application for admission applyyourself (ay) webcenter

GRADUATE COLLEGE

Application for Admission ApplyYourself (AY) Webcenter

Department/Program Documentation

Last updated on July 26, 2011

ii

Contents

Contents ................................................................................................................. ii

Message from the Graduate College ............................................................................ iv

Logging into the WebCenter ...................................................................................... 1

Working in the Application System ............................................................................. 2

Searching for Applicants ........................................................................................... 3

Available Search Options .................................................................................... 3

Search Results Screen .............................................................................................. 4

Applicant Summary Screen ....................................................................................... 5

Supporting Documents – Transcripts .......................................................................... 6

Institution List ................................................................................................... 6

Transcript Status ............................................................................................... 6

Document Status Indicators ................................................................................ 6

Uploaded Transcripts .......................................................................................... 7

Supporting Documents - Recommendations ................................................................. 8

Print / PDF all Recommendations ......................................................................... 8

Recommender List ............................................................................................. 8

Uploaded Recommendations ................................................................................ 8

Change Recommendation Status .......................................................................... 9

Upload a Document ............................................................................................ 9

Recommendation Status Indicators .................................................................... 10

Graduate Program Supplementary Information........................................................... 11

Uploaded Supplementary Information ................................................................. 11

Print / View PDF..................................................................................................... 13

To Print from the ”Search Results” Screen ........................................................... 13

To Print from the “Applicant Summary” Screen .................................................... 15

To Print from the “Application Module Home” Screen ............................................. 16

Department Evaluators ........................................................................................... 17

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Internal Evaluation Module ................................................................................ 17

Internal 1 – Graduate College Evaluation ....................................................... 17

Internal 2 – Department Evaluation ............................................................... 17

Internal 3 – Final Decision ........................................................................... 21

Appendix A: User Queries .......................................................................................... I

Appendix B: In Process Status Choices ...................................................................... VII

Appendix C: Workflows .......................................................................................... VIII

Application Process Workflow Overview .............................................................. VIII

Department Workflow ........................................................................................ IX

iv

MessagefromtheGraduateCollege

February 22, 2011 Dear Chairs, Graduate Coordinators, Faculty and Staff, On behalf of the Graduate College I would like to welcome you to our online application, ApplyYourself (AY). We are extremely pleased to be able to offer you and your prospective students, both degree seeking and non-degree seeking, the use of this state-of-the-art application product. AY is a robust and intuitive system that has been designed to meet the needs of collegiate, graduate and professional admissions offices and applicants. I believe that once you become familiar with the AY product, it will make the process of reviewing applications and making admissions recommendations much easier for graduate programs; it also simplifies the application process for your new applicants. Graduate programs will find that the AY system changes how you do business related to your graduate admissions. In recent years, numerous graduate programs have requested that we find a way to eliminate the two-step application process for your applicants (where they apply to the graduate college and your department simultaneously, often with duplicate materials). The AY system finally affords you the opportunity to do so. AY allows applicants to upload documents into their application prior to submitting it; if you instruct your prospective students to upload all the documents your graduate program requires, then all of your applicant information will be available online for your viewing (and downloading) 24/7, which should save you the need to have your applicants mail in paper documents to you directly. In addition, AY allows your applicants to use an online letter of recommendation service that is embedded in the system. You need to inform your applicants if you require letters of recommendation, and if you want then electronically through AY, on paper, or if you will accept both. These decisions are yours to make; we are simply providing you the technological option to have your applicants do all parts of their graduate college and department application in one single, simple process via AY. If you choose to continue with the submission of application materials as it happens now, however, that is your choice. Finally, the electronic process of routing the admission evaluation forms within AY significantly reduces errors, eliminate lost paper, and speed up the process overall. Your prospective students benefit from AY, too. They will find that the system provides them many new services, including: the opportunity to submit their application materials via a single online portal; the ability to upload unofficial transcripts, which significantly speeds-up the review of their application; the functionality to use online electronic recommendations and to communicate with their letter of recommendation writers via the AY system; and the convenience of tracking their application review progress and status from submission through the final admission decision. Finally, we are pleased to add the GA application and appointment process to AY in spring 2011, as well as our Scholarship & Fellowship application process. These additions further diminish our use of and reliance upon passing forms and papers back-and-forth between your students, your department, and our office. They also make the application processes much easier and more convenient for your students and make the process more efficient for faculty and staff. I wish you well as you explore and use the various facets of Apply Yourself. If you have questions that are not addressed in this manual, please feel free to contact us in the Graduate College. Thank you! With sincere good wishes, Kate Korgan, Ph.D. Senior Associate Dean UNLV Graduate College

