Program Director Handbook
Chapter 6: Admissions and Referrals

6.1 Graduate School Admissions Functions


  • Evaluating transcripts for minimum university and SUS standards necessary for admission
  • Determining referral GPA (last 60 hours of undergraduate coursework)
  • Completing the electronic referral to be forwarded to the academic department
  • Inputting admissions decisions when the e-referral is returned from the department
  • Inputting all graduate paper applications and student update forms
  • Tracking online applications
  • Determining Florida residency for all graduate students
  • Inputting all graduate test scores (GRE, GMAT, MAT, TOEFL, etc.)
  • Sending correspondence to applicants, including admission decision letters
  • Collecting, logging, and scanning all supporting documents, including recommendation letters, personal statements, writing samples, etc.
  • Managing a student’s admission packet and all supporting materials
  • Assisting students with minor registration problems, such as logging into MyWings


6.2 Graduate Admissions Processing


  • Students must submit an electronic graduate application.
  • All documentation, when received by the Graduate School, is entered into Banner and then scanned into Stellent IBPM. It is required that all documentation supporting applications – test scores, transcripts, letters of recommendation, personal statements, and writing samples – be sent by the student to the Graduate School. Items sent to individual programs should be hand delivered immediately to the Graduate School for processing; this is the only way the Graduate School can account for the completeness of an application.
  • As applications and supporting documentation are entered into Banner, a record of this will be available to Graduate Program Directors in the Employee Self-Service menu under the Employee Tab in MyWings. Click on “Employees,” then on “Employee Self-Service,” then “UNF Administrative Applications,” then “Student Information.” There you will see the “Admissions Checklist Query” (to view all your applicants) and the “Admission Checklist Status” (to view the application status of a single student). Graduate Program Directors who wish to track applications to their programs are encouraged to monitor this site.
  • Also under “Student Information,” you will see the “SIS Reports.” Click on “Report by Curriculum” and fill in the variables. This will give you a record of all of your active and/or presently enrolled students (depending on what values you enter for the variables).


6.3 Processing Referrals


  • The Graduate School will send an electronic referral to the academic department when the applicant has turned in all required documents (application, application fee, transcripts, letters of reference, etc.).
  • Upon the receipt of these documents, the referral GPA will be calculated, and the referral packet will be sent to the program director through the Electronic Referral System.
  • If the Program Director has not received a referral, no action concerning the applicant can be taken; Program Directors should contact the Graduate School if they believe they have applicants for whom they have no referrals.
  • When the department has made a decision regarding the admissibility of a student, the referral should be sent back electronically.
  • All referrals should be returned when a decision is made, regardless of what the decision is.
  • You will periodically receive reports via email indicating which referrals are still outstanding. This is your opportunity to double check your files and ensure that those with decisions made have been returned.
  • When the electronic referral is returned to the Graduate School, the decision is entered in Banner and the appropriate letter of admission or denial is uploaded for the student to view in myWings.
  • Only when the referral is returned is a student admitted and able to receive financial aid awards, a registration appointment time, and access to the MyWings portal. Therefore, it is important that referrals are returned in a timely manner so that the student can take the necessary steps to enroll.


6.4 Admitting Graduate Students


While programs make the final decision about whether to accept a candidate, it is only the Graduate School that may admit a student to the university. Graduate Program Directors are cautioned against sending any communication to an applicant that would signal his or her admission/acceptance to the university.

6.5 Electronic Referral System Instructions


Note: In order to access the electronic referral system, you must use Microsoft Internet Explorer as your browser. 

Step One: Accessing Electronic Referrals

 

  1. Log into the mywings portal. Select the “Staff” tab.
  2. Click on the link for “Employee Self Service” (a new window will pop up).
  3. You should now be on the “Employee Services” tab in self-service Banner.
  4. Click on the link at the bottom for “UNF Administrative Applications.”
  5. Now click on the link for “Student Information,” and select the “Admissions Referral Decision” screen.

Step Two: Reviewing the Referral

  1. On the Admissions Referral Decision screen, you can sort the referrals by term, status, level, or administrator (program). The level should always be set to “graduate” to ensure you are looking only at graduate referrals.
  2. Referrals awaiting your decision will be under “Referred.”
  3. Click on the applicant’s N number to access the referral.
  4. Review the applicant’s information and credentials, including referral GPA, entrance exam test scores, prior degree credentials, etc.
  5. Other relevant information about the applicant, notes about the referral, and/or instructions will be included in the “Notes from the Graduate School” area.
  6. If an applicant has taken any coursework at UNF, you can access those records by clicking on the “View Student UNF Coursework” link.
  7. If a transcript was received electronically, you can view these by clicking on the "View Transfer Evaluation" link.
  8. To see scanned copies of an applicant’s admission documents, click on the “View Checklist” link.
  9. On the Checklist screen, click on the linked items on the right that say “View.”

    Note: The first time you try to view an item, you will be prompted to download the “Oracle Viewer Plug-in.” In order to download the viewer,

    you must close any open sessions of the Oracle/IPM scanning system if you already have that program on your computer. Follow the download

    prompts to save the viewer to your computer. Once downloading is complete, you can then view applicant documents.

Step Three: Making a Decision 

  1. Enter any notes you have about the decision in the provided text box under the “Program Administrator” section of the referral. This includes information for the applicant and notes to the Graduate School
  2. Select your admission decision from the drop-down list of available options.
  3. Click the “Submit Referral Decision” button to send the referral back to the Graduate School for processing. The Graduate School will process the decision and send the applicant an electronic decision letter. Decision letters are uploaded to each applicant's account and are available to view in myWings within 24 hours after the Graduate School has processed the decision.

Step Four: Reviewing your Work

  1. Return to the main “Admissions Referral Decision” screen and sort by status – select the “reviewed” option. This will show you the referrals on which you have made decisions. If the referral has already been processed by the Graduate School, you can see them by selecting the status option of “completed.”
  2. Click on an applicant’s N number to view the referral – you will be able to see the notes that you made and view the decision that you submitted.
  3. In case of error or a change of decision, simply contact the Graduate School and ask that the referral be deleted. A new one (a “do-over”) will be sent to you that you will need to process again and resubmit.

 

If you have any questions, please be in touch with the Coordinator of Admissions Processing, Megan Lichty, at m.lichty@unf.edu or (904) 620-1755.



6.6 Application Deadline


Application deadlines serve two main purposes, to control enrollment and to allow admitted students and university entities time to complete all necessary paperwork prior to the start of classes. Graduate program deadlines are generally established for the same time each academic year. Programs that would like to extend an application deadline are asked to contact The Graduate School no less than one week prior to the general program deadline date to ensure sufficient time to facilitate proper notification to appropriate University departments and current/potential applicants.

 

After an application deadline has passed, if no extension has been requested, The Graduate School will begin canceling and notifying incomplete applicants. Programs will not be permitted to reactivate cancelled applications post deadline nor will be allowed to reinstate a new deadline after the fact.


The Graduate School will no longer extend the application deadline to any point within 2 weeks of the start of classes.  Two weeks allows enough time to process all application materials and decisions, and for the newly admitted student to address all post-admissions requirements in a timely manner.  Furthermore, this time line allows the Graduate School and your graduate program to handle possible appeals.

 

The Graduate School Office fully understands that there are occasional deadline exceptions due to university error or extreme circumstance.  All such inquiries should be directed to the Director of the Graduate School.