The keys to an efficient application management platform for higher education

In a context of increased competition among higher education institutions, having high-performing application management software is becoming a true strategic advantage. What are the essential features for optimizing student recruitment, particularly for Executive Education programs? How can you ensure a seamless applicant experience while addressing data security and compliance challenges? Discover our tips for making your admissions solution a competitive advantage.

Summary:

1. Analysis of the institution's specific needs
2. Essential functionalities for Executive Education
3. Data security and compliance
4. Integration with existing systems
5. Performance measurement and continuous optimization

1- Analysis of the institution's specific needs

Identify the specific features of the programs and pathways offered

Each higher education institution has its own programs and training pathways, with specific prerequisites and selection criteria. A thorough understanding of these specificities is essential for configuring application management software appropriately. This allows for the customization of application forms to gather all the information necessary for evaluating applicant profiles.

Furthermore, a thorough understanding of the available pathways allows for the effective segmentation of applications by program type, level of study, or area of ​​expertise. This differentiated approach facilitates the processing of applications by administrative and teaching staff. It also offers the opportunity to implement targeted communication campaigns to attract the most relevant candidates. For example, a business school could create separate application forms and pathways for its Grande École program, its Bachelor's degree, and its Specialized Master's programs, with fields and supporting documents tailored to each level and area of ​​study.

Involve the various stakeholders in defining the needs

For applicant tracking software to be truly effective, it is essential to involve all stakeholders in defining the needs. Administrative teams, academic leaders, and the marketing and IT departments must be consulted to identify everyone's challenges and expectations.

This collaborative approach allows us to consider the various constraints and find the best balance between processing efficiency, quality of the candidate experience, and adherence to internal processes. It also fosters buy-in from all stakeholders for the student recruitment digitalization project. In practical terms, this can involve organizing workshops bringing together representatives from each department to define key functionalities, the ideal candidate journey, and the performance indicators to be monitored. This co-creation upstream of the project is a guarantee of success for its deployment and future adoption.

2- Essential Features for Executive Education

Customizable application forms

For Executive Education programs, which target experienced professionals, it is important to be able to fine-tune application forms. Each field must be designed to gather key information to assess the candidate's suitability for the program, such as their career path, significant achievements, and motivations.

The platform must offer a high degree of flexibility in its configuration to create customized forms tailored to the specific requirements of each program. It may also be beneficial to integrate pre-qualification tools, such as online tests or presentation videos, to refine the selection process beforehand. Consider the example of a business school offering an Executive MBA and a Specialized Master's in Finance. The forms could include common sections, such as personal information and a CV, as well as specific fields. For the Executive MBA, applicants could be asked for details of management positions held and questions about their career goals. For the Specialized Master's in Finance, the focus would be on experience in the financial sector, and a technical test could be included.

Advanced assessment and selection tools

The evaluation of candidates for Executive Education programs is based on demanding criteria that go beyond academic prerequisites. Selection committees need advanced tools to thoroughly analyze profiles and identify the most promising candidates.

The platform must offer features such as multi-criteria scoring, application comparison, and interview management. Collaborative spaces allowing evaluators to discuss applications facilitate decision-making. The goal is to have a 360° view of candidates in order to create high-level cohorts capable of meeting the expectations of partner companies. Imagine a continuing education program in project management. The online evaluation grid could incorporate criteria such as project management experience, transferable skills, motivation, and career goals. Each jury member could rate and comment on applications directly on the platform. A discussion forum would allow for the comparison of opinions before the final deliberations.

Automation of tasks and communication

In a context of intense competition between institutions, responsiveness and seamless communication with candidates are becoming key differentiators. By automating time-consuming and repetitive tasks, applicant tracking systems (ATS) allow teams to focus on building relationships with the most valuable candidates.

Features such as sending notifications, interview invitations, and reminders for incomplete applications help strengthen candidate engagement throughout the process. Personalized email tools and communication tracking ensure proactive communication tailored to each candidate's profile. Consider an organization recruiting for a senior management program. As soon as a candidate creates their account, they receive a personalized welcome email with a reminder of the key steps in the process. They receive a notification at each stage completed, and a reminder message is scheduled if they are late in completing their application. Meanwhile, program managers can monitor the progress of applications and individually follow up with candidates identified as priorities.

3- Data security and compliance

Choose a recognized and reliable platform

For any higher education institution, data security and confidentiality is a major concern. This is especially true for Executive Education programs that deal with the profiles of managers and executives, involving sensitive information about their career paths and projects.

