For Faculty & Staff
The Admissions section covers the admissions requirements and process for students. Additional information for faculty and staff is provided below.
For Faculty & Staff
The Graduate Division offers the following two training sessions during the fall quarter, in preparation for the upcoming admission cycle:
This workshop is designed to familiarize new and continuing graduate admissions staff with the admissions process from application submission to admission by the department. An overview of the enrollment processes and procedures is also given.
This workshop is designed to familiarize new and continuing graduate admissions staff with the various aspects of evaluating foreign academic records to determine admissibility to UCI.
Graduate Division staff are also available for individual consultation regarding the admissions process and policies, foreign credential evaluation, appropriate documentation, and other relevant issues.
Please note these are not intended to be comprehensive and other questions may be answered in the User Guides, available at:
Faculty Resources: http://sisproject.uci.edu/faculty-and-instructor-training-resources/
Staff Resources: http://sisproject.uci.edu/graduate-student-affairs-resources/
Slate is the campus central system used for the online graduate application and managed by the Graduate Division; it is also the central system for online faculty application review and decisions.
There are many things that are different with the Slate system; a few are:
- Applicants will upload unofficial transcripts for application review. They will only be required to submit official transcripts upon admission.
- There are program-specific questions on the application
- Applicants can upload writing sample(s), portfolios, and other supplemental materials into Slate as part of their application
- Automated email reminders about outstanding documents and requirements are sent to applicants from Slate
- All materials are included for online review in Slate
- There is no need for department staff to receive transcripts, LORs or other materials and scan them in or match them with students’ application files
- Faculty can rate, comment and recommend decisions in the Slate system
This information will help you get access to Slate.
- Access to Slate will be managed through the online application KSAMS (Security Access Maintenance System). The tool, used campus wide to regulate and restrict access to numerous business applications and secure systems, will replace the Graduate Division Information Systems Access Request Form.
- Access to Slate is role-based and can be requested in KSAMS by anyone with an active UCInetID; however, final approval is granted by a School Approver role within each School followed by a GD Approver from Graduate Division.
- Faculty and Departmental Staff members can request one of the following two roles:
- Grad Slate – Coordinator: This role is generally for departmental staff. Individuals with this role will move applications through the review process, apply decisions, and send decision letters.
- Grad Slate – Reader: This role is generally for faculty. Individuals with this role will be able to review applicants and provide comments and recommendations for the review process.
If all 3 Letters of Recommendation have not been received, the file will remain in the Awaiting Materials bin. Faculty and staff have the ability to look at applications in the Awaiting Materials bin and make comments; however, official review forms cannot be submitted until the file is moved out of the Awaiting Materials bin.
Yes. Applicants will have access to a checklist showing them what is keeping their file from being officially reviewed.
Faculty can see applications within their school but they can sort or filter by program. There are a variety of options for narrowing or organizing what faculty see in Slate.
For applicant data prior to September 2018, if you have access to GATS and it is being maintained for archival purposes you should still be able to see it in GATS. If you used DAVAD for that purpose, that information should have been downloaded into an Excel file for archival access. In future years, applicant data will be available in Slate.
Contact the Graduate Division at firstname.lastname@example.org so that we can make the change for the applicant. Please provide the “reference number” available on the Application Status Page.
Test scores are uploaded directly into Slate.
Letters of recommendation will be submitted by the recommenders through Slate and available for review. Paper letters will no longer be accepted.
No. Applicants can only see their checklist.
They are automated and based on what is still outstanding from the student’s file. They will be sent out on a programmed schedule.
This is done through Slate, and students will upload their supporting documents to the system. Approvals/denials are sent to the applicant via email.
No. There is no mechanism to do this.
Students should be notified in the departmental admission letter that they must submit official transcripts. They will also receive notification in the admit email that the Graduate Division sends when they are admitted.
By the end of their first quarter of enrollment at UCI.
No. Slate has a GPA calculator and the Graduate Division will not need the GPA conversion spreadsheets. Departments may still use them if they wish to do so but Graduate Division will not need them.
No. That is determined by the program and school.
Yes. Coordinator/Reader can run the “Applications in Review” query (in Widgets) to see the result.
You can filter by the submission date.
No, but they can submit a new review form if they have additional comments.
Not right now. However, Graduate Division can build queries, or staff coordinators can do so. Faculty can also be given Coordinator access if needed.
You can structure bin use in whatever way works for your program.
There is a process in KSAMS to allow for this.