LoggingintotheWebCenter • From your computer desktop, open your Internet Browser (Microsoft® Internet Explorer is

recommended). • In the address field of your browser type:

https://webcenter.applyyourself.com

• Type in your Client ID • Type in your User ID • Type in your Password • Click GO • Upon logging into the system for the first time, you will be required to change your

password • Note: Although the system instructs you to watch a 25-minute recording, this is NOT

required. The Graduate College actually advises against viewing the recording, as it may cause confusion.

The system functions will appear as below:

o Your first name and Client ID are displayed at the top of the page o Click “update profile” to change your name, email address, or password

o Navigation within the WebCenter requires users to first “Select a System”

Click “Select a System” on the main menu, and the rollout item will stay open. As you point to the menu item with your mouse, it becomes highlighted. At this point, click your left mouse button and navigate through “Application System” to “Application for Admission”.

2

WorkingintheApplicationSystem An Overview box on the right side of the WebCenter screen shows important summary information about the Applications received, such as the number of In-Progress (unsubmitted) Applications, Today’s Submitted Applications, Applications Submitted This Week, Applications Submitted this Month and Applications Submitted to Date.

The Applications box is located on the lower right-hand side of the screen.

• Click the button to quickly and easily print daily application batches including all documents uploaded by the student, but excluding recommendations (for more printing options see the Printing section).

Clicking “Main Menu” on the top of the left-hand menu in will allow you to quickly return to the WebCenter Main Menu.

Click “logout” in the upper right corner to logout of the system completely.

3

SearchingforApplicants • On the Application menu, click on “Search for Applicants”.

• The “Search for Applicants” screen will appear.

• Under Display Options, the “Number of Records to Display” is 50 by default. If you’d like

to see more per screen, click on the down arrow to change the number.

AvailableSearchOptions Select one of these next options: • In the Search by Date section, click on the radio button next to Creation Date or

Submission Date, then click on the down arrow in that field and select the number of days or All (last option).

OR • Under Search by Individual, select the criteria of by which you wish to conduct your

search, choosing from Last Name, First Name, Email, PIN, Applicant ID or Date of Birth.

OR

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• In the Search Using Query section, click on the down arrow and choose a saved User Query to use in conducting this search. (See Appendix A for specific details on available queries).

OR • The Search by Group and Search by Action sections are not applicable for the UNLV

Graduate College application. • Once the search criteria are entered, click . The “Search Results” screen will appear. SearchResultsScreen

• Now that you have a list of applicants, you can perform Actions on them. • If you want to select a few applicants from the list, click on the checkboxes next to the

“Student Name”, and then click on the “Apply to Selected” radio button. • You can click on “Apply to All” to include all the Applicants in this list. • To perform an action, click on the down arrow next to “Select an Action” and choose from

the available options (See the Printing section). Then click . • Click if you want to search again. If you want to see the responses completed on the application submitted by one of the Applicants, click directly on the “Student Name” (Ex. Monks, Jason). The “Applicant Summary” screen will be displayed.

5

ApplicantSummaryScreen

This --- “expands” to --- This (allows you to drill down to specific documents)

This box identifies which stage of the application process this record has reached. This is the only

”Status Information” field that should be updated by Department users

See Appendix B

The final decision information about this applicant is displayed here. This field if for GC use only

See Appendix C

This box identifies which parts of the

application are complete

Click on the Internal links to see evaluation

pages

Click on the Application links to see submitted

information

Use these buttons to print

applications & recommendations,

or view/edit comments

Name, Address and other general

information

Click here to see the Quick View

screen

Click the link to see supporting

document information

Click the “print” button to view

the decision letter (once available)

6

SupportingDocuments–Transcripts Clicking on a “Student Name” on the “Search Results” screen causes the “Applicant Summary” screen to pop-up. From the “Applicant Summary” Screen

InstitutionList1. To view the names of all institutions that the student attended click on the “Transcripts”

link under “Supporting Documents” 2. The menu will expand to reveal the list of institutions

TranscriptStatus1. To view the status of a transcript click the institution name 2. A pop-up window will appear where you can view the status 3. Click “close window”

DocumentStatusIndicators Square icons give visual indication of status for “Transcripts” from the “Applicant Summary” screen.

