Application Process – The following are recommendations based upon our observations, conversations with University personnel, and testing:
Currently, it appears that the admission documentation maintained varies by student. A determination should be made as to what documentation should be maintained for each student to ensure that files contain pertinent documentation and student records are uniform.
A process and procedure should be implemented to document the relevant dates in the application process. Currently it does not appear that documentation of the date the application is received, processed, and decisioned is being consistently applied.
Rolon Williams, Administrative Assistant in Enrollment Services is currently contacting potential graduate students regarding their applications, accumulating application information, and creating student records in Banner. The decision to admit a student to a graduate program is then made by faculty within the respective department. The role being performed by Rolon does not appear to align with her core duties as an Administrative Assistant to Antonio Boyle. The current practices for admitting graduate students should be evaluated to ensure required documentation is being gathered in accordance with University policy and if proper personnel are involved in the process.
A process and procedure should be established to validate each student's residency status in accordance with residency regulations in the State of Kentucky as there may be student financial aid consequences in the event of failure to comply, along with other potential risks such as lost revenue to the University.
To obtain the following items for each student selected to determine if the student's contact information is on file at KSU: