GS On line Application Form

1. GS On line Application Form November-2008 Click to continue

2. On Line Application Processing • The student applies on line through the Banner/SiRIUS system. • The applicant’s information is pulled into GSIS and made available to Departments • When the information is pulled an email is automatically sent to the applicant. • A copy of email is put into a note to file on GSIS. Click to continue

3. On Line Application Processing (2) • The process involves three parts • The on line application form which the student fills out. • Processing application with GSIS • The paper (transcripts, referee letters, etc.) • Paper is first collected by the department • Then sent over to the Graduate College Click to continue

4. Application Fee • The application fee should be paid on line by credit card. • Funds are automatically accounted – no departmental involvement needed. • Applicants who do not have access to credit cards may pay by cheque or money order. • All funds should be sent to the Graduate College directly. Click to continue

5. Application Fee (2) • Applications will be made available for departments, even if application fee is not paid. BUT . . . • No application will be processed by the Graduate College until the application fee is paid. Click to continue

6. Have a look • We will now walk through the actual screens that you will see. • We will look at the listing on the welcome page. • We will look at the information on the application information pages. • We will review how to input information into a Note to File. Click to continue

7. Applications – An Overview Click to go through the presentation. In the current system, the student searches the web Sometimes it is difficult to keep track of what has been said to the student and even what the email address is. The department emails the student to keep in contact and update. The student mails the application forms to the department – can take some time. The application fee may or may not be included in the application package. The transcripts and the referee letters are sent to the department. The student many times emails faculty, grad chair, secretary for information. GSR 102 The Department fills out the GSR 102 (Recommend) and sends it with package to Graduate Studies

8. New Application Process Now we will look at the individual screens so you can see what it will look like But now you do not have to fill out a GSR 102 In the old system, this is where the student would have sent in their application package The student can pay their application fee on line. When you send over the application package just print off a sheet from GSIS as a cover sheet. And now Graduate Studies takes care of the application fee accounting. Now they go on line and fill in the on line application form The student still finds information on U of S on the web. And they will still email everyone As before the transcripts and referee letters still come to the dept to forward to Grad Studies The department updates GSIS to show they have accepted the student and sends the application package to Grad Studies GSR 102 Grad studies then “pulls” the application information into GSIS SESD checks the address and “pushes” the applications into SiRIUS GSIS emails the student and puts the email into a Note to File The Department can now email the student by clicking on the student’s BID on the main information page. On Line App GSIS The Department can then see the applicant information in GSIS

9. This is what the GSIS welcome page looks like now.

10. Notice a new addition – it will show how many applications are in the “Application Created Online” status. Just click here to see the applications

11. Remember the application will NOT be processed by Graduate Studies unless the application fee is paid. As in other lists in GSIS you click here to see more information on the applicant. International or Domestic The term they wish to start (in Bannerize) Has the student paid the application fee? Notice the Admission Status Click to continue

12. Here we are on the APPLICATION VIEW page. You may email the student at their current email address by clicking here. (even if it is not UofS) Again here is the information on the Application fee and the Term they wish to enter. We will look at the following sections in more detail. These tables reflect the information that used to be on the paper on line application forms.

13. This information is from the top part of the old paper application – academic information The Post Secondary degrees are listed here – therefore you should be expecting these transcripts from the student.

14. This is where tests like GMAT will be listed by the student – these will have to be verified by the department. Email address for the referees should be listed here – click to email the referee. Landed Immigrants will be required to show their documents at student central before their residency is moved to domestic.

15. Information on their language background is listed here. This is the end of the information from the on line application filled in by the student. Notice that there is a note to file “GSIS: Email sent to applicant” This is the email that GSIS automatically sends to the student when the application information is “pulled” into the GSIS.

16. This is what the email looks like (and this is how it looks as a note to file as well). The wording has been changed slightly in production. Douglas Dombrosky Douglas Dombrosky

17. To move the application along in the approval you are going to have to change the admission status of the application. You can start by clicking here Or here on “Change Admission Status”

18. Here is the Change Status page with the options available. When you are ready to approve you need to click on the circle to pick the status Then click submit to change the status You are strongly encouraged to move the applications from “Application Created ON LINE” to “Department awaiting application information” After you change the status – it would be a good time to email the student to give them your email and land address and what they need to send. Changing status will help keep the application number on the welcome page down AND more accurately reflect what is happening with the application Now we will move to calculation and insertion of the Admission averages

19. Applications For simplicity we will use the Canadian Conversion sheet with an average student Then we will paste the information into a Note to File on GSIS • Calculation and insertion of Admission Averages

20. A Canadian Conversion Highlight the area – then copy the area for pasting into a Note to File Now we will paste it into a Note to File

21. We all recognize the Note to File screen from GSIS Remember we have copied the admission average calculation from the spreadsheet. Click on this button to insert the copied material – it will format the material better.

22. Paste the information into the window that pops up. Then click on “Insert”

23. It will show up looking something like this. You have to set the Note Type to “_department” and the Note Category to “Admission Average” It is useful to state what the admission average was calculated to be. Then Click to Save

24. The Note to File shows up on the Application View screen Notice that sometimes the application information is not available.

25. Now we will print out the application information Simply Click the Link

26. You might have to seek IT help if you have trouble downloading the PDF. It looks like the old paper application on purpose. GSIS will download a PDF to your desktop Douglas Dombrosky

27. Summary • Email student as soon as they show up on GSIS • Set the admission status to “Dept awaiting info” when waiting for info from student. • Gather the documentation • Calculate Average – put on GSIS • Make a decision • Reflect decision on GSIS • Print cover sheet (No GSR 102 required) • Send over to Graduate College

28. Other Items: • For Conditional or Probational admissions • Put the conditions into a Note to File • Note Category: “Admissions” or “Admission Conditions” depending • Other Admission requirements: • Again put into a Note to File.

29. If you have any questions Please contact: Douglas Dombrosky Douglas.dombrosky@usask.ca This ends this training presentation.