Page Comparison

This is a live page and will be updated. Please check back on this page for updates before sending inquiries (via Google Form here). 

To “watch” this page for updates, click on the eye icon at the top right of this page, or, see the “Collab Access” section at Graduate Financial Support FAQs for more detailed instructions.

After department review, the steps require action by GEPA FSU staff and cannot be completed independently by hiring department or graduate program staff.

Upcoming Sessions for Summer 2023:

Wednesday, May 31, 2023
9:00 am-9:50 am via Zoom AND 2:00 pm-2:50 pm via Zoom <--- just added!
https://ucsd.zoom.us/j/92503099795

Past Sessions for Spring 2023:

Thursday, March 30, 2023
8:30 am-12:00p via Zoom <--- just added!
https://ucsd.zoom.us/j/96075202204

Wednesday, March 29, 2023
8:30 am-12:00p via Zoom <--- extended!
https://ucsd.zoom.us/j/96075202204

Past Sessions:
Monday, March 27, 2023
1:00 pm-2:30 pm via Zoom
https://ucsd.zoom.us/j/96075202204

Tuesday, March 28, 2023
9:00 am-10:00 am via Zoom AND 3:00 pm-4:00 pm via Zoom
https://ucsd.zoom.us/j/96075202204

The working sessions will not be recorded.

These instructions below are a summary of the process. Thorough processing instructions can be found on the “Instructions” tab of the “GSR “_GSR Appointment Letter Generation 2023” spreadsheet.

“Letter Data” tab: Pre-Existing Appointments in UCPath

1. Hiring Department reviews Letter Data tab and updates data as necessary

2. Once review is complete/updates have been made, hiring department updates the Department Review section in columns E-G

3. FSU will review Department Review status and send letters to those with status “Ready to Send” in columns E-G regularly

   1. Note: if it has been more than 3 business days since you updated status of “Ready to Send”, please tag Kacy Cashatt in a comment

   2. Note: FSU will not take action on line items with department review status of “Pending Review” nor “DO NOT Issue Letter”

4. Once letters are sent, a PDF of the letter will be generated in columns E-F and date the letter was sent will be reflected in column G.

“New Appointment Template” tab: Blank template for SU23 GSR appointments not on “Letter Data” tab

1. Hiring Department completes all relevant payroll fields

   1. Note: columns S-AI and AO that are not highlighted (white) should be completed by department

2. Hiring Department double-checks that based upon data entered, information in the orange highlighted fields (columns I-R) is accurate

3. Once entry is complete, hiring department updates the Department Review section in columns E-G

4. FSU will review Department Review status and send letters to those with status “Ready to Send” in columns E-G regularly

   1. Notes:

      1. If it has been more than 3 business days since you updated status of “Ready to Send”, please tag Kacy Cashatt in a comment

      2. FSU will not take action on line items with department review status of “Pending Review” nor “DO NOT Issue Letter”

      3. FSU will move these line items to the “Letter Data” tab and send out the letters.

5. Once letters are sent, a PDF of the letter will be generated in columns E-F of the “Letter Data” tab and the date the letter was sent will be reflected in column G.

“Student Acceptance Responses” tab

• In the Appointment Letter, students are advised to return a copy of their signed letter via Google Form. Those Google Form responses can be found on the “Student Acceptance Responses” tab for your reference.

• Although the Google Form is available for students to submit their responses, it is not a requirement. If a student has access issues with the Google Form, they can submit the signed letter directly to the hiring department.

Note: You can see the draft instructions here for a preview of the steps in the process.