FAQs

Applicants

• How does the referral system work?
  Please refer to our Electronic Referral System how-to.
• I can't view the student's admission documents and/or transcripts. What do I do?

  If you are trying to view a student's admission documents and/or transcripts, but can't, it could be:

  1. 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.
  2. You do not have the appropriate access. Please contact the  Graduate School .
• Where are the student's transcripts located?

  You will find student transcripts in three different locations. The location varies depending on whether you are wanting to view UNF courses or transfer courses, and how the transcript was received. When reviewing a referral you will have links to each area, but follow these directions to locate transcripts outside of a referral. 

  1. Log into  myWings.
  2. Select the  Staff  tile.
  3. Under My Applications, click the  Employee Self Service  link.
  4. Click on the  UNF Administrative Applications  link.
  5. Click on the  Student Information  link. From this menu you will be able to locate the student's transcripts. It is recommended you check each area to ensure you are reviewing the entire record and most up-to-date information.

  
  

  UNF coursework: Click on Student Transcript. Enter the UNF ID and click Submit. The student's entire UNF academic record will be displayed. 

   

  Transfer institution transcripts that arrived via the Electronic Data Interchange (EDI) system: Click on Transfer Evaluation. Enter the UNF ID and click Submit. Any transfer work and degrees earned that were received in this format will populate. The majority of Florida's public institutions will use this method to send us transcripts.

   

  Transfer institution transcripts that arrived in paper format or digital copy: Click on Admission Checklist Status. Enter the UNF ID and click Submit. Any applications the student has submitted will populate. Locate the application you would like to review, or the most recent application, and click the Term hyperlink. Click on the View Imaged Documents Related to the Admissions Application hyperlink to open the scanning database, OnBase. Any transfer transcripts that were received in this format will populate as STU-TRANSCRIPT-[official indicator].

   

  Important Notes

  • If a transcript is not indicated as official it does not mean it isn't current. Many transcripts we receive are missing proof of degree earned but will be current on coursework. They should still be used for admission review. 
  • Please check received dates to ensure you are looking at the most current information.
  • Any student with an outstanding proof of degree and/or who has coursework in progress, will have an open application checklist item requesting the missing information. They can be admitted but will need to satisfy this requirement within their first term of enrollment at UNF.
• How do I view applicants for my program?

  To review all applicants in your program (will include those incomplete, cancelled, denied, referred, and admitted applicants):

  1. Click on Admission Checklist Query. 
  2. Select the Term, College, Level, Major, and Concentration if applicable from the drop-down menus. Click Submit. 
  3. All applicants that meet the inputs will populate. 
     • Student ID: Click to open a particular applicant and review their application checklist.
     • Admission Decision: Will show you those that have been referred, admitted, cancelled, denied, and if they're still outstanding (No Decision, Require Application Fee, Needs Legal Documentation).
  4. The applicant pool can be exported to Excel by clicking one of the two hyperlinks at the bottom. 
     • Show report in Excel: Will only export what is shown on the screen.
     • Show Grad App Report in Excel: Will export not only what is shown on the screen, but information pertaining to the applicants checklist (missing test scores, transcripts, supplemental application material) and demographics.

  If you would like to check the status of a particular applicant: 

  1. Click on Admission Checklist Status. 
  2. Enter the UNF ID and click Submit. 
  3. Any applications the student has submitted will populate. Locate the application you would like to review,and click the Term hyperlink. 
     • The application checklist will open and display the items the student needs to submit. The Received Date column will have a received date for any items that have been received.
     • Documents that have been uploaded via myWings will be hyperlinked in the Uploaded Document column. 
     • Documents without a hyperlink in the Uploaded Document column will be in the scanning database, OnBase; or potentially on the Transfer Evaluation screen if it's a transcript (refer to above question). Click on the View Imaged Documents Related to the Admissions Application hyperlink to open OnBase. 
     • Some students will upload documents and email them to us. It is recommended to check both places.
• How long do I have to review an application?

  The application process requires the Graduate School to cancel incomplete applications after the deadline for the term. Students with incomplete applications are regularly notified via email of missing items during the active submission window and are always prompted to consistently check their status in MyWings. The Graduate School additionally leaves applications open after the deadline to allow in-progress students to submit outstanding checklist items. But while we make every effort to help applicants complete the requirements, we must also maintain an accurate record of our applications and close the active cycle by cancelling incomplete submissions. 

   

  Process

   

  1. Prior to the application deadline you will be contacted and asked if you would like to extend your deadline. If we do not receive response back, we will assume you are holding to the posted deadline.
  2. Applicants will be given two calendar weeks after the application deadline to complete their application checklist, unless you request we do so sooner.
  3. Immediately preceding the date set to cancel, we will send one final email as a reminder that any incomplete applications will be cancelled. This notice will allow you to communicate any specific student issues to our office. 
  4. All applicants with outstanding items will be cancelled, unless you specifically requested not to cancel a particular student. Once the cancellation decision is rendered, it cannot be reversed. Students will need to apply online for a future term or apply as non-degree seeking for the cancelled term.
     • Paper applications will no longer be accepted for students wishing to apply after the deadline. They will need to apply online for a future term or apply as non-degree seeking for the requested term.

