Frequently Asked Coordinator Questions

 

 

OGS Letter Examples

Admit with no funding (Combined Applicant)PDF versionText only version

Admit with Aid TBD InternationalPDF versionText only version

Admit with Aid TBD USPDF versionText only version

Admit Department Issuing Award InternationalPDF versionText only version

Admit Department Issuing Award (WICHE)PDF versionText only version

Admit No Funding InternationalPDF versionText only version

Admit with Provisions listed in letter PDF versionText only version

Admit with Provisions not listed in letter (Military)PDF versionText only version

Admit No Funding Non ResidentPDF versionText only version

Admit US No Funding ResidentPDF versionText only version

Admit No Funding WICHEPDF versionText only version

Admit with FundingPDF versionText only version

Denial LetterPDF versionText only version

ApplyYourself

Link to ApplyYourself (School: Cosm-g)

Running Queries and ExportsPDF versionText only version

AY Summary Screen 

New Degree Seeking Educational Section Format (2017)PDF versionText only version

Attributes and Codes/Acronyms

Application Stages

View Decision Letters

Term Codes

Decisions (Fields in AY)

Applicant Enrollment Decision

Supporting Documents Key

AppReview

Link to AppReview (School: Cosm-g)

Decisions     In Progress

Build a Bundle

Assigning Applicants to a Bundle Manually

Remove an Applicant From a Bundle

Help for Coordinators

Help for Reviewers

General Questions

Application FAQ (Questions Applicants Ask)

Spring Admissions Packet (Sent to Admitted Applicants)

Fall Admissions Packet (Sent to Admitted Applicants)

WICHE (What is WICHE)

Deadlines

Statement of Support Deadlines

 

 


AppReview

Decisions - In Progress

Admit (Aid TBD at a later date)

  • Please use Admit (Aid TBD at a later date), if you are making award decisions at a later date. An example of the US TBD and International TBD are linked above.
    • For this admit type we need:
      • The Advisor Information
      • "TBD" should be selected Under Dec Award 
      • "No" should be selected under Dec Financial Aid Awarded "Is Aid being awarded?"
      • The Department Contact

Admit to Another Degree or Term

  • Please use Admit to Another Degree or Term, if you plan to Admit the Applicant to a program or term, other than what they applied for. Degree ex: You are admitting to an MS but they applied for a PHD or they applied for MS but you are admitting them to MS-NT. Term ex: Applicant applied to Fall "17" but you want to admit them to Spring "18". The applicant will receive a letter based on the terms you enter. The letter does not indicate that you made changes to their degree choice or term . 
  • For this admit type we need:
    • The Advisor Information
    • Dec Financial Aid Awarded "Is Aid being awarded?"  should be answered according to funding. If "No" or you would like the letter to read "Department Issuing Award" you will not need to fill in award info.
    • Dec Award should be answered according to your aid decision
      • Please do not use "one time award" or "assistantship". These should be offered in a departmental letter
    • The Department Contact

All decisions must be received BEFORE Census. 

Assigning Applicants to a Bundle Manually

Applications can be assigned to a Bundle through manual assignment or through Routing Rules. See Bundle Routing Rules for information on setting up Routing Rules.

To Assign an Applicant to a Bundle as a Coordinator:

Click Bundles in the top navigation bar. A list of all Bundles will appear. Find the Bundle you wish to assign users to and click Applicants under the assign section.

the four tabs represent Applicants in this Package. (We do not use "Another Program")

Unassigned applicants - Applications that have been pushed over to App review and not previously assigned to a bundle through a rule or assignment.

Next Round – Applications that have been pushed to a next round during review. see Creating Application Workflow for more information.

Assigned Applicants – Applicants that are currently in this Bundle.

Find the Applicant in the list of Unassigned Applicants.
Check the box next to the applicants that should be in the Bundle.
Click Assign and Save.

To Remove Applicants From a Bundle:

Navigate to the assigned applicant tab.
Select the box next to the applicants name.
click Unassign and Save.

