University of California, Riverside

GradSIS



For the Graduate Division


Reviewing an Application
Application Overview
Evaluate Application
Scanning and Uploading Documents

Modifying a Financial Offer
Application Fees
Graduate Division Tasks
Route Applicant File

Reviewing an Application

Once an application is routed to Graduate division, the Graduate Division staff now has the opportunity to review the application in its entirety, as well as make and/or add changes as necessary. This can be done via the Official Application Review screen, which is divided into five sections: “Applicant Information”, “Application Overview”, “Evaluate Application”, “Graduate Division Tasks”, and “Route Applicant File”.

Grad Div 1In addition to having the ability to review the application, the Graduate Division user may also put the application on hold, flag the application for review, specify if the applicant is returning, re-route the application to another Graduate Division staff member, re-route back to the departmental Graduate Staff or use the universal box to mark that the review is complete.

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Application Overview

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The application overview section is located at the very top of the Official Application Review page, under Applicant Information. It displays the department and program the applicant is applying to and the term that they are applying for. The following functions are also available:

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  • Place Application on Hold- By checking the box in the overview section next to the text that reads “Place Application on Hold”, the Graduate Division staff will change the status of the application to “On Hold”, which is visible on the applicant’s application status screen

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  • Flagged for Review - By checking this box in the overview section
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  • Graduate Division Routing- The routing option allows the Graduate Division Staff to route the application to another staff member within the Graduate Division by selecting their account name from the drop down menu. For information on routing an application to someone outside of the Graduate Division, please refer to the section on “Route Applicant File”

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  • View Original Self-Reported Application Information – Throughout the application review process, several users from different departments have the opportunity to review and make changes directly to the application, potentially overwriting the original application submitted by the applicant. The “View Original Self-Reported Application Information” option in the Application overview section allows the Graduate Division Staff to view the original, unaltered application in two ways. The first is in a printer-friendly PDF form view, and the second is in a detailed web view, which shows the application in the same way the applicant completed it

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Evaluate Application

The “Evaluate Application” section of the Official Application Review page contains the entire application as well as routing comments, financial information, etc. In order to submit a determination to the applicant, the following sections must be marked as completed by the Graduate Division staff:

  • Scholastic Information
  • Test Scores
  • Letters of Recommendation
  • Application Fee
  • Admission Recommendation
  • Financial Support

In order to mark these sections as complete, click on the section you wish to access on the Official Application review page under the “Evaluate Application” sub-heading. When the page loads for the appropriate section, click on the check box labeled “Graduate Division Review Complete”, then click the Continue button at the bottom. You will be taken to the next section outlined in the Evaluate Application section.

Whenever any section has been viewed by the Graduate Division staff, a red X will appear next to the section title on the official application review screen. Whenever a section has been marked as complete, a green check mark will appear.

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Scanning & Uploading Documents

While the vast majority of the application process can be completed via the Grad SIS web interface, some documentation (such as letters of reference, transcripts, etc.) may still be submitted by mail. For these instances, the Graduate Division staff is allowed to upload a file (such as a pdf or word document) to the application. This can be done by clicking on “Attach Documents” on the Application Review screen and following the instructions. Most documents will be uploaded by the departmental graduate staff during their initial review of the application.

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Modifying a Financial Offer

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When an application is routed to Graduate division, the financial offer information from the department level must already be completed, unless the applicant is being recommended for acceptance without financial support. Graduate Division staff now have the opportunity to make any adjustments that they see necessary, such as adding additional support from a campus-wide fellowship.

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Application Fees

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When the applicant submits their credit card payment to Grad SIS , the “Application Fee” portion of the application is marked as complete and no further action is required on any level.

Note: Only credit card payments are accepted.

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Graduate Division Tasks

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Admission Offer - Although most of the application review is done at the departmental level, it is the Graduate Division staff who ultimately submits an admission offer to an applicant. In order to approve or deny an application, from the Official Application Review page staff must click on the link that reads “View Graduate Division Final Determination” under the Graduate Division Tasks heading. From there, staff can either choose to offer, reject or make a provisional offer of admission to the applicant. The Graduate Division staff may also indicate whether or not the applicant will be receiving a financial offer and whether or not the applicant will still be given the option to submit the Supplemental Fellowship application.

If an applicant is made an offer (provisional or otherwise), then links to different forms will appear under “Admission Documentation” and will vary depending on whether or not they are receiving a financial offer as well. If an applicant is rejected, then a letter from the Dean will appear under “Admission Documentation” that will be sent to the applicant. In either situation, the Graduate Division staff also can leave comments that the applicant will be able to see under the Application Status Page by typing them in the “Information to Applicant” area. Alternatively, staff may leave internal comments not visible to the applicant by typing them into the “Comments” section directly above.

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Route Applicant File

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Grad SIS Search Engine - The Grad SIS Search Engine allows Graduate Division staff to search for applications in a variety of ways. Graduate Division staff members are able to search through all active applications from all departments. Although Graduate Division staff can view applications that have not been officially routed to them yet, they will only be able to open these applications in “Read-Only” mode, and as such will be able to make only limited changes to the application until it is officially routed to Graduate Division. The types of changes open to Graduate Division staff are as follows:

  • Ability to add routing comments
  • Ability to inactivate the application
  • Ability to change the applicant’s General Information/Graduate Program tab
  • Ability to change the applicant’s Biographical Information tab
  • Ability to grant/reject a fee waiver
  • Ability to indicate application fee money order or check received
  • Ability to indicated Student Applicant Disclaimer Statement received
  • Ability to allow submission of Supplementary Fellowship information
  • Ability to attach documents

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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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