White Square: Not Received Full Gray Square: Not Applicable Half Black Square: Received (Not Official) Black Square: Received (Official) or Waived

The “Transcripts” box will only be checked once all transcripts have been received

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UploadedTranscripts1. Please note that all transcripts and other uploaded material can also be viewed as part

of the applicant’s PDF application (see “Print / View PDF” below) 2. To view the transcript uploaded by the applicant follow the steps below:

a. Click “Application for Admission” under “View Full Application”.

b. The menu will expand to include the links shown below. c. Click on “Post-Secondary Institutions”.

d. The “Post-Secondary Institutions” screen will pop-up.

e. The “view document” button will ONLY appear under the “upload document” button where the applicant has uploaded a transcript.

f. Only where the button is visible, can you view an uploaded transcript.

Note: Hardcopy transcripts received by mail will be available in RIMS (Records & Information Management Solutions) after your Graduate College evaluator has completed their initial evaluation (Internal 1 – GC Evaluation).

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SupportingDocuments‐Recommendations Clicking on a “Student Name” on the “Search Results” screen causes the “Applicant Summary” screen to pop-up. From the “Applicant Summary” Screen

Print/PDFallRecommendations1. Click on the “print Recommendation” button to view a PDF document of any uploaded

recommendation(s) as well as the recommender’s verified information.

2. For more Print / PDF options see the “Print / View PDF” section below

RecommenderList1. To view the names of all recommendation providers click on the “Recommendations”

link under “Supporting Documents”. 2. To view the full recommendation, change the status of a recommendation, or upload a

document, click on the recommendation provider’s name.

The “Recommendations” screen will pop-up

UploadedRecommendations

1. From the “Recommendations” screen click the “print” button in the upper right corner (only visible once an online recommmendation has been uploaded).

2. This will open a PDF document containing the recommender’s verified information as well as their uploaded letter of recommendation.

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ChangeRecommendationStatus1. Click on the recommendation provider’s name to view the “Recommendations” screen 2. Click on the status under “Status Information” (Ex. “Not Received”) 3. The “Update Status” screen will pop-up 4. Use the drop-down menu to change the “Status” 5. Click “save” then “close window”

UploadaDocument1. Click on the recommendation provider’s name to view the “Recommendations” screen 2. Make sure the “Status” is set to “Received (Official)” (see step 4 above) 3. Click “Recommendation” in the upper right corner to provide further options 4. Click “Letter of Reference” 5. The “View Full Recommendation” screen will pop-up

6. Click “upload document” 7. The “File Upload” screen will pop-up

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8. Click “Browse” 9. Locate the file on your computer and click “Open” 10. On the “File Upload” screen click “upload document” 11. On the “View Full Recommendation” screen click “save” 12. The screen will update to include a “view document” section 13. Click “save” then “close window”

RecommendationStatusIndicators Square icons give visual indication of status for Recommendations from the Applicant Summary screen.

White Square: Recommendation provider is online, but the recommendation has not yet been started. Half Gray Square: Recommendation is online, and the recommendation has been started. Full Gray Square: Recommendation is online, and the recommendation has been submitted. Half Black Square: Recommendation is offline, and the recommendation has not been received. Black Square: Recommendation is offline, and the recommendation has been received.

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GraduateProgramSupplementaryInformation Clicking on a “Student Name” on the “Search Results” screen causes the “Applicant Summary” screen to pop-up. From the “Applicant Summary” Screen

UploadedSupplementaryInformation1. Please note that all supplementary information uploaded by the applicant can also be

viewed as part of the applicant’s PDF application (see “Print / View PDF” below) 2. To view the individual documents follow the steps below:

a. Click “Application for Admission” under “View Full Application”.

b. The menu will expand to include the links shown below. c. Click on “Graduate Program Supplementary Information”.

d. The “Graduate Program Supplementary Information” screen will pop-up.

