University of California, Riverside

GradSIS



For the Graduate Advisor


Reviewing an Application
Application Overview
Evaluate Application
Graduate Advisor Tasks
Route Applicant File
Scanning and Uploading Documents
Preliminary Recommendation to Graduate Division
Application Fees
Grad SIS Search Engine

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Reviewing an Application

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Applications completed by Graduate staff will be routed to the Graduate Advisor. When logging into Grad SIS, the Graduate Advisor will be presented with a summary of the evaluated application, a section designated for Graduate Advisor specific tasks, and options for routing the application after review.

To begin reviewing applications, the Graduate Advisor selects View all Official Applications. It is also possible to view the applications filtered by academic quarter by selecting “View all Official Applications: Winter – 20xx.”

Only official applications are editable. Applications opened by selecting the “Open Applications” menu item, or using the search function will open in Read-Only mode and will only offer limited editing options.

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Application Overview

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The Graduate Advisor can view the original application as submitted by the applicant. He/she has the option of viewing it in a summarized format (which can be converted to a PDF) or as a detailed HTML page.

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View as Form (PDF):

Clicking on the View as Form link displays a formatted summary of the user-submitted application. Also, by clicking on the PDF hyperlink, the Graduate Advisor can view this same form in PDF format. To view the PDF, pop up blockers must be turned off.

View Details (HTML Application):
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By clicking on the View Details link, the Graduate Advisor can view the original application in its entirety as submitted by the student. It is not possible to edit the information or add comments while in this view. In order to edit the fields or add comments, the Graduate Advisor must navigate to the Evaluate Application section.

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View Applicant Status Screen:
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When applying through Grad SIS the user is given access to an Applicant Status Screen that allows him/her to see which portions of the application have been reviewed and/or submitted. For every section that has finished review the status screen will automatically update and reflect the change. This link allows the Graduate Advisor to see the same view available to the applicant during the application review process.

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Evaluate Application

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The Evaluate Application section allows the Graduate Advisor to view comments or any additional information entered by Graduate Staff in their review. If the Graduate Advisor wishes to add additional comments or remarks and/or documents to the application , he/she can do so in the fields provided in each section. Any field shaded blue cannot be edited.

Sections to be noted:

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Institutions Attended/Scholastic Information
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All institutions attended by the student are reported here. Any corrections or additions to the stated information can be made by clicking the “Institutions Attended” heading.



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Test Scores
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A summary of the test scores verified by the Graduate Staff is displayed below the section heading. By clicking on the “Test Scores” heading the Graduate Advisor can make any adjustments necessary to the information provided. Scores are currently verified by Graduate Staff and Advisors and must be marked as "Unofficial". The status "Official" is reserved for scores retrieved electronically from ETS. This feature will be enable in Grad SIS in the future.

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Letters of Recommendation
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There must be at least three letters of recommendation submitted for the application. More information about the Letters of Recommendation process can be found here.

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Additional Program Requirements
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Sample work, portfolios, and any research information may be uploaded by the applicant into this section.

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Review Correspondence (E-mail, telephone, comments)
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The Graduate Advisor and Staff may use this section to leave contact information (Email, Telephone, etc.) or any comments as necessary. It is also possible to return to them later and modify or delete the entries. If necessary, Grad SIS allows the upload of documents in addition to the comments.

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Read Admissions Committee Comments
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Any comments entered by the Admissions Committee can be reviewed here. The comments themselves are not editable.

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View Application Routing History
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The routing history tracks the destinations of the application, along with the date it was sent. Who sent the file as well as what stage it is in is displayed.

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Graduate Advisor Tasks

Admission Recommendation
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Admission recommendations are handled differently depending on the applicant's GPA and GRE scores:

If the applicant is above the stated GRE and GPA minimums then the Graduate Advisor may recommend admission without a reason.

If the applicant exceeds the minimum GRE and GPA and the Graduate Advisor chooses not to recommend the student he/she must provide a reason for denial. It is possible to select more than one reason. The Graduate Advisor must also provide justification in the text field below.

If the applicant does not fall within the stated GRE and GPA guidelines, and the Graduate Advisor decides to recommend admission, then he/she must state a reason for this recommendation. If the reviewer chooses to recommend the applicant they have the option to change the degree objective if desired. The options available may vary depending on the applicant and the department.

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Financial Support
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Like all other Application Review screens, the Program Review Complete check box is in the upper left corner and must be checked in order to send the file to the Graduate Division.

Some relevant information about the applicant is presented:

  • Name
  • Application Id
  • Degree Objective
  • Program
  • Term applied to
  • Cohort
  • Email address

The system will pre-populate at the Applicant’s Residency based on earlier input: Resident, Domestic Non-resident or International. You may override this at anytime.

If the degree objective is PhD., the Advancement to Candidacy field is displayed. This is only relevant for International Applicants. The default value is retrieved from the Graduate Staff Maintenance screens regarding Program Information. Choose the term before which the applicant must advance to candidacy.

Several links appear that create pop-up windows containing the following information:

  • Applicant Credential Evaluation
  • Supplemental Fellowship Information
    • Displays the applicant’s Supplemental Fellowship Application
  • Fees/Remissions Tables
    • Displays the schedule of fees used in Guideline verification
  • TA/GSR Salaries
  • Stipend Designations

In the upper right corner there are four buttons:

  • Save Without Edit Checks
    • Allows you to save your work, but without running the validation yet.
  • Save With Edit Checks
    • Saves the information and executes validation against Financial Support guidelines. A message will appear informing you whether or not any violations against the guidelines occurred. While files may be forwarded to Grad Division in violation of Financial Support guidelines, they cannot be forwarded without having the Financial Support validation run against them.
  • Reset Financial Offer Form
    • This will reset the Financial Support screen and return you to the Application Review Menu.

