Situation

Historically, the application process for LEAP, which offers 12 language courses to students, staff, alumni and members of the public, has been inefficient for both administrators and applicants alike, affecting working conditions and student uptake numbers. We decided to revise our applications process to rectify this.

Action

We standardised and updated the language tests involved in the application process, moving them all online. This allowed us to deliver a much better process for applicants.

We also automated many aspects of the process. This means that applicants' responses in the initial application form, as well as the outcomes of their online tests, helped to generate the results and next steps for them.

In addition, we created a live numbers tracker, providing our key stakeholders with better oversight of this lengthy and important project.

Result

The changes significantly sped up waiting times, reduced the amount of email traffic and increased student uptake. Key stakeholders were extremely happy with how the 2025/26 applications cycle went. The changes also helped to create a positive, manageable working environment for those involved in administering the system.

We learnt that it is important not to accept that a system just is what it is – it might take a lot of work, independent learning and trial and error, but positive outcomes can be achieved. We also learnt that support is available, if you ask around – it might take a bit of time, especially when you're asking for quite niche support, but colleagues at the University are always willing to help and collaborate where possible.

Joe Crofton, TLSE Administrator, led on much of this process, and we are grateful to him for his work and guidance.

Want to find out more?

Email Stephen Brown, SALC Curriculum and Programmes Coordinator, to find out more about the new automated application process in LEAP.