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Faculty and Staff Frequently Asked Questions

Can I navigate to the forms directly from within UAccess Student or do I have to use the link in my email?

You can access a student’s GradPath form by logging into UAccess Instructor Center

Screenshot of GradPath faculty navigation

Use the search fields to look up the student, click Search, and you are directed to the student’s GradPath Forms page. You can view any forms the student has created, including the approval status and Workflow Approval Path, but cannot approve or deny unless the form has been routed to you.

How can I contact the Graduate College

Mailing addresses, phone & fax numbers, and links to more specific directories can be found on our Contact Information page.

How can I learn more about my role as a Program Coordinator, DGS, or Advisor or Mentor?

The Graduate College has assembled a collection of tools intended to help guide students, faculty, and staff. For more information, please visit our Graduate Toolkits website.

How do I add Departmental Application Questions to our programs in GradApp?

  1. In GradApp, open the Admissions Console and choose the Configure Grad Application link to create or maintain your departmental questions (only be available to Faculty and Staff who hold the App Configuration role)
  2. Scroll down the page to Supplemental Questions then choose the Edit Supplemental Questions box and select Add New Question, then enter data and Save. When finished, you may Preview the question.
  3. When ready for use, you must click Activate for each question.
  4. Once you have established and activated your questions, contact Rhea Gowin, Director of Admissions. She will review the application then activate the questions in the live application system.

How do I configure the Letters of Recommendation Module in GradApp?

  • In GradApp, go to the Configure Grad Application link to create or maintain your Letters of Recommendation. (This link will only be available to Faculty and Staff with App Configuration role.)
  • After navigating to your program, click Edit Recommendation Settings.
  • Use the Number and Type dropdown boxes to indicate whether the Letters are Required or Requested and to indicate the number of letters needed.
  • Enter your instructions to both the Applicant and Recommender in their Instruction areas then Save Configuration.
  • When completed, contact Rhea Gowin, Director of Admissions. She will review the application then activate the Letters of Recommendation Module in the live application system.

How do I control the semesters for which we accept applications?

In GradApp, choose Configure Grad Application, then the Edit Terms box to select terms to be opened. If no future terms are selected, prospective students will be unable to apply.

How do I edit my program's description on the Graduate College website?

Program Description information is edited by a departmental staff or faculty member (typically either the Program Coordinator or the Director of Graduate Studies) through a module in GradApp. If you are the program's Coordinator or DGS, you may already have the permissions necessary to make updates. You can login to GradApp to find out - if you see a menu group titled Program Guide Console, you'll be able to see the programs you're able edit by expanding the menu group and clicking the Configure Program Guide link.

If personnel changes require updates to the faculty or staff members who should be able to edit a program's description, the Department Head or DGS can request updates by submitting the GradApp Provisioning Request form.

How do I get access to administer programs in GradApp?

Access can be granted for most roles by filling out the GradApp Provisioning Request form. To be granted access, you will also be required to attend Graduate Admissions Basic Training provided by the Graduate College. Once the Basic Training course is completed, your Department Head or Director of Graduate Studies can submit the GradApp Provisioning Request form. The Graduate Coordinator can provision access for Review Committee members within GradApp.

You must also complete FERPA (Family Educational Rights and Privacy Act of 1974) training before attending training sessions and before any access can be granted to view student or applicant data in any University system. FERPA is a federal law that governs the rights of students and institutions responsibilities with respect to student records. You may complete the Registrar's Office FERPA training online. The course takes approximately 20 minutes to complete.

How do I get access to Graduate Admissions data in UAccess or GradApp?

You must complete FERPA (Family Educational Rights and Privacy Act of 1974) training before attending training sessions and before any access can be granted to view student or applicant data in any University system. FERPA is a federal law that governs the rights of students and institutions responsibilities with respect to student records. You may complete the Registrar's Office FERPA training online. The course takes approximately 20 minutes to complete.

UAccess: If you have previously completed FERPA training, you will be grandfathered into the UAccess system. It is recommended that you attend the UAccess "Student Fundamentals Training" or one of the online tutorials being offered through UITS. Your department authorized representative should complete the UAccess Application Access Request Process on your behalf.

GradApp: Access can be granted for most roles by filling out the GradApp Provisioning Request form. To be granted access, you will also be required to attend Graduate Admissions Basic Training provided by the Graduate College. Once the Basic Training course is completed, your Department Head or Director of Graduate Studies can submit the GradApp Provisioning Request form. The Graduate Coordinator can provision access for Review Committee members within GradApp.

How do we manage our program's application?

In GradApp, under the Admissions Console, go to the Configure Grad Application link to create and manage your application (this is only available to Faculty and Staff who hold the App Configuration role).

How is the approver selected and who needs to approve forms?

Approval for a Plan of Study is needed from the advisor(s) named by the student on the form. Doctoral committee appointment forms and exam announcements require approval from the member the student designates as chair (or the two co-chairs). These forms also require programlevel approval from the Director of Graduate Studies.

There are two forms (the Master’s/Specialist Committee Appointment form and the doctoral Prospectus/Proposal Confirmation form) that are approved or submitted by the graduate program coordinator in the department rather than a faculty approver.

How will I know I have forms to approve in GradPath?