These same buttons appear at the bottom of the screen, under the Financial Support Chart.

Just above the Financial Support chart up to three buttons may appear:

  • Enter/View Memo of Justification
    • A memo of justification is required before sending the file to the Graduate Division if Financial Support is given.
  • Financial Support Chart
    • A pop-up window will display the Financial Support Chart that will be sent to the applicant.
  • Financial Award Summary
  • View Exceptions to Financial Offer Guidelines
    • After having clicked “Save With Edit Checks,” if there were violations against Financial Support guidelines, this button will appear. Clicking on it will spawn a popup window that will display the guidelines that were violated. Clicking on the Exception Code or “(More)” in the explanation will spawn another pop-up window with the definition of the guideline.

The Financial Support chart is displayed with the Summer Terms and Academic Years as rows and all available support types as columns. There may be some Support Types that are only available to the Graduate Division (such as Chancellor’s Fellowships); those Support Types will not appear to the Graduate Staff or Advisor. The first few columns will be support allocated by the Graduate Division, followed by the support allocated by the College, followed by support allocated by the Program.

Most support types simply need an amount entered. Do not insert dollar signs or commas into the fields; to view the formatted financial offer, click on the button “See Student Chart as Proposed,” mentioned above. After moving from a field, the “Total” field at the end of the row is automatically updated.

On TA/GSR columns, summer rows display only one row of fields and academic years display three rows of fields. The three rows are to specify fall, winter and spring support, respectively. First, select “TA” or “GSR” from the pull-down. Enter the percentage. The Salary, TA/GSR Benefit and Total fields will update automatically, based on the salary guidelines in the system.

At any time you may click the “Validate” button at the right on any row. This will perform a “What-If” scenario, validating the row of the button click and the rows above, without saving the chart. A message will appear informing you whether or not any violations against the guidelines occurred. The “View Exceptions to Financial Offer Guidelines” will appear if there were violations found.

When you have completed the Financial Support chart, check the “Program Review Complete” check box; click the Save with Edit Checks button to save all information.

View Acad. Eval. Form (PDF)
Once review of the application is completed, the Graduate Advisor can view the completed academic evaluation by clicking on the link provided. This can be viewed as an HTML or downloaded as a PDF.

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Route Applicant File

Refer to Graduate Division

After routing comments have been entered and the application has been evaluated, the Graduate Advisor may refer the application to the Graduate Division. In order to do so, click on “Refer to Graduate Division.” A window will pop up to confirm the action. Once referred, the application cannot be modified unless sent back to the Graduate Advisor from the Graduate Division.

Return File to Graduate Staff for HOLD/Revisions

If there are any errors in the application, or if the application must be put on hold, clicking on this link will send the application back to the Graduate Staff. A routing comment must be entered in order to return the application to the Graduate Staff.

Return File to Admissions Committee Member(s)
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Once sent to the Admissions Committee, the application cannot be edited until it is returned to the Graduate Advisor. The application can still be viewed by using the Grad SIS Search option. A routing comment must be entered in order to return the application to the Admissions Committee.

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Scanning and Uploading Documents

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Most users of Grad SIS input information electronically. However, some documents (ex. transcripts) are still standarly transmitted in paper form. The Graduate Staff or the Graduate Advisor may need to scan and upload a document. Grad SIS supports various document formats and will allow the upload of as many attached documents as necessary. Any document uploaded can be viewed in its original file format or downloaded in PDF format. In order to upload a document the Graduate Advisor must click on the “Attach Documents” link in the application review section.

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Preliminary Recommendation to Graduate Division

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Admission recommendations are handled differently depending on the applicant's GPA and GRE scores:

If the applicant is above the stated GRE and GPA minimums then the Graduate Advisor may recommend admission without a reason.

If the applicant exceeds the minimum GRE and GPA and the Graduate Advisor chooses not to recommend the student he/she must provide a reason for denial. It is possible to select more than one reason. The Graduate Advisor must also provide justification in the text field below.

If the applicant does not fall within the stated GRE and GPA guidelines, and the Graduate Advisor decides to recommend admission, then he/she must state a reason for this recommendation. If the reviewer chooses to recommend the applicant they have the option to change the degree objective if desired. The options available may vary depending on the applicant and the department.

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Application Fees

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The Grad SIS system only accepts Credit Card payment. The applicant will be prompted to pay via credit card before they can submit their application. Once the applicant has paid the information will appear on the Application Fee section instantly.

Under the circumstance that the applicant cannot pay the admission fee there are other options available. The department can fund the application fee, or the applicant can apply for a fee waiver.

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Grad SIS Search Engine

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For quick access and file look up Grad SIS contains a search engine that allows easy search and retrieval of application files via the Grad SIS interface. Keep in mind that while it is possible to open and view an application, they are still read only. In order to edit an application found using the search engine, please take note of the application ID number from the search record and search for it in the View all Official Applications section in the main menu.

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More Information 

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

Department Information

Computing & Communications
Computing & Communications Bldg.

Tel: (951) 827-4741
Fax: (951) 827-4541
E-mail: helpdesk@ucr.edu

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