Faculty and Staff Frequently Asked Questions

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.

• 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.

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.

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.

Approval for a Plan of Study is needed from the faculty 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.

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?

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.

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.

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.

Please consult our Contact Information.

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.

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.

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.