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e. The “view document” button will appear under the “upload document” button wherever an applicant has uploaded a document.

f. Only where the “view document” button is visible, can you view an uploaded document.

Note: Supplementary Information will not be uploaded into RIMS (Records & Information Management Solutions).

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Print/ViewPDF You can print (view a PDF) from three different areas in the WebCenter:

• The “Search Results” Screen • The “Applicant Summary” Screen • The “Applicant Module Home” Screen

ToPrintfromthe”SearchResults”Screen

1. For a single applicant: a. Click on the PDF icon for the applicable student

2. For multiple applicants: a. For a few applicants on the list: click on the checkboxes next to the applicant

names and then click on the “Apply to Selected” radio button b. For all applicants on the list: click on the “Apply to All” radio button

c. Use the “Select an Action” drop-down menu and select “Print Application”

3. Click

1

2

2

2

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The “Print Applications” screen will appear:

1. Use the “PDF File” drop-down menu:

a. Select “2472.pdf” for the five-page full application b. Select “Summary_Application.pdf” for the one-page summary application c. Select “Evaluation_Form.pdf” for the evaluation form

2. Uncheck the box if you wish to exclude documents uploaded by the applicant 3. Check the box if you wish to include all submitted recommendations 4. Click “print” – this will bring up a single PDF of all the applications that you selected on

the “Search Results” screen

1

2

3

4

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ToPrintfromthe“ApplicantSummary”Screen Clicking on a “Student Name” on the “Search Results” screen causes the “Applicant Summary” screen to pop-up.

• Click on the “print application” button to view a PDF document of the application including all documents uploaded by the applicant, but excluding recommendations.

• Click on the “print Recommendation” button to view a PDF document of all uploaded

recommendation(s) as well as the recommender’s verified information.

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ToPrintfromthe“ApplicationModuleHome”Screen Return to the “Application Module Home”

• Click on “Application” in the left-hand navigation menu OR • Click on “Application Module Home” at the bottom of the screen

The Applications box is located on the lower right-hand side of the screen.

• Click the button to quickly and easily print daily application batches including all documents uploaded by the student, but excluding recommendations.

• The “Batch Print” screen will appear.

• Either click on the “Batch Name”, or the “view” button to view a PDF document of the application(s).

• Once you have printed or saved an application batch you have the option of deleting it

by checking the box next to the approriate batch name and clicking the “delete” button.

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DepartmentEvaluators Department Evaluators will have access to perform all actions shown in this documentation. Department Viewers will not be able to make any changes, but will have access to view, print, and add/edit comments.

InternalEvaluationModule

Internal1–GraduateCollegeEvaluation Click “Internal 1 – GC Evaluation” to view the initial evaluation and recommendation made by the Graduate College. Do NOT change any information on this page.

Internal2–DepartmentEvaluation Click “Internal 2 – Department Evaluation” to input the department recommendation.

Clicking on a “Student Name” on the “Search Results” screen causes the “Applicant Summary” screen to pop-up. Clicking “Application for Admission” under “View Full Application” on the “Applicant Summary” screen allows you to drill down to specific documents and view the Internal Evaluation Module. Internal 1, 2, and 3 comprise the Internal Evaluation Module.

You may use this box to type in any remarks.

The name of your program will appear here

The department evaluator will enter his/her name

and the date here

Select the appropriate radio button and complete the corresponding section

below

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If you selected “Admit” above: Do not change any information on this page. I Click on the “Save” button at the top or bottom of the screen to save your work.

Type in the name of the faculty advisor for the applicant (if applicable).

Anything typed into this box will appear on the decision letter.

Select an Admit Type from the drop-down menu.

If Conditional, select the reason(s).

If there are course deficiencies, list them here. If you will allow an equivalent course to remedy the deficiency, check the “or equivalent” box. Anything selected/typed into these boxes

will appear on the decision letter.

If course deficiencies were listed, you must provide a minimum grade and deadline.

Anything selected/typed into these boxes will appear on the decision letter.

If materials have not been received, list them here. You must also provide a deadline.


If Provisional, select the reason(s) and specify other (if applicable). NOT on the decision letter.