It is therefore essential to choose a proven platform with a robust and secure infrastructure. Solutions hosted by recognized cloud providers, certified ISO 27001, offer strong guarantees in terms of data protection and availability. This is a prerequisite for establishing a relationship of trust with candidates. Specifically, institutions must pay close attention to features such as access control, action traceability, and regular data backups. The chosen platform must also ensure high availability and optimized loading times, even during peak activity.

Verify compliance with current regulations

Beyond the technical aspects, applicant tracking software must be fully compliant with current regulations on the protection of personal data, including the GDPR in Europe. This notably implies obtaining the explicit consent of candidates for the collection and use of their information.

Institutions must be vigilant regarding data location, as well as access control and file deletion procedures. Data portability features can also be beneficial in reassuring candidates about their continued control over their information. For example, when creating an account on the platform, candidates must accept the privacy policy and consent to the processing of their data. They will be able to access their file, modify their information, and request account deletion at any time. The institution, for its part, must comply with legal data retention periods and maintain a record of data processing activities.

4- Integration with existing systems

Connect the platform with the CRM and databases

To create a smooth and consistent candidate journey, it is essential to connect the applicant tracking system (ATS) with the organization's other information systems. Firstly, integration with the CRM allows for a personalized experience for each prospective candidate, based on their interaction history.

Thanks to information sharing between the two tools, it's possible to pre-fill application forms, finely segment communications, and tailor the recruitment process to each candidate's profile. Interconnection with student databases also facilitates the processing of applications from candidates already known to the institution. Imagine a candidate who attended an open house and then corresponded by email with the head of an executive MBA program. When they apply online, their contact information will already be pre-filled. If they have previously completed a short program, their academic background will be automatically imported. All their interactions will be centralized and accessible to the teams for personalized support.

Ensure data and process synchronization

Beyond the technical aspects of integration, it is important to ensure true synchronization of data and processes between the applicant tracking system and third-party systems. This involves defining clear management rules and ensuring good communication between teams.

Features such as automatic status updates, action triggers, and file creation within the student records system automate the flow of information. This ensures reliability and traceability at every stage of the student recruitment process. For example, as soon as an application is definitively validated on the admissions platform, the contact's status is updated in the CRM. The candidate's complete data is automatically transferred to the student records software for the creation of the student file. Administrative and teaching staff are notified to initiate the next steps in the onboarding process, eliminating the need for manual data entry.

5- Performance measurement and continuous optimization

Track relevant KPIs such as conversion rate

To effectively manage its student recruitment strategy, an institution must be able to track relevant performance indicators. The conversion rate of prospects into applicants and then into admitted students is a key KPI to monitor closely, particularly for Executive Education programs.

Applicant tracking software should offer clear and visual dashboards and reports to analyze the conversion funnel and identify any potential roadblocks. Other metrics, such as acquisition cost, candidate diversity, and program occupancy rates, help assess overall recruitment performance. Consider a management continuing education program, for example. By closely monitoring the conversion rate at each stage (website visit, information request, application, admission, registration), marketing teams can identify opportunities to generate more qualified leads. Reports on application sources allow for optimal allocation of the acquisition budget and the planning of highly targeted campaigns.

Adjust the settings based on the results

Thanks to regular monitoring of indicators and the collection of feedback from teams, candidates, and students, the institution can continuously adjust its processes and settings. The goal is to always closely align with the expectations of the various stakeholders and optimize the candidate experience.

Areas for improvement can be identified at all levels: marketing campaign targeting, form content, pre-selection criteria, candidate communication, decision-making processes, etc. This continuous improvement approach, made possible by advanced analysis and management tools, is essential for gaining agility and competitiveness in the field of continuing education. If the application dropout rate is high for a leadership program, the form's usability and the accompanying messages will need to be reviewed.

Conclusion

In an increasingly competitive environment for higher education institutions, having high-performing application management software has become an essential strategic advantage. By offering a seamless experience for applicants while addressing security, compliance, and efficiency challenges, this solution can truly transform the recruitment process, particularly for Executive Education programs.

To maximize its effectiveness, it is essential to customize the platform to the specific needs of each program, implement advanced selection tools, and ensure seamless integration with existing systems. Automating repetitive tasks, coupled with rigorous performance monitoring using relevant KPIs, improves responsiveness and accuracy while optimizing the relationship with candidates.

Finally, a well-chosen and well-configured platform becomes a true driver of competitiveness. It not only allows institutions to attract qualified candidates but also ensures optimal recruitment while respecting security and confidentiality standards. In this context, implementing applicant tracking software is not just a necessity but a strategic investment to strengthen an institution's position in the higher education market.