CollegeNET Step by Step Users Guide
Getting Set Up
- Be sure you use Google Chrome or Firefox (do not use Internet Explorer)
- Login using your NetID and password
- Click on "Admit"
- Open the file on the left for your program(s)
- Within that folder, you will see additoinal folders (one for each degree option). In the example below, the main folder is referred to as the "Parent Folder" (i.e. Architecture), the program or department folder is the "sub-Parent Folder" (MS in Architecture), and the sub folders are the "Child Folders" (i.e., Ready for Review; Decision Made, etc.)
Applications come into CollegeNET and move directly into the department “Parent Folder” (whether complete or not). In the example below – one copy would stay in the Parent Folder and one would route directly into the “MS IN Ag Ed” (since there is one program in Ag Ed, there is only ONE sub-Parent Folder). If there were more program options, the application would filter directly into the specific sub-Parent folder.
- The application will REMAIN in the sub-Parent folder until it is complete. When an application is complete, triggers have been established to move an application from one folder to the next. For this instance, it will automatically move into the Child Folder, “Ready for Review.”
- If a program chooses to review an application PRIOR to it becoming complete, the admin/grad coordinator responsible for that program will manually move the application into the Child folder named “Ready for Review.” This action is performed by a click/drag of an applicant into this sub folder.
- If the application is complete, the applicant can “see” that their application is in the review process by logging back into their application portal. Their application will read “in review” when all materials have been received.
- If the Department chooses to review an incomplete application, the applicant will not know the review process has started; when applicants log back into their application portal, they will only see what is missing. In the 'Checklist’ tab (within the actual application) you can manually change the status of the application from “Awaiting Materials” to “Awaiting Materials but In Review.” This will cut down on phone calls from anxious applicants.
- Once the application is in “Ready for Review,” an application can be reviewed. Some departments have requested that their reviewers receive an automatic email prompt that they have an applicant ready for their review; other departments have requested to have this as a manual process where they will “assign” individuals to review the application.
- When an email request arrives, ONLY in the “Ready for Review” folder can the reviewer:
- Review all aspects of the application (i.e. LORs, test scores, etc.)
- If need be, write a private/public note (the applicant cannot see these notes)
- Evaluate the applicant with a 1-10 scoring system. (If a department needs this scale
changed, contact The Graduate School.) Evaluation scores are automatically added and
can be seen in the Program Decision pool.
- Once all the reviews are made (or in some cases, the department chooses to manually
move the application directly for a decision), the application will automatically
move into the folder “Program Decision” folder. This is the ONLY folder that a decision
can be made in. The decision maker for that program will receive an email prompt when
they have an application placed in their folder by the Admin/Grad coordinator OR when
it automatically moves once all the evaluators have made their decisions.
In the "Program Decision" folder:
- Comments can be made in the public notes or even in the “comments” section regarding the applicant. The Grad School will read these and can incorporate them into the offer of admission or denial letters. Comments such as: provisional admission information, denied due to not meeting academic requirements, and so forth.
- Department specific Text: This is an area for a department to communicate something
directly to an admitted or denied applicant. It will appear on the offer letter exactly
as written into this area. This is also where specific provisions can be written.
- GTA/GRA: if a student will receive a GTA or a GRA; please complete the tab Graduate
Assistantship. This information will merge onto the final offer letter for the newly
- Once a decision is made, the applicant's file will automatically route to The Graduate School's files while at the same time leaving the “Program Decision” folder and automatically moving to the “Decision Made” folder.
- Once the Grad School creates the decision letter, the applicant will be emailed informing them to check their portal for a decision.
- The applicant will review their letter in the application portal within CollegeNET and will either accept or decline the offer in the same location. Applicants are not mailed any paper materials, letters, or admission packet and such from the Grad School (see the final section under APPLICANT LETTERS).
- Applicants who are admitted have a link in their offer letters to this page on The Grad School website: New Graduate Student Information. This will tell them their next steps in regards to registration, lifting holds, orientation, and more.
- Applications will stay in the department folders until The Graduate School proceeds with a process referred to as “Archiving.” Archiving is done typically after the 15th class day each term. The Grad School will send out reminders to departments to download all application information as PDF’s if they want to keep electronic records of them. The Grad School will always have a copy of the student’s records.