IUPUI Graduate Office University Graduate School Admissions Workshop 2015

IUPUI Graduate Office

University Graduate School

Admissions Workshop 2015

IU Admissions Staff Contacts

• Kyung Chong, 274-3459, [email protected]

• Monica Henry, 274-2071, [email protected]

• Office of International Affairs (OIA)

• Kelly Sumner, 274-0108, [email protected]

• Joslyn Britten, 278-3164, [email protected]

• [email protected]

Workshop Outline

• Completing the Graduate eApp• Processing Applications

• One.iu.edu• eApp eDoc• eApp Administrative Center/Summary

• Processing Decisions• IUPUI Request Tracking System (RTS)• IUIE

• Important to list instructions on what to select on the Graduate eApp (i.e. Program/Plan, Term etc.)

• Check out some great examples:• http://

engr.iupui.edu/sites/graduateprograms/admissions/ms-certificates/domestic-applicants.php

• http://grad.medicine.iu.edu/how-to-apply/to-the-ph-d-program/

• http://earthsciences.iupui.edu/graduate/admissions/application

Department How-To Apply Pages

Where Applicants go to Complete Grad/Professional School eApp

graduate.iupui.edu



OR Directly to the GradEApp

Where International Applicants can go for instructions on the application process

international.iupui.edu/admissions/

Completing Grad/Professional School eApp

• Create new guest account, OR…• If they are a current student (or applicant /

employee) they can logon with their existing username and password - Logon with guest/network-ID

• Applicant should store their username and password in a SAFE place

• Allows applicant to save and log back in at a later date to complete the application

• Ability to copy an existing application• We recommend that YOU create an application



Questions determine if applicant is

“Domestic” or “International” and “Degree

Seeking” or “Non-Degree Seeking”


• Tabs should be completed in the order seen • Department Information tab is dependent on what is

entered in the Application Information tab• * Indicates required field


• Additional Information tab

• “Recruitment Categories” result in a fee waiver – if your school does not allow fee waivers please notify us to turn off the waiver!

Recruitment Category Fee Waivers• Proof of Participation in “Recruitment

Categories” need to be attached to the eDoc

• School / Department responsible for collecting proof of participation documentation


• Found on the “Additional Information” tab• If applicant selects “Yes” and does not provide required information – this

can delay their admission (if admitted) or can result in application cancellation

• Program must contact Monica if “Yes” is selected before processing admission


• Application Information tab cont’d• Ensure your applicants know what program / plan to select and term!

• Application Information tab cont’d• Test Information section ~ Codes for the IUPUI Campus • TOEFL - 1325

• Missing scores – check IU Box (https://iu.box.com/IUPUITranscripts)• ETS can also verify the scores if an unofficial copy of the score report

is received from the student• ETS, 609-683-2008, [email protected]

• GMAC - 1325 on the GMAT application• GRE - 1325 on the GRE application• MCAT - 129 on the AMCAS application• DAT - 30 on the DAT application• LSAT - 1325 on the LSDAS application


Completing Grad/Professional School eApp• Application Information tab cont’d• Fee Waiver Form (submit via eDoc)

• New Coupon Code! See IU Box – Fee Waiver Coupon Code folder – updated monthly

• No fee waivers for international students• Departments can pay full fee via iStart

• eChecks (no REFUNDS!)• http://graduate.iupui.edu/doc/forms/

pmt_for_domestic-dept-approved-fee-waiver.pdf

Pay an Application Fee for an International Applicant

• If you would like to pay the application fee for a student, you may do so via iStart—istart.iu.edu

• Go to https://istart.iu.edu• Click on Administrative Services for University Departments,

then enter your CAS login

Pay an Application Fee for an International Applicant

Click on the

Admissions menu,

then click on Submit

Authorization for

Departmental

Payment of

Application fee

Note: You must tell

applicants to STOP

once the eApp is

complete and before

they submit and pay.

Completing Grad/Professional School eApp• Department Information tab ~ this is where you

collect program specific information • Recommendations (1 to 3)• Personal Statement upload• Additional Questions (external link that you

provide)• Additional Uploads (up to 4)

• Uploads will be attached to the GradEapp in Workflow


• Submitting the application

• Errors?

• No errors = Affirmation Statement

Completing Grad/Professional School eApp• Submit ~

Affirmation Statements must be checked

• “Sign and date” and

• Submit application fee

• Soon this will be two separate tabs!

• ATTENTION SAFARI AND CHROME USERS: Please allow popups and enable third-party cookies to assure the payment system screens behave correctly for submission of your application.