  • You will receive an email from GradPathForms@grad.arizona.edu. This email identifies the form and the student who submitted it. It also contains a link to the specified form in UAccess Student. Note: Make sure your email filter is set to accept emails from the sender indicated above.

OR

  • There is a link in your UAccess Instructor Center (main page, upper right) for “GradPath Pending Transactions". From this page, you can open any form needing your attention and take the needed action. (It’s a good idea to check this list regularly in case e-mails are missed.) There are instructions for using this page available at http://grad.arizona.edu/gradpath.

I can't find the answer to my questions. What do I do now?

Contact the Graduate College by sending an email to gradadmissions@grad.arizona.edu.

If you're having technical difficulties, please include the answers to the following questions so that we can help you more quickly.

  • What Operating System are you using (Windows, Macintosh, Ubuntu, Red Hat, etc.)?
  • What web browser are you using (Internet Explorer, Firefox, Safari, etc.) and what version?
  • What is the web page address (URL) you're accessing?
  • If you see any error messages, what do they say?

None of these questions address my issue. What do I do now?

Send an email to gradadmissions@grad.arizona.edu and someone will get back to you, usually within 24 hours, but definitely within 3 business days. If it is an urgent problem, please indicate this in your email.

Once I receive a notification, what are the next steps?

  1. Click on the link in the email. If prompted, log in with your NetID and password and then will be taken directly to the form that needs review and approval.
  2. Review the information on the form. Be sure to look for comments or warnings near the bottom of the form. Scroll down until you locate the section you need to complete and use the appropriate button to approve or deny the form.
  3. If appropriate, enter any comments. Note: If you are denying the form, you must enter a comment.
  4. Click the button for the appropriate action. Note: If the Approve and Deny buttons are not available, you do not need to take any action on the form and the email notification was for informational purposes only. This information is specified in the email.

Screenshot of GradPath faculty comments

The Program has changed its name or is no longer active. How do I remove it from the Program Description website or GradApp?

If a program has only temporarily stopped accepting applications, we recommend simply removing all available Terms in the Application Configuration section of GradApp.

If the program has changed names, a new Program (ie. Academic Plan) will have been created in UAccess by Curricular Affairs. The Graduate College can disable the old program so that it is not displayed to applicants in GradApp. Once the old program no longer has any enrolled students, it can also be disabled so that it is no longer listed on the Program Descriptions website.

What address is the email notification sent to?

All GradPath notifications go to your official UA email address. If you aren’t sure what email address is being used, log into UAccess Employee, as you do to submit your timesheet. Navigate to Main Menu > Self Service > Personal Information > Personal Information Summary. The Graduate College cannot use a different e-mail address for GradPath.

What do applicants see in GradApp after they've submitted their application to our program?

While we're not able to provide a live demonstration of the post-submit Applicant interface, we have put together this series of screenshots to help you understand what an applicant can see in GradApp after submitting their application.

What if I don’t regularly use my official UA email address?

You will either need to have e-mail forwarded from your official UA account to the account you use, OR you will need to check the GradPath Pending Transactions page in your Instructor Center.

What is GradPath?

It is the Graduate College’s system for electronic processing of graduate students’ forms for their degrees, replacing the previous paper forms. Students complete and submit forms online through UAccess Student. An automated workflow engine then routes the electronic forms to everyone who needs to see or approve them. 

What is the Admissions Office's mailing address, or how do I email or contact someone there?

Please consult our Contact Information.

What is the Research Compliance Acknowledgement section?

When a Plan of Study is submitted in GradPath, the Advisor must complete this section on the form. This is the only time it will have to be completed, and you cannot approve or deny until you have done so.

Note: If a doctoral student submitted a paper Plan of Study before GradPath was in use, the committee chair is asked to complete this section on the student’s final defense committee appointment form.

What is the Return button?

This redirects you to the student’s main GradPath page, where you may view any other forms pending, submitted, approved, or denied for that student.

What is the Validation Warning?

If GradPath recognizes that the information on a form violates a Graduate College policy, the student receives this warning when the form is submitted and it is saved and displayed directly above the comment field. A validation warning normally means that the student would need a petition approved by the Graduate College in order to have the GradPath form approved.

Screenshot of GradPath faculty validation

What is the Workflow Approval Path?

The Workflow Approval Path shows you where the form has been, the action taken, and where it’s going. Approvals progress through all the routing in a section before progressing to the next, and each section has at least one approval group. The approval group may be contain a single name or may have multiple approvers. Click on the blue link in any approval group to see more details regarding the person/people in the group.

Screenshot of GradPath faculty workflow

Note: The Pre-check Stage section displays if the program has asked that the Graduate Coordinator be the first reviewer for their students’ forms. Many departments choose to have forms go directly to the faculty for approval and thus skip this pre-check stage.

Why am I being asked to approve a form in GradPath?

Directors of Graduate Studies and faculty who are named by students as an advisor or chair of a committee are required to approve or deny the applicable form.

Why can’t I open a GradPath form?

You must be logged into UAccess (i.e. with a WebAuth log-in) in order to open GradPath forms. Are you on campus? If not, VPN is required in order to log in. If you don’t have a VPN client, it is available for free from UITS. Setting up VPN is normally fairly simple.

If you are on campus or have VPN and still having connection issues, contact the 24/7 IT Support Center at 626-TECH (626-8324).