Participatory Design - ECAL Admission Experience

Rethinking one specific part of ECAL’s admission experience by designing with people who are part of it such as Professors, Teacher assistants, Jury members, Students, IT staff and Admin staff - “Designing with people, not only for them”

Roles and Responsibilities:

This workshop was a team effort with Thomas, Gwen and Shinyoung. We designed the workshop plan as a group, and during the session we each took on a clear role. Thomas, Shinyoung and I facilitated the activities and guided participants, while Gwen observed and captured notes so we wouldn’t miss any insights.

Current Workflow:

Current admission workflow: admin and jury steps with screenshots of the tools used, jury step 2 circled

Our focus:
Help Jury’s decision making

Proposed Workflow:

Proposed workflow for admission round II, from the interview room to the jury's final decision

Future Workshop Plan:

Workshop phases: welcome, locate yourself, critique, fantasy, break, implementation, stress-test the future, closing

Workshop Protocol:

A timer on the table during the session
Timing the session properly
Workshop plan and a signed participant consent form
Taking consent from participants

During the workshop:

1. Locate yourself

Participants finding their place on the current workflow

2. Critique

Participants writing their critiques on sticky notes

3. Fantasy

Participants adding their ideal future to the workflow wall

4. Implementation

Four paper sketches of a jury tool: yes/maybe/no sorting, whole view, candidate profile, class overview

5. Stress testing the implementation

The group discussing the sketches in front of the workflow wall

After the workshop: Insights generation

Solutions Jury’s painpoints Complaints aboutthe software Difficult accessto candidate’sinformation No overviewavailable to seethe data. Sharing opinionwith limited time External toolswith better UI/UX A shared overallview of thecandidates profile Summary profileof the candidate Comparison view Access for all thejury member atany time The workflow wall after the workshop, covered in sticky notes