Thanks to those of you who submitted survey feedback regarding the Graduate School’s digital form approvals. This news item describes what we learned and how we’re improving based on your input.

Processes under consideration

This process enhancement effort covers Admissions & Registrar approvals where the Graduate School is the final approver. As this new table shows, these processes run through multiple systems. You can find the new table on our Forms landing page. We have also created interactive process maps for most of these approvals.

Positive Feedback

Feedback was overwhelmingly positive. A sampling of quotes:

• “Streamlined, clear instructions, fast process”
• “I like that we are notified as approvals are completed.”
• “The turnaround time for these approvals is much more timely than the old method of making these requests.”
• “Much simpler than trying to make sure each email is formatted perfectly”
• “Logical, smooth, with reduced steps. Thought, "How many other things could work this way?"”
• “They're easy to process from my email inbox (even on my phone, for uncomplicated cases) and all of the information is in one place.”

• “With the forms, I have to do less prompting for folks to assemble all the needed elements at the program level. So, by the time they get to me for approval at the College, they are more likely to be complete.”

These processes have resulted in significant improvements in terms of cost savings, completion time, accessibility, and other metrics.

Policy vs. Process

We are currently reviewing the Graduate School’s webpages and forms in an effort to draw clear distinctions between what constitutes a "policy," "process," and "procedure." Please know that the Graduate School strives for continuous process improvement, and we have appreciated your feedback. 

For questions about the Admissions and Registrar processes listed above, please contact Assistant Dean Bethany Laursen. For questions pertaining to requesting policy reviews or changes, contact the Dean of the Graduate School, UCGS, and/or the University Steering Committee.  For other processes, please contact the point person for that system, e.g., gradSIS@grd.msu.edu.

Changes in Response to Feedback

• Created a new table of all Graduate School approval processes and posted on the Forms landing page.
• Created new interactive process maps for each of these approval processes, also linked from the Forms landing page and each form’s information page.
• Moved each approval’s policy and procedure text from the form header and onto each form’s information page.
  • These webpages now provide a single, shareable source of all policy, procedure, and required information for each approval.
    • The dual major information has moved to its own page.
    • A new information page for time extensions has been created.
• Created checklists of the information needed to complete each form on each form's information page, also linked from the Forms landing page.
  • These checklists replace the “form previews” originally linked in each form’s instructions.
• Added a link to each form, the Forms landing page, and key email notifications where you can view all of your Power Automate approvals sent, received, and acted upon.
• Moved all sections of the time limit extension request form onto a single page, making it easier to review your responses before submitting.

• Clarified instructions in each form for how to keep a program assistant notified of request status.

Form Submission Help

There are multiple resources available that will help you successfully navigate form approvals:

• Digital Forms Job Aid
• Digital Forms Presentation
• Digital Forms Video Training
• Approvals Process Maps
• Process Summary Table

• Your Power Automate approval lists for digital forms

We appreciate your feedback and look forward to continually improving these processes.