SlideRoomBlog

We launched a new feature this weekend to generate a report (spreadsheet) on all applicants, regardless of the program they are in. Previously, reports had to be generated program-by-program. With some clients using 20+ programs, the task of generating regular reports on all applicants wasn’t efficient. So, not only does this report include applicants from all active programs, it uses the new horizontal layout that has been so commonly requested.

Because applicants apply periodically, we thought it would be nice for administrators to get an email notification of new activity. Now administrators can opt in to receive a daily (or weekly) email containing a notification of newly completed submissions. The email displays applicants by program and lists their name/confirmation ID.  This helps admins to know when to login and review portfolios!

The field of applicant tracking systems has a wide array of online options. I would like to define the spectrum of options to better illustrate where SlideRoom fits. The primary difference among these options is whether they are a common system or custom system.

There are many Common systems, like “CAFE” for public art or “Krop” for hiring graphic designers. These are application systems where applicants can post their portfolio and other text info (like a resume) to a common area to be reused over and over. This can be very efficient for the applicant apply for many events and helps the institutions advertise their opportunities.

On the other hand, you have Custom systems, where institutions get their own private system. These are fully customized with the institution’s branding and unique submission requirements (which may be highly customized). Typically, applicants go through this process once, and everything is discreet for that particular opportunity.

SlideRoom was born as custom system, but has elements of a common system. Primarily, we provide institutions with their own branded account which can be fully customized with unique requirements (application forms, media, supplementary items). However, any applicant that has gone through SlideRoom in the past, can use their same account for other institutions using a SlideRoom system. The system remembers the personal account information and portfolio. They can even build a new portfolio based on a library of their previous uploads to the unique requirements of each opportunity. This saves them time from uploading and labeling their portfolio again and again.

SlideRoom does not currently have a common directory where opportunities can be listed/advertised. However, we have heard many requests for this from the Public Art sector and from applicants in general. We do eventually plan to build this “open-mode” next year, and allow institutions to opt in/out of being listed.

Via Jessica Hagy

Long suffering administrators have a tendency to post too many instructions when announcing the application process. This results from desperately trying to answer all possible questions ahead of time. However, this strategy of just posting tons of information backfires. It results in confusion and applicants not reading any of the information. So what’s the solution?

We believe relevant instructions need be delivered at the pertinent moment, rather than all at once. SlideRoom was designed around this philosophy. While a brief overview of requirements is good to list on your main website announcing the process, you can leave the details for later. Here are some of the stages we have designed for:

• Welcome Page: Announce what your institution stands for and general instructions. Video Tutorial is also included.
• Program Choices: Announces program titles, deadlines and requirements. 2-3 sentence descriptions help applicants choose the correct program.
• Application Forms: Instructions for completing supplementary materials are displayed on that step (not before). This may include an application form, resume, etc.
• Add Media: Portfolio requirements are displayed when the applicant is actually choosing work to upload.
• Confirmation: Additional instructions can be displayed at the end of the process.

By timing the display of instructions for the appropiate moment, the need to display everything all at once has been replaced. This will make the whole process seem simpler to applicants and increase their likely hood of beginning the process. And having a beautifully designed structure will also be helpful in helping them complete the process without problems.

Many schools have two different online systems for the various parts of their application process (some for good reason). But it sure is nice to have everything go through one place: easier for applicants and for administration. Parsons Paris has consolidated both application forms and media for admissions into their SlideRoom portal. Notice (above) how they are taking advantage of custom application forms. They have separate steps for Personal Info, Education, Statement, Adding Media and Payment. SlideRoom’s merchant services are even handling international payment currency conversions.

Having all the information in one system (including media) is going to really create efficiencies for administrators. See everything first hand at http://parsonsparis.slideroom.com

For the second year in a row, UT Austin’s Department of Art + Art History runs portfolio submission and review completely online (no exceptions). Many schools try to be accommodating by also allowing for items to be physically mailed in, but this really hurts the review process and administrative efficiency. Because UT Austin has established themselves as a thought-leader in this realm, I would like to highlight them here. They have done a marvelous job of streamlining the whole process for applicants and reviewers. In particular, they have done a good job at separating information from instruction, and displaying each at the appropriate time in the process (rather than all at once).

Their process starts with a very complete informational overview for applicants on their admissions website. Then, they use very brief instruction on their SlideRoom portal. This maintains a very smart division between information and instruction. When applicants are trying to first get oriented, their website provides all the information necessary. And just as important, when their undergraduate applicants arrive at their SlideRoom portal, they switch to giving very concrete instruction.

Shane Sullivan is the man coordinating their undergraduate admissions. And most of the compliments above can be attributed to him personally as well. He states:

The system is very easy to work with from both sides…I tested it out in student mode and administrative mode on my end and found it very easy to use and to train faculty on (yes, the faculty did learn how to use it) … As for mode of submission, SlideRoom is the only form of submission we now accept for undergraduate and graduate portfolio-driven admissions and for studio-based faculty searches. This has saved us HOURS of processing time in that we are not having to sort and open mail, log mail, keep track of SASE returns, AND most importantly to me, no more paper cuts and my office doesn’t look like Kodak exploded in my office.

– Shane Sullivan, MFA
Senior Program Coordinator
Undergraduate Programs, Recruitment, Admissions

Applicants often don’t want to wait for technical support staff to respond (usually an hour). They want answers “now.” One of the big new features for applicant portals is access to our new Help Desk. This is accessible after they login under the “help” tab. It is a complete knowledge base for answers to frequently asked questions. And if they can’t find an answer to their question, they can still email us for assistance.

Institutions may wish to add this link on their website announcing programs: http://slideroom.zendesk.com. This way, applicants who have trouble starting the process can also find answers to their questions.