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GRADUATE ADMISSIONS PROCESSING TRAINING Managing applicants and admission decisions APRIL SANDOVAL GRADUATE ADMISSIONS COORDINATOR 928-523-6902 [email protected] WHAT WE’LL BE COVERING •Overview of admissions process •Managing Applicants and Applications – How can I get application copies and letters of recommendation? – LOUIE Resources – Accessing Test Scores – Test score practice – Reports and Queries – Sources for more help •Managing Admission Recommendations – What is GAR? Why would I use it? – Best Practices – GAR practice •Closing out the semester STEPS IN THE ADMISSIONS PROCESS Student submits an application Graduate College processes application and determines if student is eligible for graduate study 4 Department receives application, collects admission materials and reviews application STEPS IN THE ADMISSIONS PROCESS Department makes admission decision, decision is entered on LOUIE Graduate College reviews admission, checks for conditions, and requests official transcripts 5 Graduate College admits or denies student and sends official notification FOCUS FOR THIS TRAINING Department receives application, collects admission materials and reviews application Department makes admission decision, decision is entered on LOUIE 6 MANAGING APPLICATIONS AND APPLICANTS ACCESSING APPLICATIONS AND LETTERS OF RECOMMENDATION • Departments receive an email from CollegeNET when an application or letter of recommendation is submitted. • For more information on accessing applications, contact Gail Westerlund (928-523-4299 or [email protected]) • Unofficial transcripts are now included in the application packet. 8 LOUIE TEST ENVIRONMENT •http://psindex.ucc.nau.edu/ •CS – Campus Solutions 9.0 •CAS – PS9006 link •Log in using your NAU username and password 9 LOUIE RESOURCES •Maintain Applications Page – Student Admissions>Application Maintenance>Maintain Applications – Biographical Details tab gives contact information – Application Program Data tab gives semester, program, campus and admission information •Education Page – Student Admissions>Application Entry>Academic Information>Education – Shows what transcripts we have on file •Electronic Advising Notebook – Campus Community>Electronic Advising Notebook 10 LOUIE RESOURCES - CONTINUED •Accessing NAU Transcripts – Applicants should be including unofficial copies with their applications – Transcripts from 1985 to 2000 are in LOUIE • 2000 on: Electronic Advising Notebook or Advisor Center • 1985-1999: Non-Converted Transcripts – Records and Enrollment>Transcripts>Non Converted Transcript Rqst – Change Search by to Last Name and search by last name (NAU ID numbers don’t always work) – Transcripts from 1984 and earlier are on microfiche at the Registrar’s Office • Graduate College requests copies and will forward them to you 11 ACCESSING ADMISSION MATERIALS – TEST SCORES • Accessing GRE, TOEFL and IELTS scores – LOUIE Access (access records for individual students) – Enterprise Reporting (access records for all students who have applied) – Other test scores (GMAT, Miller Analogies, etc.) are sent directly to the program 12 PRACTICE WITH TEST SCORES Individual Test Scores •Records and Enrollment>Transfer Credit Evaluation>Test Results All test scores for your program •Navigate to Enterprise Reporting – Access by logging into My NAU and selecting Enterprise Reporting from drop down box in Faculty/Staff module – Document List>Public Folders>LOUIE – Student Reports>AdmissionsGRAD>GRAD_Departments_Test_Scores – Report allows you to select the program and term 13 REPORTS • For all applicants – Business Objects/Enterprise Reporting report at Document List>Public Folders>LOUIE-Student Reports>Admissions-GRAD>AD_Grad All Applicants for a Given Semester with Application Status • For active students – Business Objects/Enterprise Reporting report at Document List>Public Folders>LOUIE-Student Reports>Student Records>All Plans – by Specific Plan • For students who have applied and been reviewed for admission and met NAU admission requirements – Graduate Application Recommendation Query in LOUIE 14 GRADUATE APPLICATION RECOMMENDATION (GAR) QUERY •Lists all students that have been reviewed by Graduate College and are waiting for admission decisions – Students are not included on this list if the Graduate College could not evaluate their transcripts – International students are not included if they are missing transcripts, TOEFL, or other international admission requirements •Students cannot be admitted if they are not showing up on this query •Please contact us if a student is not showing up 15 GRADUATE APPLICATION RECOMMENDATION (GAR) QUERY - PRACTICE • Student Admissions > Application Evaluations > Grad Application Evaluations > Grad Application Evaluations • Pick your department from the list and click GO • Can be Downloaded to Excel Sum Type: Deg Status: UPGA = Undergraduate Degree Completed MGPA = Masters Degree Completed DGIP = Current degree is in progress C=Degree complete I=Degree in progress 16 SOURCES FOR MORE HELP • Admission Recommendation Guide – http://www2.nau.edu/gradcol/Pubs/Graduate_Admission_Recom mendations.pdf • Graduate Admissions Policy – http://nau.edu/GradCol/Admissions/Graduate-AdmissionsPolicy/ • International Admissions – http://nau.edu/GradCol/Admissions/International/ • Helping Students Apply, Enroll, Succeed, and Graduate – http://www2.nau.edu/gradcol//Graduate_Coordinators/201314/Graduate_Coordinator_Manual_2013-14.pdf • Admissions FAQS page – Graduate College webpage at www.nau.edu/gradcol – Admissions>Admissions FAQS 17 MANAGING APPLICATIONS AND APPLICANTS WHAT IS GAR? WHY WOULD I USE IT? •What is GAR? – GAR is the Graduate Admission Recommendation section of LOUIE – Requires special LOUIE security •Why would I use GAR? – To enter admission recommendations once you’ve made a decision on an application – To cancel an application for a student that has withdrawn, not accepted your offer or who is not responding BEST PRACTICES FOR STUDENT ADMISSION NOTIFICATIONS •Only the Graduate College is authorized to make a formal offer of admission or denial – Departments may contact students when they are admitted but should mention that a student has been recommended for admission – Departments should only contact admitted students after entering an admission recommendation in LOUIE – The Graduate College should send all denial letters •Entering an admission recommendation notifies the Graduate College to admit or deny the student and send the official notification 20 GAR PRACTICE •Student Admissions > Application Evaluation > Evaluate Application Materials > Application Evaluator Ratings You’ve been provided with a list of student ID Numbers to test Practice these admission types • Regular Admit • Conditional Admit • Denial • Deny with Comments • Cancellation 21 CLOSING OUT A SEMESTER CLOSING OUT A SEMESTER •Closing out a semester means that all students who applied for that semester have been notified of their admission status before the semester starts. •Please… – – – – Admit Deny Withdraw Move to another semester (up to 1 year from when they first applied) •We should not have active applications for a semester after the semester starts. •The GAR Query lists any outstanding applicants. •Preplan programs can carry over applicants from one semester to another. 23 QUESTIONS? HOW ELSE CAN WE HELP?