Kentucky College of Art + Design
An art and design college. Ben is the college's fractional CIO.
KyCAD beats the Liability Lurker!
Students had to log into too many separate websites, and admissions ran on spreadsheets, email and memory. The real problem was coordinating admissions across all of them.
The Liability LurkerSound like your week?The work
What we found
Student documents in old shared folders, the same student showing up more than once, and a CRM that needed workarounds to do the job.
What we did
One admissions portal for staff with single sign-on and role-based access, merging each applicant into a single record, with built-in document signing, approval routing that produces documents such as award letters, and student-privacy controls that log every time a record is opened; a student portal with secure link sign-in where each student sees their whole checklist and timeline; a scheduling app that replaces Calendly; texting, custom email, notifications and alerts; and custom integrations with the systems they already use.
How it runs now
Built and deployed: the scheduling app went live in June 2026 and the portal by September 2026. The admissions team changes wording, fields and scheduled steps without a developer, and updates and new features ship regularly.
See it working
The result
Streamlined their operating costs: one portal supports the whole admissions team.
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