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GSIM Release Notes Revised on 3/1/2017 Page 1 of 9
Graduate School Information System (GSIM)
Appointment Management Updates
Spring 2017
Contents New link .................................................................................................................................................................................. 2
Improved Student List ............................................................................................................................................................. 3
Introduction to Secondray Appointments ............................................................................................................................... 4
Change from FRS accounting to Worktags ............................................................................................................................ 5
Introduction to Flags ............................................................................................................................................................... 6
Added Navigation links and buttons ....................................................................................................................................... 6
Copy Appointments from Fall to Spring ................................................................................................................................. 7
Cancel Appointment Button .................................................................................................................................................... 7
Updated Year in Program and Funding Year in Program ....................................................................................................... 8
Updated Appointment Type Tables ........................................................................................................................................ 8
Other Notes ............................................................................................................................................................................. 8
GSIM Release Notes Revised on 3/1/2017 Page 2 of 9
New link
For new appointments, beginning with summer 2016, please use the new “Post 2015 Appointment Management System”
link. The older link will allow you to look at appointments prior to AY 2016-20176 and will allow changes to the 2015
aid year until June 2016.
GSIM Release Notes Revised on 3/1/2017 Page 3 of 9
Improved Student List
The student appointment list has several improvements. From left to right in the below image they are:
1) Display: You can adjust the number of entries shown via a dropdown. The default is to show 50 students.
Reducing the number of students shown leads to a much faster page load.
2) Sort: You can sort by any of the header columns. To reverse the sort, click the same header again. The default
sort is alphabetical by last name.
3) Search: You can search across your list, which works across pages if you have more than 50 students in your
program
GSIM Release Notes Revised on 3/1/2017 Page 4 of 9
Introduction to Secondary Appointments
In an effort to enhance reporting, secondary appointments have been added to the student management system. Please see
listing of Secondary appointments below:
Please note that the Secondary appointment field will automatically drop down once a primary appointment has been entered.
Select the appropriate Secondary Appointment and click “Save”. You are now brought to the screen where you add award
information.
Sub appointments
Presidential fellow
Joukowsky Fellowship
Mencoff Fellowship
Tisch Fellowship
Robert's Fellowship
Dean's Faculty Fellow
Brown - Wheaton Faculty Fellow
Brown - Tougaloo Faculty Fellow
Interdisciplinary Opportunity - Cogut
Interdisciplinary Opportunity - Pembroke
Interdisciplinary Opportunity - Watson
Interdisciplinary Opportunity - Center for the Study of Race and Ethnicity in America
Interdisciplinary Opportunity - Center for the Study of Slavery and Justice
Interdisciplinary Opportunity - Haffenreffer Museum
Interdisciplinary Opportunity - Institute at Brown for Environment and Society
Interdisciplinary Opportunity - John Carter Brown Library
Interdisciplinary Opportunity - The John Nicholas Brown Center for Public Humanities
Interdisciplinary Opportunity - The Joukowsky Institute for Archeology and the Ancient World
Interdisciplinary Opportunity - The Population Studies and Training Center
Interdisciplinary Opportunity - The Sheridan Center for Teaching and Learning
Interdisciplinary Opportunity - The University Library
Interdisciplinary Opportunity- The Writing Center
Graduate School Match
GSIM Release Notes Revised on 3/1/2017 Page 5 of 9
Change from FRS Accounting to Worktags
The Worktag field you see should be used to enter the “driver” worktag (CC, GR, EN, GFT, PJ, AG). To add up to three
additional optional Worktags (PRG or A for example) click the plus sign to open the lower line and enter them there in
any order. Worktags entered are validated against Workday as of the prior night. You cannot enter invalid Worktags.
GSIM Release Notes Revised on 3/1/2017 Page 6 of 9
Introduction to Flags
Flags have been added to the system to better identify sources of funding. Please see listing of flags below:
You will notice the flags under the description category of the award information page.
You can add flags to each award line where appropriate. Please make sure to enter the “From date” and “To date”.
