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Graduate Program Director Resources

Welcome program directors! Here you will find helpful information for navigating the referrals you’ll soon be receiving, information on checking your applicant pool, and much more. These documents are a great resource to help you become familiar with your responsibilities and duties in collaboration with the Graduate School.

We are here to help you navigate your role, so please reach out if you have any questions or concerns. 

Slate Information

UNF's new CRM. For more features, training, and implementation information, please visit https://www.unf.edu/admissions/slate.html.
  • Step One: Access the Slate Reader

    Once a applicants checklist is complete, the application will be referred to you for a decision. You will receive an email when you have referrals to review.

    To access the Slate Reader:

    1. Login to Slate
    2. Open the Slate Reader by clicking the third icon from the top banner
    3. Click Queue from the left menu 
  • Step Two: Review Applicants

    The system will automatically route applicants to your Queue. When this occurs, you will receive a system email.

    1. From your Queue, open the application by clicking anywhere in the line that is hyperlinked
    2. The applicant Dashboard will open and display the applicant and program information, schools, degrees, last 60+ hours GPA and test scores
    3. From the left menu, you can access transcripts and program required supplemental documents (if available, the menu text will be black)
      • Documents not uploaded through the applicants Application Status portal will need to be accessed from OnBase or the Transfer Evaluation screen in myWings
      • If a UNF transcript is on file it can be accessed from the Student Transcript screen in myWings
    4. Open Reader forms to view a history and possible notes regarding the application

    If you want to return to the main Slate Reader menu, click the slate icon in the top left corner. Clicking the icon again will return you to the last applicant you were viewing.

  • Step Three: Make a Decision

    When you are ready to make a decision, click the Review Form/Send to Bin icon in the bottom right corner. This will open the form to input a decision and forward to the next bin.

    From the Faculty reader evaluation form section:

    1. Answer Are all pre-requisite courses complete? and input any Comments regarding this applicant (note: Students cannot see comments)
    2. Select a decision from the Recommended Decision drop-down menu
      • Admit:
        • Exception - The last 60+ hour GPA is less than 3.0. The student is fully admitted to the program but is recorded as an exception due to the GPA.
        • Provisional - Admission on a trial basis for one term to meet requirements that you have outlined. Students are directed to contact you for details. Towards the end of their first term you will be contacted to complete the provisional admit process to fully admit or deny the student.
        • Standard - The last 60+ hour GPA is equal to or greater than 3.0. The student is fully admitted to the program.
      • Deny:
        • GPA
        • GPA and test scores
        • Interview/Committee
        • Missing credentials
        • Non-competitive
        • Test scores
      • Waitlist: Waitlisted by the program
        • To allow time to onboard students, you will need to contact the Graduate School no later than one month prior to the start of the term to move waitlisted applicants from an admitted or denied decision.

    From the Send to Bin section:

    1. Select a bin from the Next Bin (required) drop-down menu 
      • Interview
      • Final review & exception process - will forward the application back to the Graduate School to process the decision
    2. Click Send

Reports

As program director, you have access to run student data reports. You can also request the Graduate School run reports for recruiting purposes.
  • Access & Viewing Options
    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
    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
  • 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.
  • Information

    The Graduate Student Candidate Identification System (GSCIS) is an accumulation of undergraduate student data from Florida public institutions. Effective 2022, only students that opt in will be available on the report. 

  • Requesting

    If you would like a report for recruitment to your program, please email us. In your email, please include:

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

Change of Concentration or Major Processing

Active, degree-seeking graduate level students may change their concentration or major by submitting a Change of Concentration or Change of Major online form request through myWings. These requests will be reviewed by the Graduate School and then routed to the appropriate program director for approval. Using the steps below you will be able to access the Online Forms screens to review these requests.

  • Step One: Access the Online Forms

    When a student's Change of Concentration or Change of Major request is forwarded to you, you will receive an email communication.

    To access the online form requests:

    1. Log into myWings
    2. Click the Employee Resources tile
    3. Select the Employee Forms option
    4. Select the Banner Online Form Approvals option

    You will also notice an outstanding number on the My Actions tile in myWings. Clicking this tile will show Actions to be Completed which will include Change of Concentration and Change of Major requests.

  • Step Two: View the Request

    The default view for Online Form Approvals is Need Action, automatically displaying all requests that are currently awaiting your decision.

    Clicking the [number] in the Req column will open the Request Status Review screen. From this screen you will be able to view notes, if any have been added.