List provisional courses here. If you will allow an equivalent course to remedy the provision,

check the “or equivalent” box. Anything selected/typed into these boxes

will appear on the decision letter.

If provisional courses were listed, you must provide a minimum grade and deadline.


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If you selected “Deny” above: Click on the “Save” button at the top or bottom of the screen to save your work. Whenever you save the page, the following pop-up message with appear.

Always click “OK”

Select the reason(s). NOT on the decision letter

You may use this box to type in any remarks. NOT on the decision

letter.

If you select “Yes”, you must indicate a term/year, which will appear on the decision letter.

If you select “Yes”, you must select a program from the drop-down menu, which will appear

on the decision letter.

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Multiple Programs: Fill out the section of the “Internal 2 – Department Evaluation” designated for your program. Your program name will appear at the top of the section:

• Complete the “Department Review – Department Recommendation” section OR • Complete the “Department Review if Multiple Programs – Department

Recommendation” section If you are not part of a multiple program, only complete the “Department Review – Department Recommendation” section.

OR

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Changing the In Process Status

• See Appendix B for “In Process Status” choices. • You can change the “In Process Status” as the application progresses through your

department review process. • See Appendix D for the workflow diagram and to see when each “In Process Status”

should be used. • You must change the “In Process Status” to “9) Dept – Recommendation Complete”

after you have completed your departmental evaluation in order to send it back to the Graduate College.

Click on the “Save” button at the top or bottom of the “Applicant Summary Screen” to save your selection. Do not change any other fields in this section.

Internal3–FinalDecision Click “Internal 3 – Final Decision” to view the final decision made by the Graduate College. Do NOT change any information on this page.

I

AppendixA:UserQueries See “Search Using Query” under “Available Search Options” for information on running a query. Query Prefixes EXP Indicates a query that is searching Exported applications. SUB Indicates a query that is searching Submitted applications. IP Indicates a query that is searching In Progress applications. These are applications

that have already been submitted and paid. DEC Indicates a query that is searching applications that have already received a final

decision. All queries are organized by subheadings. The subheadings applicable to departments are listed below with more detail on each query. Applications EXP – Appl by Prgm & Sem Search for applicants by Program of Study. Select a “Program of Study” and “Semester” from the “Value” lists and click “run”.

II

EXP – Appl by Program Search for applicants by Program of Study. Select a “Program of Study” from the “Value” list and click “run”.

EXP – By Semester Search for applicants by Semester.

Select a Semester from the “Value” list and click “run”.

EXP – DS by NSHE ID Search for a particular applicant by NSHE ID. Only applicants who have submitted and paid will have an NSHE ID in the system.

Type in the applicant’s NSHE ID under “Value” and click “run”.

III

SUB – DS Appl Sub Date Search for all applicants by the date they submitted their application.

Type in a two date range (use the format mm/dd/yyyy,mm/dd/yyyy) under “Value” and click “run”. There cannot be any spaces between the two dates and the comma. The first date entered will be included in the search results, but the second date will not be. For example, if you enter 02/03/2010,02/04/2010 you will only pull the applications submitted on 02/03/2010.

SUB – DS Non-Paid Applications Search for all applicants who have submitted their application, but have not yet submitted payment to the Graduate College. These applicants are not visible to department users. Department IP04 – GC Eval Complete Search for all applicants who have an “In Process Status” of “4) GC – Eval Complete”. This means that the Graduate College has completed the initial evaluation and has made a recommendation. The “In Process Status” has not yet been updated by your department. IP06 – Appl Incomplete Search for all applicants who have an “In Process Status” of “6) Dept – Appl Incomplete”. Your department has determined that applicant’s file is incomplete and your department is still missing materials. IP07 – Ready for Review Search for all applicants who have an “In Process Status” of “7) Dept – Ready for Review”. Your department has determined that the applicant’s file is ready to determine admission eligibility.