   

• What if a student applied to the wrong program or the wrong term?
  If you believe one of your applicants applied to the wrong program or the incorrect term, you should send the referral back to us as deny or cancel if they do not qualify for your program or for the term they applied for. We recommend you add a notes to the Notes to the Program text box of the referral so we can advise the student of why they received their decision should they contact us.

Current Students

• Who is the advisor of students in my program?
  As graduate program director, you are the advisor of the students in your program. If you have questions about your role as advisor, please contact the Graduate School or your undergraduate advising unit.
• How does the provisional admit process work?
  Please refer to our Provisional Admits how-to.
• How do I do a registration override?
  Please refer to the Records and Registration Faculty Staff Resources website. Here you will find Giving Registration Overrides in Banner Admin Pages and a Registration Override Chart.
• How do I process a course substitution?
  Please contact your CAPP representative in your undergraduate advising unit.
• How does a student transfer graduate courses taken at another university to the program?

  If a student requires courses be transferred in, you will need to work with them to complete the Transfer of Credit Request Form. For us to process the form, an official version of the transcript must be on file. Please refer to the Graduate Transfer Credit Policy for limitations. 

   

  Once we have processed the form, the students Degree Evaluation will need to be updated. If you require assistance, please contact your undergraduate advising unit.

• How do I sign a student up for graduation if they missed the deadline?
  Graduate students that miss the deadline to apply for graduation through their myWings account, are advised to speak with their graduate program director. As their advisor, you should have access to input a late graduation application. If you are not sure of your access or have questions, please contact your undergraduate advising unit. Students that are inactive require a paper late graduation application. Please contact the Records & Registration Office.

GPD Reports

• SIS Reports

  You have the option to run SIS Reports that will provide information on students within your program. 

   

  To access the SIS Reports:    

  1. Log into  myWings.
  2. Select the Staff tab.
  3. Under My Applications, click the Employee Self Service link.
  4. Click on the UNF Administrative Applications link.
  5. Click on the SIS Reports link. There are three options for running reports.

   

  Report by Curriculum: Admissions: Provides all applicants for a particular term. Information included in the report: N#, name, admission decision and date, gender and ethnicity, UNF GPA and hours, transfer GPA and hours (undergraduate transcript).

  1. Under Curriculum Selection, select options from the College, Level, Program (if you know the code), Major, and Concentration (if applicable) drop-down menus.
  2. Under Additional Selection Criteria, you will need to select an option for the Term drop-down menu. Search results can be narrowed by selecting options for the other drop-down menus.
  3. Click the Submit Query button.

   

  Report by Curriculum: Graduated : Provides all graduates for a particular term. Information included in the report: N#, name, degree. 

  1. Under Curriculum Selection, select options from the College, Level, Program (if you know the code), Major, and Concentration (if applicable) drop-down menus.
  2. Under Additional Selection Criteria, you will need to select an option for the Term drop-down menu. Search results can be narrowed by selecting options for the other drop-down menus.
  3. Click the Submit Query button.

   

  Report by Curriculum: Student : Provides active students. Information included in the report: N#, name, catalog term, UNF GPA and hours, transfer GPA and hours (graduate level transfer hours).

  1. Under Curriculum Selection, select options from the College, Level, Program (if you know the code), Major, and Concentration (if applicable) drop-down menus.
  2. Under Population Selection, select an option from the Population drop-down menu.
  3. Under Additional Selection Criteria, you do not need to select any options but search results can be narrowed by selecting options for the other drop-down menus.
  4. Click the Submit Query button.

   

  Each report will have options for viewing: 

  1. Show Report on the Web
  2. Show Report in Excel
  3. Show Report in Excel with mailing addresses
  4. Send an email message to the students
• Self-Service Reports

  The Admission Checklist Query will provide you a list of all incomplete, cancelled, denied, referred, and admitted applicants for a select term. 

   

  To access the Admission Checklist Query:    

  1. Log into myWings.
  2. Select the Staff tab.
  3. Under My Applications, click the Employee Self Service link.
  4. Click on the UNF Administrative Applications link.
  5. Click on the  Student Information  link. 
  6. Click on the Admission Checklist Query link.

   

  To view the student information:

  1. Select the Term, College, Level, Major, and Concentration if applicable from the drop-down menus. Click Submit. 
  2. All applicants that meet the inputs will populate. 
     • Student ID: Click to open a particular applicant and review their application checklist.
     • Admission Decision: Will show you those that have been referred, admitted, cancelled, denied, and if they're still outstanding (No Decision, Require Application Fee, Needs Legal Documentation).
  3. The applicant pool can be exported to Excel by clicking one of the two hyperlinks at the bottom. 
     • Show report in Excel: Will only export what is shown on the screen.
     • Show Grad App Report in Excel: Will export not only what is shown on the screen, but information pertaining to the applicants checklist (missing test scores, transcripts, supplemental application material) and demographics.
      
• Graduate Student Candidate Identification System (GSCIS)
  The Graduate Student Candidate Identification System (GSCIS) is an accumulation of undergraduate student data from Florida public institutions. Names and contact information of juniors and seniors with a GPA of 2.8 or higher are submitted to the database for recruitment by other Florida public institutions.
  
  If you would like a report for recruitment to your program, please email us at graduateschool@unf.edu. In your email, please include:
  

  • Student majors to include in the search
  • GPA range (Example: 3.0 or higher)
  • Target institutions, if applicable