    Clicking Review in the Action column will open the form to view the request:

    • Personal Information - student that is requesting the change
    • Effective Term - term in which the change will take place
    • Current Program of Study - students current program information
    • Concentration or Major (dependent on form) - action(s) that the student is requesting
      • Add a Concentration/Major
      • Remove a Concentration/Major
      • Replace a Concentration/Major
    • Statement of Understanding - student has agreed to University regulation by agreeing to this
    • Graduate Program Director Information - current program director, and new program director if student is requesting major adjustment
  • Step Three: Make the Decision
    Once you have reviewed the request you will need to choose an Action. There are different options dependent on your approval role.
    • Change of Concentration
      • Approve - forwards the request back to the Graduate School for final processing
      • Deny - use if you do not approve of the change
      • Cancel - use if you need to cancel the request
    • Change of Major
      • Current Program Director Review
        • Approve - forwards to the new program director for review
        • Deny - use if you do not approve of the change
        • Cancel - use if you need to cancel the request
      • New Program Director Review
        • Admit (Waive All Requirement) - indicates you waive all admission requirements to the program and forwards the request back to the Graduate School for final processing
        • Deny - use if you do not approve of the change 

    If choosing a decision other than Approve/Admit, it is recommended to include notes in the Internal Notes or Communication Information sections. The student can not view either note section, but they will be used should a student contact us regarding the decision of their request. 

Provisional Admission Processing

Graduate programs who provisionally admit students must make an admission decision at the end of the initial matriculation term. Program directors will receive email notifications at the end of the student’s first term prompting the director to make an admit decision to fully admit or deny the student. Students cannot continue more than one term in a provisional status. Students also receive an email reminder at the end of their provisional term. Using the steps below you will be able to access the provisional admit processing screens, and input a final admission decision.
  • Step One: Graduate Program Director Email

    When a provisional admitted student requires a final admit or deny decision you will be notified via an email similar to the one below:

    [Student Name and N#] was provisionally admitted to [Program Name] and has completed the [Current Term] semester in a provisional status. Please review the student's UNF coursework and render a decision using the Provisional Admit Review screen in Self-Service Student Maintenance. You will receive two options: fully admitted to the program, or be denied admission to the program. If the decision is to deny admission the student will be dropped from any future program courses. He/she can apply to a new graduate program.

    The student(s) you admitted provisionally will also receive an email reminding them of their provisional admit status. Their email will be similar to the one below:

    This email serves as a reminder that you are provisionally admitted to [Program Name]. Your program director has been contacted to review your admissions status and determine a final decision. If you are denied admission to  [Program Name]  then you will have a hold placed on your record. If you have questions, please contact your program director.

  • Step Two: Access Provisional Admit Review
    To access the provisional admits that require a final admit or deny decision:  
    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 Maintenance link
    6. You should have a link in the Student Maintenance menu entitled Provisional Admit Review. This is where you will locate and identify the provisional admits for your program that are awaiting your review and a decision.
  • Step Three: View Provisional Admits

    From the Provisional Admit Review screen you should see all students who are awaiting a final decision. 

    The Term, Level, College, Program, and Major drop-down menus can be adjusted for sorting, however you will only have options for those programs that you have update privileges to. Previous terms are an option for historical information.

  • Step Four: Review Student Transcripts
    The student's transcript is available for review by clicking on View Transcript for the particular student you would like to review.
  • Step Five: Make the Decision

    Now you are ready to make a final decision for the student. To input a decision, select an option from the Decision drop-down menu.

    • Admit - The student will be fully admitted to the program.
    • Deny  - A  AM  hold will be placed on the student's account and any program specific registered courses for a future term will be dropped. This hold will prevent registration.  

    Once you are ready to submit your decision, click Update

    Decisions for all students must be made in order to finish. The screen will save a decision if you need to exit and return to complete the review. 

    If you have any questions, please contact the Graduate School.

Cross-Level Listed Courses

Cross-level course listing refers to cross-listed courses that include an undergraduate and a graduate section. The University permits cross-level listings at the 4000/5000 and 4000/6000 level only. A syllabus is required for each section of the course and the 5000 and 6000 level courses should be more advanced in academic content. Students taking the 5000 or 6000 level, regardless of their own status (UG or GR), must fulfill the requirements of the 5000 or 6000 level in order to receive credit for the course. Moreover, a student is not allowed to enroll in a graduate course for which they already received credit for the cross-listed undergraduate course.

FAQs

If the below information doesn't answer your question and you require additional assistance, please contact the Graduate School.
  • 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 ITS 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 different locations. The location varies depending on whether you are wanting to view UNF courses or transfer courses, and how the transcript was received. 
    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: Found on the Student Transcript in myWings (under UNF Administrative Applications, Student Information).
     
    Transfer institution transcripts that arrived via the Electronic Data Interchange (EDI) system: Found on the Transfer Evaluation in myWings (under UNF Administrative Applications, Student Information). 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 transcripts.

    Transfer institutions transcripts uploaded by the applicant: Found on the Slate Reader under Transcripts.
     
    Transfer institution transcripts that arrived in paper format or emailed digital copy: Found in the scanning database, OnBase.  
    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, canceled, denied, referred, and admitted applicants), please refer to the Slate reports. Individual applicants can be pulled directly from the report or searched in Slate.
  • 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 through their application portal. The Graduate School additionally leaves applications open after the deadline to allow in-progress students to submit outstanding checklist items.

    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 canceling incomplete submissions. 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 canceled term, if the non-degree application window is still open.

  • 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 not only reach out to the applicant, but also add a comment on the reader form so we can advise the student of why they received their decision should they contact us.