Annual Maintenance

• February Call for Requests

• Summer Implementation

eApp Workflow

• Different Stops (Nodes) are determined on program needs and if the applicant is domestic or international

One.IU.edu

• Sorting/searching for eApps in One.IU• Workflow Quicklinks Or Action List

One.IU• Ctrl-F in “Action List”

One.IU

• Sorting/searching for eApps in One.IU• Old eApps found in “Outbox”

One.IU

• Old eApps found in “Outbox”– Use ‘Cntl-F’ to find

One.IU

• Sorting/searching for eApps in One.IU• Document Search App

One.IU• “Document Search” tab

– sis.adm.nonugrdapp needs to be entered in “Document Type”

One.IU• “Document Search” tab

– Search using UID or IU App Number

One.IU

• Email Notifications for eApps• “Preferences” button in “Action List”

eApp eDoc

• “Workflow Preferences”– Action List Page Size

eApp eDoc

• “Workflow Preferences”– Email Notification Preferences

eApp eDoc• Suspense Files

• eApp error with SIS (see example below)– Has to be corrected manually by Graduate Office– OIA will manually correct for GINT applicants

• DO NOT “Take Action” until message no longer shows

eApp eDoc

• eApp eDoc Overview• Document Overview

– IU Application #– Employee ID # = University ID

» Might not show at first due to Suspense

eApp eDoc

• Graduate eApplication Routing

eApp eDoc

• Graduate eApplication Routing• Printing/Saving App

• Download PDF” = just eApp• “Download All Documents” = eApp, all files

applicant uploaded, and recommendations received

eApp eDoc

• eApp eDoc Overview• “Action Buttons” on eDoc

– Save (saves changes within eDoc but it stays in your Action List)

– Take Action (routes eDoc to next node = leaves your action list)

– Close (closes eDoc)– Remove from Workflow (Cancels Application; No way to

retrieve eDoc again)» Duplicate applications

– Copy (Used by Graduate Office only)– Resubmit (routes eDoc back to original node)

eApp eDoc

• eApp eDoc Overview• Recommendations

eApp eDoc

• eApp eDoc Overview• Recommendations

– Resending recommendations requests» “Resend” on eApp eDoc

» “Resend” button on also on Applicant’s “Your Applications” page after logon

eApp eDoc

• eApp eDoc Overview• Uploads

– Shows Applicant’s uploads

eApp eDoc

• eApp eDoc Overview• Notes

– Utilizing “Notes” as an application processor to communicate with Graduate Office or to post notes in regard to the application

– If an application is routed back to you, check the “Notes” for the reason

eApp eDoc

• eApp eDoc Overview• Attachments

– You are able to upload documents to eApp eDoc

eApp eDoc

• Click on route log

eApp eDoc

• eApp eDoc Overview• Route Log – shows the current location of

the eDoc

eApp eDoc

• “FYI” Notifications • Can be set-up to go to certain users as a courtesy

after the eDoc is “Final” and written to SIS– Can also be disabled

Test Score Look-up

• SIS• “Administrative Center” -> “Academics 2” tab ->

“View Test Scores”– Click “View All” to see all scores posted– “Data Srce” Column

» ETS = official» SLF = self-reported

• Home -> “Student Admissions” -> “External Test Score Processing” -> “Academic Test Summary”

• IUIE Report

Test Score Look-up• SIS – Test Score Lookup

• “Administrative Center” -> “Academics 2” tab -> “View Test Scores”

• English for Academic Purposes (EAP) Placement Test• Most frequently used placement codes (EN310) are 002, 024, 025, and 028.

• English for Academic Purposes (EAP) Placement Test cont’d

• EAP test exempt IF TOEFL iBT score of 100 or higher, OR IELTS score of 7.5 or higher are. OIA admissions letter will indicate if s/he is required to take this test.

• Spring 2016 – students will have the ability to take the EAP twice within the first two weeks with guidance from their graduate program director

• Written approval from the IUPUI Graduate Office is no longer required!

• Results of the 2nd exam stand! • The English courses begin the 2nd week of classes to allow for

scoring of the EAP examinations and for students to get registered in any required English courses.

Missing Transcripts

• Graduate Office – Transcript Tracking• IU Box

• https://iu.box.com/IUPUITranscripts

One.IU

• eApp Administrative Center/Summary

(in-progress/submitted apps)

• Add/Remove User Access

eApp Adminstrative Summary

eApp Adminstrative Summary

• Quickest way to search is by App ID # (don’t change anything else)

• If searching by name, change ‘App Status’ to ‘ALL’. Wildcards can be used (*)

• This allows you to go into an un-submitted or submitted application and look at an error the student may have

eApp Adminstrative Summary-- Go to ‘Read Only View’ to see the actual application

Requesting an FCA via iStart for International Student

Enter the UID

in Student

University ID

and click Find


Click on International Admission Checklist


Click on E-Form:

Request Graduate

Foreign Credential

Analysis.

Complete e-form

and submit.

View FCA Results for International Students

You will get an

email to let you

know the FCA

has been

completed. You

can click on the

link in the email

or come here to

view all of your

department’s

FCA results.