IV

IP08 – 1 of 2 Recs Complete Search for all applicants who have an “In Process Status” of “8) Multi – 1 of 2 Recs Complete”. This query is only applicable to multiple programs (Ex. Dual degree programs). Your department has made a final recommendation. IP10 – Internal Hold Search for all applicants who have an “In Process Status” of “10) Dept – Internal Hold”. Your department has determined that it is unable to make a recommendation at this time. IP11 – Rollover Appl Search for all applicants who have an “In Process Status” of “11) GC – Rollover Appl”. Your department has been notified by the applicant that he/she wishes to rollover. IP15/17 – Exec sent to Dept Search for all applicants who have an “In Process Status” of “15) Exec – Send to Dept” or “17) Exec – Send to Evaluator & Dept”. The Dean of the Graduate College requires more information from the department. IPDept – In Process w/ Dept Search for all applicants who require action from the Department. This query encompasses all of the query options listed above (IP04, IP06, IP07, IP08, IP10, IP11, IP15/17). Final Decision DEC – Dept Cond/Prov Admit Search for all applicants by Semester who have been admitted conditionally and/or provisionally. Select a Semester from the “Value” list (ignore “Decision”) and click “run”.

V

DEC – DS Admitted not viewed Search for all applicants by Semester who have been admitted but have not viewed their decision letter. Select a Semester from the “Value” list (ignore “Decision”) and click “run”.

DEC – DS Final Decision & Term Search for all applicants by Semester who have been assigned any Final Decision. Select a Semester from the “Value” list (ignore “Decision”) and click “run”.

DEC – DS Final Decision Date Search for all applicants by the date the Final Decision was made by the Graduate College.

Type in a two date range (use the format mm/dd/yyyy,mm/dd/yyyy) under “Value” and click “run”. There cannot be any spaces between the two dates and the comma. The both the first date and the second date entered will be included in the search results. For example, if you enter 02/03/2010,02/04/2010 you will pull the applications submitted on 02/03/2010 and 02/04/2010.

VI

DEC – DS Final Decision Made Search for all applicants who have been assigned any Final Decision. DEC – DS Admitted not viewed Search for all applicants by Semester who have a final decision that is not “Admit”, but have not viewed their decision letter. Select a Semester from the “Value” list (ignore “Decision”) and click “run”.

DEC – DS Select Decision Search for all applicants who have been assigned a particular Final Decision.

Select one or more “Decision” values from the “Value” list and click “run”.

VII

AppendixB:InProcessStatusChoices

Internal View Student View

1 GC – Appl Incomplete Graduate College waiting for document(s)

2 GC – Ready for Eval Ready for Graduate College evaluation

3a GC – Waiting for PEP Proof of English proficiency not received

3b GC – Insufficient PEP Insufficient Proof of English Proficiency

4 GC – Eval Complete Forwarded to Department for review

5 Dept – Problem with GC Eval In progress with Graduate College

6 Dept – Appl Incomplete Department requires additional material(s)

7 Dept – Ready for Review Ready for Department review

8 Multi – 1 of 2 Recs Complete One department recommendation complete

9 Dept – Recommendation Complete Department recommendation forwarded to Graduate College

10 Dept – Internal Hold In progress with Department

11 GC – Rollover Appl Change made to application and forwarded to Department

12 GC – Final Decision Made Final decision made

13 GC – Dir of Adm Review Required Under Graduate College review

14 Exec – Dean Review Required Under final Graduate College review

15 Exec – Send to Dept Pending Graduate College final decision

16 Exec – Send to Evaluator Pending final Graduate College decision

17 Exec – Send to Evaluator & Dept Pending final decision from Graduate College

VIII

AppendixC:Workflows

ApplicationProcessWorkflowOverview

APPLICANT

GC FRONT DESK

GC EVALUATOR DEPARTMENT

GC EXECUTIVES

App

licat

ion

subm

itted

thr

ough

AY

Sends docum

ents/materials by m

ail

Optional

Opt

iona

l OFFICE OF INTERNATIONAL

STUDENTS & SCHOLARS (OISS)

Opt

iona

l

Optional

Optional

IX

DepartmentWorkflow

Yes

Change In Process Status to: 9


Is it admit, deny, or rollover?

Wait

Ready for department

review?

No

Yes



If all received

Complete Internal Evaluation Input recommendation

No

Wait

No

Complete Internal Eval Input recommendation

Yes


Are you the 1st program to complete?

Yes

No

Yes

No Change In Process Status to: 5

To GC Evaluator

Is GC evaluation complete?

For multiple programs?

From

GC

Eval

uato

r

TO GC EVALUATOR