事件的效用，可使机构将资源引导至成功的方法。作为原则上的证明，我们最近的工作（Wilson等，2018）评估了我们研究生院在招募和留住代表性不足的少数民族学生方面的举措，使用了该准学生数据库和一个数据库网络（招生，学生和校友数据库）来跟踪招聘活动（准学生数据库），学生指标（招生数据库），候选人考试成绩（学术事务数据库），减员（学术事务数据库）和职业发展路径（校友数据库）。因此，研究生教育中的招聘人员，教职员工，计划人员和行政领导者可以使用此系统来完整了解申请人的成绩。图1.准学生数据库生成的示例报告。用户可以通过选择数据库生成的四个“报告”之一来查询数据库，并确定招聘事件和活动的有效性：“按事件列出的所有潜在客户”，“按日期列出的申请人”，“有前景的申请人”和“有前途的学生。”虽然准学生数据库可以用作独立的应用程序，但该平台的真正价值在于它的可扩展性和适应性，可以作为学术和学生事务办公室中基于多用户网络的应用程序来链接毕业生中现有的学生数据库。学校设置-所有这些对于完整的程序评估都非常重要。就我们所知，这是第一个通过将潜在申请人与录取和入学成绩相匹配来跟踪学术招聘策略/事件的功能平台。因此，我们希望该系统将适合可能没有足够资源来购买或开发当前由本科课程使用的复杂预测分析工具的研究生课程。下载和使用示例数据库通过单击以下链接，可以访问示例数据库：http://go.uth.edu/SampleProspect简要地讲，请遵循以下步骤来成功演示示例数据库。 Word标题为“成功演示的步骤”的文档中提供了详细说明，可通过单击链接找到该说明。在Windows计算机上创建一个文件夹：C：/ Sample-Prospect。使用上面的链接下载并解压缩提供的文件。将解压缩的文件保存在新文件夹C：/ SampleProspect下。打开Sample Prospect Access数据库（SampleProspect.accdb）。单击“处理潜在客户和申请人”，然后按照分步说明导入示例“潜在客户”，“招生”和“学生”，它们以Excel电子表格形式提供。单击“返回”按钮以返回到工作流总机。用户现在可以使用按电子邮件匹配或按名称匹配按钮将潜在客户与申请人匹配。完成匹配后，用户可以单击“示例报告”按钮以获取有关招聘行为的完整报告

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