Request an FCA for Domestic Students with Foreign Credentials

Results will be

emailed to you

as a PDF.

Verification

• Once you are ready to route the eDoc, verify that the following are correct:• Program/Plan• Admit Term• All required documents are attached

Admission Decisions and Reasons• Admit

• Full Qualified

• Missing Final Transcript

• Applicant Withdrawal

• After Admission

• Before Admission

• Conditional Admit – Offer letter to student should reflect conditions; School/Dept. responsibility to track

• Cautionary Conditional

• Inadequate Financial Documents

• Need to Complete Prerequisites

• Standard Conditional Admit

• Stipulation College Transcript

More Decisions and Reasons• Defer Decision (change admit term to the deferred semester)

• Delay Fall (or Spring, or Summer) transcript/grade• Requesting Additional Information• Waiting on Test Scores• The Graduate Office or OIA will change semester in SIS and

route the eDoc back to your Action List • Deny

• Better Qualified Candidates• Failed to Complete Application• Fraudulent Credentials• Late application• Low Standardized Test Scores• Not Eligible to Major• Poor Academic Performance

• # 1 Upload = Offer Letter• Must be first upload due to iStart

requirement

• Drop off original documents to OIA (if applicable)• Academic records and original

envelopes• Official TOEFL or IELTS score reports• Financial and immigration documents

Uploading Documents to eDocsAll Programs – International Only

• Permanent Residents, Political Asylees, Refugees, Undocumented• Must have “visa documentation” attached

to the eDoc

• Fee Waiver for Recruitment Category?• Attach proof of participation

• Fee Waiver Form if applicable (NEW – no longer RTS!)

Uploading Documents to eDocsAll Programs

• #1 Upload - Offer Letter (indicate conditions here)• Include language regarding Graduate Office

giving the final approval: “As part of our graduate admissions procedure, your application has been recommended for admission to the University Graduate School. The University Graduate School will make the final decision.”

Uploading Documents to eDocsUGS Programs Only

Uploading Documents to eDocsUGS Programs Only• Department funding for international students—if you are

providing funding to the student and details are not in your admission letter, please upload to the edoc (form is available on our website: http://international.iupui.edu/admissions/connect/department-resources.html)

• International Applicants--Foreign Credentials Analysis (FCA) Must be completed and attached for all GINT and GRAD with education outside of the U.S.

• OIA will not attach this to your eDoc – you will need to do this by printing a PDF from iStart

• All Transcripts / Final Transcripts • Indicating Bachelor’s degree has been awarded• Missing Final Transcript – Negative Service

Indicator placed for semester after admit term• Must have a 3.0 Cumulative GPA or ↑

• If below a 3.0 GPA, a justification letter to the Associate Dean needs to be attached for her to review with the other materials already provided

Uploading Documents to eDocsUGS Programs Only

E-App Actions• No need to code residency – we will handle this for you!

• International students are all coded non-resident, and appeals must go through the Registrar

• After loading the decision and reason, you will normally want to hit ‘Take Action’

• “Resubmit” can be use to route an application to another department after changing the program/plan to the correct department

• We do not recommend using “Remove from Workflow” as this cancels the application

“What if…” Scenarios

• Applicant Applies to Wrong Program, or • Denied for PhD but eligible for MS

• Cannot change if “Career” is different

• Apply to incorrect campus. • Request application fee refund through Kyung or

Monica• Reapply to new campus

“What if…” Scenarios

IUPUI Request Tracking System (RTS)



• Submit requests for:• Defer Enrollment• Withdraw App – After Decision• Term Activate• Others (see next slide)

• For International applicants, send requests to [email protected]


IUIE Reports

• All reports available in Master Catalog• Selected reports set up in My Catalog,

Shared Folders, Univ Grad School for Departments

• Decrease need for manual data entry and SIS lookups

Use IUIE when you need:

• “Appls – Current Rows” - University ID, IU App Number and/or Workflow Document Number & Status

• “GRE Test Scores” - Official GRE Scores • “eApplication Recommendation Report” -

Recommendation status • Other examples in “University Graduate

School for Departments” handout

eApplication Coversheet

• Available in PDF format, one page per applicant (see below) or in Excel format for use in your own document

Workshops!

• IUIE Workshop for Admissions

Thursday, October 29th, UL 1130

2:00 PM – 4:00 PM• Other workshops?

When SHOULD a new application be created for a current student?• Each CAMPUS should have a unique application • Each CAREER should have a unique application

(GRD1, GRAD, MED, DENT, LAW) • Each piece of ‘paper’ (e.g. diploma) that will be

received by the student should have a new application• No enrollment 12+ months – see the Graduate /

Professional Program Update Form – Forms Page http://graduate.iupui.edu/forms/index.shtml

• No enrollment 24+ months = new Grad eApp

Questions

Thank you!

• See us if you need Workflow updates! • Look for our evaluation!