Added Navigation links and buttons
The “Return to List” link, “Save” and “Submit” buttons are now at the top of the page, under the account summary and
above the detailed lines, so you do not need to scroll down to use them. The buttons and links are still at the bottom as
well.
Flags
Open Graduate Education
Graduate School Top up
Graduate School Incentive Program
Yellow Ribbon
Global Mobility
GSIM Release Notes Revised on 3/1/2017 Page 7 of 9
Copy Appointments from Fall to Spring
It is now possible to copy an entire appointment, except Stipend Dates and Health Insurance, from a fall semester to a
spring semester in the same aid year. You can only use this feature if the fall appointment has been approved by the
department approver(s). This feature will copy over every detail line with descriptions (but not Health insurance or
stipend dates) and all external award lines entered for the fall term.
Cancel Appointment Button
To make it easier to cancel an appointment and highlight students that have had appointments cancelled we’ve added a
Cancel Appointment button. This changes the primary appointment to Cancelled and the amounts on every line to 0.
The appointment still needs to be approved and pushed to Banner same as any other appointment change.
GSIM Release Notes Revised on 3/1/2017 Page 8 of 9
Updated Year in Program and Funding Year in Program
We’ve made a change to the way YIP (Year in Program) is calculated. It now counts all of the active semesters at the
student’s current degree level. For example; if a program changes its name the YIP will not reset to 0 for students in that
program, but it also won’t reset for a student who changes from one Doctoral or Master’s program to another. YIP will
restart at 0 for students who go from Masters to Doctoral or vice-versa. This change will hopefully reduce confusion
stemming from Department or Program name changes.
Funding Year in Program is a new field that is calculated in a very similar way to YIP. Expect that it accounts for periods
where a student’s funding clock is not stopped; like a personal leave, and is stopped; when they are in advanced student
status. The funding year is intended to give insight on how many years of funding a student has “used” and how many
guaranteed may be remaining. Year in program is intended to indicate how far along a student is in their program of
study.
Updated Appointment Type Tables The following table has a definition of each of the appointment types for graduate students. The stipend, tuition, health
services fees and health insurance columns further define the usual sources of student support in each of those categories.
Some appointment types are available only to certain categories of students. As a result, the possible appointments you
see when creating a new appointment will vary from student to student.
Other Notes - When entering students as TA please include course # in description field
- Information entered into “External Awards for this term” should be funds being paid directly to the student or
Bursar. These are funds that do NOT flow through internal accounting system. Therefore, the awards listed in the
primary awards and external awards totals the amount of support for the student during that particular term.
Appointment TypeAppt Type
AbbreviationDefinition Stipend Tuition Health Services Fee Health Insurance
Advanced Student AS-PHDStudents who opt out of stipend funding for either a semester or
academic yearN/A 100% Graduate School
100% TSV Budget or
department chargeline
100% TSV Budget or
department chargeline
DCP Funded – Fellowship DCP-FL
H & SS only: Students who qualify for 6th year stipend support
charged to the Graduate School for the Dean’s Faculty
Fellowship; or students who are awarded an Interdisciplinary
Opportunity for their 6th year
100% Graduate School 100% Graduate School 100% Graduate School 100% Graduate School
DCP Funded - Proctorship DCP-PR
H & SS only: Students who qualify for 6th year stipend support
charged to the Graduate School for an Interdisciplinary
Opportunity for their 6th year
100% Graduate School 100% Graduate School 100% Graduate School 100% Graduate School
DCP Funded – Teaching AssistantshipDCP-TA
H & SS only: (a) Students who qualify for 6th year stipend
support from the 50/50 match charged to the Graduate School
(see DCP UF) or graduate program; (b) or students funded via
the Financial Plan; (c) or students who are awarded
Interdisciplinary Opportunity
(a) 100% Graduate School (b)
100% graduate program (c)
50/50 match