Remove an Applicant form a Bundle

  1. Navigate to the correct bundle.
  2. Click applicants link on the right-hand side, next to the gear.
  3. Navigate to the assigned applicant tab.
  4. Select the box next to the applicants name.
  5. Click Unassign and Save.

ApplyYourself

Attributes and Codes/Acronyms

IE- Intent to Enroll, They accepted the offer

RJ- They were rejected

DL- They delayed admissions, you will receive a deferral application (if they submit it)

CO- The application is in AR with no departmental decision

WA – The applicant denies the offer

WD- The application was withdrawn before review

CC- We have a decision from you but not the applicant

WUT, WE, WEG ect. – Indicate a WICHE applicant

COMB – Combined Undergraduate Applicant

AY – ApplyYourself

AR – AppReview

Need SOS - Applicant accepted offer, but we need Statement of Support, IE not in Banner

Need Residency - Applicant accepted offer, but we need Proof of Residency, IE not in Banner

Application Stages

Stage 1 - OGS = We have the application and we are missing a credential or have not processed it for review yet

Stage 10 - Processing for Review = We do not use this stage 

Stage 2 - Dept review = You should have a complete application in AR for review

Stage 3 - Deactivated = The application was withdrawn before review. The reason can be determined in the decision reason area

Stage 4 - Decision Made = We have a decision and the applicant decision letter was sent. 

View Decision Letters

You can pull these two ways, by group or by individual:

By Individual, log-in to ApplyYourself and search by the criteria you have
By Group:

Log-in to ApplyYourself
Under Search Using Queries – click on User Queries
Expand A Department Query List
Click on “Letters_Sent_Admit”
Clcik on “Submit”
Select a term(s) and your program(s) from the list
Click “run”

When you have your results (a name/list of names of admitted applicants)

Click on the name you would like to see the letter for
Under “Status Information” click “print” next to decision

This will bring up the letter. They vary by the information submitted and the decision

Term Codes

Ex: 201760

The year is the first part "2017"

The second part correlates to the term:

50= Summer 1

60 = Summer 2

80= Fall

10= Spring

Decisions (Fields in AY)

Decision:

  • CO- File Sent to Department = You should have hte application in AR, if the Stage is 2. If the Stage is 1, you should have it in AR the next day.
  • CC - #006 Admission Lettter = An admission letter was sent 
  • RJ - #007 Denied = A denial Letter was sent

Decision Reason: This filed gives more information, in different situations. You will not normally see anything in this field. 

Decision Date: The date we created the letter

Decision Publish Date: Date the letter is availble to the Applicant

Decision Viewed? You can see if the letter was viewed and if "Yes" the date

Enrollment Deadline: Date Applicant will need to submit an enrollment decision before.

Application Review Status: The information about the decision submitted in AR. 

Applicant Enrollment Decision

You will be able to see this on the right-hand side under the "Enrollment" box. You will see:

Enrollment Accepted (IE)

or

Enrollement Declined (DL or WA)

Supporting Documents Key

Departments are able to waive the GRE or Letters of Recommendation

Departments are not able to waive transcripts or the TOEFL

The Supporting Documents are:

- Not received if the box is empty

- Are not official but received if it displays a 1/2 box 

- Are official is the box is full

General Questons

WICHE

WICHE stands for Western Interstate Commission for Higher Education. You can find more information about the graduate program (WRGP) here. (WICHIE and Colorado)

The participating states are:

Alaska, Arizona, California, (Colorado), Hawaii, Idaho, Montana, Nevada, New Mexico, North Dakota, Northern Mariana Islands Oregon, South Dakota, Utah, Washington and Wyoming

Our parcipating programs are:

Applied Chemistry, Environmental Engineering Science, Goechemistry, Geological Engineering, Hydrology, Mineral Economics, Mining and Earth Systems Engineering, Petroleum, Underground Construction and Tunneling Engineering. 

Statement of Support Deadlines

Spring Deadline for International Applicants to be admitted, accept the offer and submit a complete Statement of Support - November 1st

Fall Deadline for International Applicants to be admitted, accept the offer and submit a complete Statement of Support - May 1st

 

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Last Updated: 08/17/2017 12:28:25