Configuring Tabs & Viewing Applicants

Unfortunately, changes are not individualized per user. Changes to the fields in the view are at the "parent folder" level; only those with access to the "parent folder" can amend how the tabs are seen.

Individual reviewers can sort the columns different ways during their review (use the down arrow on each column). They cannot save their way of looking at the pool of candidates, but they can use the "SEARCH" option and can name and save the search in My Search. That saved search can be used over and over. To share your saved search criteria, click "Share with Others" to make the search shareable for anyone else in that "parent pool". If a search is created in the parent pool, then any "child pool" below it can use that search option. [Watch video on arranging columns]

Yes. Tabs can be pool specific; each department can design what and how they want their columns/tabs to be viewed by using the "configure" option. To modify the view, use Administrative Permission/Edit Columns. Be sure the permissions are set at the correct "Pool" level.

[Watch video on Tabs/Columns]

There is always the option to create a "Tag" - application pools can be tagged. For example, create a tag called "Needs Department Review". Then this tag will appear in the display, making it easier to search or sort. However, CollegeNET advises programs to not use too many tags.

Note Taking

Notes are located under the "Decisions" tab; the private notes are specific to the user that created them, i.e., no one else can see it. Public is what others can see; other users that have access to the pool or application - not applicants. No one can delete a public note other than the user who created it. 

[Watch video on public & private notes]

Application Workflow

This is a security setting based on the permission given to each CollegeNET user. Make sure each user responsible for this action has the ability. The administrator of the "Parent Folder" can be given permissions beforehand to the "add to pool" and "move to pool" in each of the "child" folders. If those are set, the reviewer would be able to move an applicant from "review" to "decision made".

[Watch video on Permissions]

Yes. The Grad School can build one; the Department cannot. Please contact The Graduate School.

Yes. By selecting the applicant you wish to assign, click on the box nect to applicant name, then click "actions" and choose "assign". The list of users will appear; check next to the desired user and save. Those reviewers will then receive an email that they have an applicant to review.

When the reviewer logs in to CollegeNET, they will see their assigned applicants to review. The Grad School can also set up an automated "assign to reviewer" for departments. Please contact the Grad School to set this up. Typically, we need the reviewer's names, emails, and NetIDs.

Official Scores

Departments will see the unofficial scores as well as official scores (loaded from Banner). The Grad School pushes official scores from the testing company into Banner and into CollegeNET every Thursday. If an applicant contacts a department, please let the applicant know that we do merge test scores with Banner/CollegeNET on a daily basis and it can take up to 4 hours during peak times to perform the process.

Once the scores are in CollegeNET, decision makers and reviewers will see both self-reported scores/data as well as official scores.

[Watch video on loading documents into CollegeNET]

Official transcripts can be mailed or sent electronically tothe Department or the Grad School. When an office receives them, we ask that the department officiates them (verifies that they came from a university either electronically or hard copy) and marks them received by that office. The G.S. has provided an electronic stamp for every department to use to officiate the document, contact us if you do not have one. 

In some cases, when electronic secure transcripts are loaded into CollegeNET, no one else can access them. Please look at the upper left corner of the transcript and see if the word SECURE is indicated. If so, you will need to 'Print to Microsoft PDF', rename the document, stamp and load it into CollegeNET.  

[Watch video on loading documents into CollegeNET]

Recommendation Letters

During the application process, the applicant will enter in contact information on their recommender. Even before the application is submitted, a "trigger" email is sent to the recommender to complete the form and upload a letter and complete the recommendation form. Applicants do not need to wait till the LOR's are received to submit the application; the LOR will matriculate into the application even after submission.

Yes, but only if the recommender they originaly invited has not yet accepted to write the recommendation. They will be asked to put the first/last name as well as email, and the recommender will end up filling in the remainder of the information.

Yes. The applicant is notified, and the recommender has the opportunity to tell the applicant the reason. When a recommender clicks "decline," they are presented with a window into which to type a message that will be included in the automated notification that will be sent to the applicant. For example, a recommender could decline and say: "I need you to waive your right to see the recommendation" if the applicant had not done so previously. This is simliar to the function that allows an applicant to add a note to be included in a reminder to a recommender.

Changing/Adding Reviewers, Setting Permissions

First, check if the reviewer is in the tab marked "All Users"; if not, request the person to be added by emailing the reviewer's name, NetID and email address to the Grad School.

Permissions are the access a person has at various levels within CollegeNET; departments indicate what access their faculty and staff should be given. The Permissions are set through the "Users" tab and should be based on the "Parent Pool".

[Watch video on Permissions]

Applicant Status

Applicants can log back into their application portal (where they applied through CollegeNET) to view their application status at any time during and after the application process. This is also where the applicant will go to see their application decision.

Applicants can see if materials have been received by MSU, if the application is in review, and eventually, if a decision is made. Some of this information is generated automatically (e.g. a LOR comes in from a recommender) and some have been updated by the Grad School or a department office (e.g., paper transcripts which are officiated and uploaded).

Additionally, we can make a note in CollegeNET, which is communicated to the applicant through the application portal. This is found in "Checklist" - where the "Application Status" is an automated response; when an application is "Awaiting Materials" or when the application moves to "In Review" or "Decision Made." However, there is a status for departments to use called "Awaiting Materials and In Review." This is for a department which chooses to review an applicaiton when it is still awaiting official documents, thereby cutting down on phone calls from anxious applicants.

Yes. This happens when the pool is opened. If the department would like other reviewers to see all ratings, click "share evaluations" and save. The reviewer will also need to have their permissions updated (adding "shared evaluation"). Ranking will appear in the applicant tab; showing the "Evaluator Ranking". This column will add up all the evaluations as they are made.