The Christine Mirzayan Science & Technology Policy Graduate Fellowship Program

Mirzayan-logo

CASE STUDY

The Christine Mirzayan Science & Technology Policy Graduate Fellowship Program was able to reduce administrative burden, save time, create a seamless experience for all stakeholders involved and increase the awareness and overall 180X increase in total applications.

180 X

Increase in Total Applications (Draft & Final)

145 X

Increase in Final Applications

244 X

Increase in visits to the Fellowship Page

INTRODUCTION

Launched in 1997, the Christine Mirzayan Science & Technology Policy Graduate Fellowship Program is a full-time, hands-on training and educational program that provides early career individuals with the opportunity to spend 12 weeks at the National Academies of Sciences, Engineering, and Medicine in Washington, DC learning about science and technology policy and the role that scientists and engineers play in advising the nation.

Introduction

OBJECTIVE

The primary goals were to increase applicant numbers, simplify form submissions, and alleviate the manual workload of program administrators.

The RhythmQ system was user friendly and streamlined, which saved us a lot of time in comparison to other platforms or manual processes we were using previously. We also loved how easy it was to get in touch with the RhythmQ team anytime issues arose, so that we didn't have to burn our staff's time doing technical troubleshooting on our own.

CHALLENGES

  1. Administrative Overload - The existing application system burdened administrators with managing incomplete applications, handling submission complaints, and aggregating scores and comments from reviewers.
  2. Eligibility Complexity - Verifying applicant eligibility required a time-consuming manual inspection, hindering the identification of eligible candidates.
Challenges
Challenges

3. Committee Review Struggles - The review process was cumbersome, involving manual review of folders, reference letters, and attachments, leading to subjective evaluations.

4. Data Reporting Difficulty - Efficient reporting and ensuring data accuracy from various sources posed a significant challenge.

5. Low Number of Applicants - Although the Fellowship had been established for several years, the number of final applications submitted was low.

IMPLEMENTED SOLUTIONS

Setup

User-Friendly Application Process

Introduced an online form with organisation-branded simplicity, streamlining the application process and enhancing applicant awareness of their status.

Apply

Customized Review Process

 Simplified reviewer access to applications with a side-by-side view, integrating reference letters, uploaded content, and a scoresheet based on program review rubrics.

Review

Automated Email Scheduler

Enabled automated reminder emails to recommenders and applicants, improving communication and deadline adherence.

Manage

Enhanced Reporting

Introduced easy reporting and tracking of incomplete applications, identification of draft applications, streamlined follow-ups, along with charts for easy access to analytics and key metrics

Report

Data Reporting

Integrated the Fellowship system with Google Analytics helped to understand the source of web traffic and whether marketing efforts were working

marketing

Social Media Outreach

Created a dedicated Twitter account along with the organisation’s LinkedIn account help to broaden the awareness of the program to its target audience in STEM

RESULTS

  1. Achieved a 180% increase in final applications this application cycle as compared to the previous year.
  2. Ensured a quality applicant pool using eligibility filtering automation.
  3. Enhanced applicant experience and retention based on insights from withdrawn applications.
  4. Exponentially increased program outreach and awareness through social media, resulting in a 244% increase in visitors, engagement from potential applicants, and support from Fellowship alumni.
Results

FEATURES USED

Email-Scheduler

Email Scheduler

Multi-phase-review

Multi-Phased Review

Customised Homepage

Followup-tracking

Follow-up Tracking

Social-media-marketing

Social Media Marketing

Web-analytics-dashboard

Web Analytics Dashboard

Take your Program to the Next level with RQ Platform

Take your Award Programs to the Next Level with RQ Awards

Awards. Scholarships. Grants. Fellowships. Mentorships. Volunteer Recruitment + More.

All-in-One Award Management System 

Complete the information below and we will contact you to set up your personalized demo.