Admissions Action Items for Graduate Coordinators by Month

Table of Contents

September

Ensure your department website is up-to-date regarding application requirements and deadlines.
Attend the annual meeting for Admissions & Graduate Coordinators.
Confirm that any of your applicants who requested to defer have the Defer decision on their Slate record and are in the “Outcome - Defer” bin. You may also need to look over the applicants in your “Outcome - Defer” bin to be sure that you approved those deferrals. Communicate with your evaluator about whether your department would like to admit the deferred students to the new term or would like to review those applications again. For more information regarding deferrals, see https://ucsdcollab.atlassian.net/wiki/spaces/GDCP/pages/283902738/FAQ#Deferrals.

Attend the annual meeting for Admissions & Graduate Coordinators.
Communicate with your new students who still have Provisional status.
- If a student has Provisional status in Slate, that means they still need to send their official documents to Admissions so that we can finalize their admission. Use the Provisionally Admitted Students query template to see which of your students are still Provisional. (For instructions on how to use a query template, see https://ucsdcollab.atlassian.net/wiki/spaces/GDCP/pages/284066849/Query+Cheat+Sheet#How-to-Use-Query-Templates.) Inform your students to check their applicant portal to see what they need to submit. Any student who still has Provisional status by the fourth week of Fall quarter will have a hold placed on their account that will prevent them from registering for future quarters.

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Ensure that your Review Forms for upcoming nominations are ready.
Provide our Holistic Admissions resources to your reviewers.
Confirm that your reviewers have permissions to access Slate and read applications. If you need to add a new reviewer to Slate, see https://ucsdcollab.atlassian.net/wiki/spaces/GDCP/pages/54135942/Slate+Guides#Adding-a-New-User-to-Slate. Be sure to provide your new users with our Slate guides on https://ucsdcollab.atlassian.net/wiki/spaces/GDCP/pages/54133586/Reader#Navigating-the-Reader and Review Forms.

Review the language in the communications that you intend to send to nominated applicants this cycle.
- If your department sends out a Financial Support Letter, please be sure it follows our Financial Support Letter Guidance.
- If your department sends out a Nomination Letter, please be sure it follows our Nomination Letters guidance.
Departments may choose to send mailings for applicants who are still in “Awaiting Submission” or “Awaiting Payment” to remind those applicants to submit/pay before the deadline.

Begin (or continue) reviewing and nominating applicants.
- If you need to assign individual applications to your queue or to your reviewers, see Assigning & Moving Applications.
- If you need to filter for certain applicants (for example, applicants who selected specific faculty members), you can do so by Building a Query.
- Once you have a query, you can assign large numbers of applications for review or nomination by using Batch Management: Assigning, Nominating & Denying.

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If you would like to close the Decision Reply Form for applicants who have still not responded to their admission offer, ask your evaluator to Batch Decline those admits. For more information see https://ucsdcollab.atlassian.net/wiki/spaces/GDCP/pages/283902738/FAQ#Decisions.
- You can query for your Admits who have still not responded to their admission offer using the Admit No Reply query template. (For instructions on how to use query templates, see https://ucsdcollab.atlassian.net/wiki/spaces/GDCP/pages/284066849/Query+Cheat+Sheet#How-to-Use-Query-Templates.)
Continue to check your “Awaiting Docs” and “Awaiting LOEs” bins regularly.
Departments should assign deny decision to denied applicants by May 15th for those applications submitted prior to February 1st. Please follow the instructions on how to batch deny your program’s applicants here https://ucsdcollab.atlassian.net/wiki/spaces/GDCP/pages/54133528/Batch+Management+Assigning+Nominating+Denying#Denying .

Direct your incoming students to check their applicant portal regularly for updates, as Admissions will begin finalizing documents during this time.
Complete the Admissions & Slate Feedback Form, the annual survey we send out to our graduate coordinators. We would love to hear your suggestions and ideas for improvements during the next admissions cycle!

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