Digitalization in the student life cycle

Digital application – and tailored to music and performing arts

1,800 applications for significantly fewer study places. In order to select the best candidates for the next semester, the HfMDK needs clear data from the application process. And that's not all: as many people as possible involved in selecting the new vintage should be able to access the data simultaneously and from anywhere. In addition to the student secretariat, this also includes the members of the aptitude examination committees - a total of over 100 people. It is not surprising that Corona made the requirement to digitize the application and selection process even more urgent.

Paperless applications – is that possible? That works!

The previous application folders submitted in paper form had become a no-go, not only for efficiency but also for organizational reasons. Because who wants to lug boxes of application folders to the home office and back? Copying the application folders multiple times for the numerous examiners was also an effort that no longer seemed up-to-date, and not just for environmental reasons.

In addition, the number of people arriving on site for the aptitude test should be reduced in advance if possible. The goal was: Only those who have a realistic chance of passing the exam should be tested on site. Applicants who do not (yet) have the skills required for successful studies should be spared the journey to Frankfurt.

Anyone who remembers how difficult traveling was during Corona times understands how important this new procedural step was. Especially because a good half of the applicants come from abroad, mostly overseas.

The HfMDK's Campus Management Systems team had a first sub-project that they had to get up and running within a few months.

After creating study programs and cohorts in the new system, the team developed 20 different online application forms in order to be able to accurately query the different requirements for each study program and instrument. Because not everyone has to submit a phoniatric report, not everyone can upload a bachelor's certificate - but different videos, scores or texts are required.

For instruments such as piano or violin, for which there are regularly very high numbers of applicants, the university introduced a digital preliminary round.
Applicants for these popular instruments were asked to post videos on platforms such as YouTube or Vimeo and to include the links in the online application. In times of reduced contact, the examiners were able to get a good first impression of the musical abilities and select the people whose abilities they rated so high that they could pass the demanding aptitude test on site. The online application has now proven successful for several semesters. Nobody misses the boxes with the application folders anymore. Many sheets of paper were not printed, applicant folders no longer have to be taken to the archives and destroyed after the retention period has expired. The university also maintained the pre-selection via the video preliminary round in post-Corona times. It has been shown that it not only saves unopposed applicants time and money, but also makes the on-site aptitude test more relaxed - simply because only half of the applicants are examined.

The Campus Management team is now devoting itself to the next steps along the Student Life Cycle!