Electronic Referral System
The Admissions Referral System provides an electronic means to indicate Admission decisions for referred applicants, thus replacing a paper process. Using the steps below you will be able to access student documents associated with their admission application, and input an admission decision.
Once a student's application checklist is complete, they will be referred to you for a decision. Some GPD's manually monitor their queues while others utilize our email reminders. To set up reminders, please email the Graduate School. Those that
receive e-mail reminders will receive one similar to the below example anytime that there is an outstanding referral waiting to be approved:
From: Graduate School
To: [Graduate Program Director]
Subject: Outstanding Graduate Referral(s)
There is 1 outstanding referral(s) in the [Program Name] queue.
To view your outstanding referral(s), please follow the following links through Banner Self Service:
Employee Self Service
Admissions Referral Decision
To access the online referrals:
- Select the Staff tab.
- Under My Applications, click the Employee Self Service link.
- Click on the UNF Administrative Applications link.
- Click on the Student Information link.
- You should have a link in the Student Information menu entitled Admissions Referral Decision. This is where you will locate and identify the referrals for your program that are awaiting your review and a decision.
From the Admissions Referral Decision screen you should see all students who have been referred to you.
The Term, Status, Level, Administrator, and Decision drop-down menus can be adjusted for sorting. Level should always be set to Graduate, and Administrator should only show those programs that you have update or viewing privileges to.
There are three different statuses that an applicant can have – Referred, Reviewed, and Completed.
Referred: Applicant’s admission checklist is complete and has been referred to you for a decision.
Reviewed: You have made a decision on the referral and sent it back to the Graduate School for processing.
Completed: The Graduate School has finished processing the referral and has acknowledged your referral decision in the Banner system. The referral has now run through its life cycle, and an email to the applicant is being generated.
To review the referral, click on the Student ID of the particular student you would like to view.
The referral will display the application information, academic credentials, the GPA calculated by the Graduate School and how many hours were used for that calculation, highest test scores, and notes from the Graduate School pertaining to the application.
From the referral you will be able to click
View Student UNF Coursework
View Student Transfer Evaluation
View All Test Scores
. Note: Some options may not be available.
View Student UNF Coursework: If the applicant has a UNF academic record, this screen will display their course history.
: Clicking this will open the students application checklist. Documentation uploaded via myWings will be under the Uploaded Document column as View Doc or View Form. Clicking the hyperlinks will open the documents for review. Documentation submitted directly to the Graduate School will be loaded into the scanning database, OnBase. Clicking the View Imaged Documents Related to the Admissions Application will open OnBase and display the students documents. Here you will find transcripts and other supplemental application documentation.
View Student Transfer Evaluation
that arrived via the Electronic Data Interchange (EDI) system load to this screen.
The majority of Florida's public institutions will use this method to send
us transcripts. It is recommended you check both here and in OnBase to ensure you are reviewing the most up-to-date information.
View All Test Scores: Any tests that the student has taken will display on this screen. The highest scores will automatically display. Clicking the hyperlink of the test name will display all scores.
If you do not have access to any or all of these options it could be:
- You are not on a secure UNF network. Please refer to the ITS VPN website for instructions on how to set up a secure network.
- You do not have the appropriate access. Please contact the Graduate School.
Now you are ready to make a decision on the applicant’s referral. To input a decision, select an option from the Admission Decision drop-down menu.
Cancel - Cancelled prior to decision (B)
Deny - Apply as Post-Bacc (DP) - Will let the applicant know that while you haven't admitted them to the program, you recommended they apply as a post-bacc and later re-apply to the program.
Deny - Committee/Interview (DI)
Deny - Non-Competitive (DN)
Provisionally Admit - Trial Program (P) - Will let the applicant know that they are provisionally admitted to the program and to contact you for specific details regarding their admission. They will have one term to meet the requirements and will then be fully admitted or denied by you. For more information, please refer to the Provisional Admit website.
Waitling List (NW)
If you would like to add any notes to the referral you may do so in the Notes from the Program text box. Please note, any information input here will not be forwarded to the student, however it is helpful to include provisional admit terms or why an applicant was denied. If a student calls us we can look at the referral and explain the reasoning rather than forward them to you.
Once you are ready to submit your decision, you have two options:
Forward To additional reviewers in your queue. If you choose to forward the referral to another reviewer, click the Save or Forward To button.
Submit Referral Decision to the Graduate School. Once the decision is submitted by you, it will enter the Graduate School's queue to be processed. If you accidentally input a decision and would like the referral sent back, please contact the Graduate School.