100% Graduate School 100% Graduate School 100% Graduate School
DCP Funded – University FellowshipDCP-UF
H & SS only: Students who qualify for 6th year stipend support
from the 50/50 match charged to the graduate program (see
DCP TA); or students funded via the Financial Plan
100% graduate program 100% Graduate School 100% Graduate School 100% Graduate School
DEP Funded DE-PHDH & SS only: Students beyond their 6th funding year who are
awarded tuition and other fee supportN/A 100% Graduate School 100% Graduate School 100% Graduate School
Dissertation Fellowship DF-PHDAvailable to dissertation-level students expected to devote
themselves to the completion of their dissertations100% TSV 100% Graduate School 100% TSV 100% TSV
Endowed Fellowship EF-MA (Masters)
EF-PHD (Doctorate)
Fellows whose stipend is funded by endowments that the
Graduate School controls
100% TSV Budget (except for
named fellowship awards:
Joukowsky, Tisch, Robert,
Presidential)
100% Graduate School100% TSV Budget or
department chargeline
100% TSV Budget or
department chargeline
External Fellowship EX-MA (Masters)
EX-PHD (Doctorate)
Students compete for and receive additional stipend funding
from a source outside the University
External stipend balance from
TSV Budget or Department
chargeline
External tuition award plus
balance from Graduate School
External award plus balance
from TSV Budget or
department chargeline
External award plus balance
from TSV Budget or
department chargeline
Fellowship
FL-MA (Masters)
FL-OT (Other)
FL-PHD (Doctorate)
FL-TRI (Trinity)
Primarily available to first-year students expected to devote
themselves to coursework100% TSV 100% Graduate School 100% TSV 100% TSV
Generic Appointment GR-PHDStudents whose funding has not yet been determined but are
eligible for the five-year guaranteed support
N/A up to August 1 of any
calendar year; 100% to
graduate program account if
actual appointment is not yet
posted
100% Graduate School 100% Graduate School 100% Graduate School
Parental Relief PA-MA (Masters)
PA-PHD (Doctorate)
For students who would normally be funded for the semester or
summer and who are on an approved parental relief.100% Graduate School 100% Graduate School 100% Graduate School 100% Graduate School
ProctorshipsPR-MA (Masters)
PR-PHD (Doctorate)
Non-instructional positions offered through an academic
department or degree program, or from other research, training,
academic or administrative offices around campus
100% TSV 100% Graduate School 100% TSV 100% TSV
Research Assistantship RA-MA (Masters)
RA-PHD (Doctorate)
Students who train with faculty on academic and research
projects100% Grant or Program
25% charged to Grant or
Program; 75% charged to
Graduate School
100% Grant or Program
100% is charged to Grant or
Program where possible
otherwise 100% charged to
Graduate School
Scholarship
SC-CRT (Certificate)
SC-MA (Masters)
SC-OT (Other)
SC-PHD (Doctorate)
SC-TRI (Trinity)
Some programs offer partial aid in the form of scholarships that
can be used toward the student’s billN/A 100% Graduate School
100% TSV Budget or
department chargeline
100% TSV Budget or
department chargeline
Teaching Assistant
TA-MA (Masters)
TA-OT (Other)
TA-PHD (Doctorate)
Students who assist a faculty member on activities related to the
teaching of a particular course100% TSV 100% Graduate School 100% TSV 100% TSV
Teaching Fellow TF-PHDAdvanced students with teaching experience who are
responsible for the design and teaching of their own course100% TSV 100% Graduate School 100% TSV 100% TSV
Traineeship TR-PHD
Positions of limited duration designed to prepare students to
assume the duties and responsibilities of another position;
primarily available to BioMed students
External stipend balance from
TSV Budget or Department
chargeline
External tuition award plus
balance from Graduate School
External award plus balance
from TSV Budget or
department chargeline
External award plus balance
from TSV Budget or
department chargeline
University Fellow
UF-MA (Masters)
UF-OT (Other)
UF-PHD (Doctorate)
Fellows whose stipend comes from a source outside the
Graduate School but within the University.
University funds outside of
Graduate School with balance
(if applicable) paid by the
Graduate School
University funds outside of
Graduate School with balance
(if applicable) paid by the
Graduate School
University funds outside of
Graduate School with balance
(if applicable) paid by the
Graduate School
University funds outside of
Graduate School with balance
(if applicable) paid by the
Graduate School
*H&SS = Humanities & Social Sciences