Graduate Plan of Study e-Form Training Presentation

Graduate Plan of Study e-FormTraining Presentation

Graduate Studies eForm

• Single Page Document• Streamline the process for making changes to a

students Plan Of Study. • Simple, efficient and cost-effective. • Allow administrators to quickly add transfer

work and course substitutions / student exceptions.

• Includes options for status changes and waivers.

Why the eForm?


eForm GPSBridge


GPS


Navigation: Grad Custom > Grad eForms Home Page

Start a new eGRAD.


Select “Graduate Plan of Study”.


To search an existing student record, you must first Enter an Emplid or Name, then click

If more than one program appears in the search results, SELECT the program you intend to change.

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Rider Knight


General student & program information

Options for Changes in the GPS

Knight

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• Select this option if there are no anticipated changes to your student’s Program of Study (POS).

No Changes Needed to the GPS Option

• Each student MUST have a Plan of Study on file by his 12th Hour.


• Attachments up to 3 MB may be uploaded to the form by clicking on the Attach button.

• Click “Submit”.

• “Comments” or “Messages” to your college approver and/or CGS may be entered in this section.

“Comments are Encouraged”


Select “YES”, to submit your form.

Here is your confirmation that the eForm was submitted to the next Evaluator for Approval.


New GPS Exceptions Needed / Revision to Existing GPS Options

Selecting either the “New GPS exceptions needed” OR the “Revision to Existing GPS” radio buttons, will cause other fields to open requesting more detailed information.


Additional lines may be added, as needed,for additional course requests by selected the plus (+) button.

Requests for course waivers may be entered in this section.

COURSE WAIVERS

FIU ENGR 3000 1165;10


• Requests for external transfer work and/or course substitutions may be entered in this section. Any items/boxes notated with an asterisk (*) must be completed prior to submitting the form.

EXTERNAL TRANSFER WORK/COURSE SUBSTITUTION

• “Approved Traveling Scholar courses” should be identified in the last area of this section

using the designated check box.

FIU ENGR 3000 SPR 2010 3 3 A

ENGR 3001 Restricted Electives 234,10


UCF COURSE MOVES

• Indicate whether or not the student will be using courses from an EARNED Master’s degree or Certificate Program.

• Requests for internal transfer work and/or course substitutions may be entered in this section.

• Courses that have fallen into the Unsatisfactory Grade box (i.e. C-grade courses) that a program wishes to accept may be requested in this section.


Status Change Options


Entering a Graduate Status Change

If you are entering an update for a masters student that is in a thesis option, please indicate that in the first box.


Requests for changes to requirement term/catalog year may be entered in the section below.


Requests for changes to a student’s status/classification may be entered in the section below.

The drop down menu above reveals the following options:


Requests for program/plan changes may be entered in this section below.


Requests to add a “Master’s Along the Way” career may be done in this section.


College-Level Approval Process

• If you are a college-level approver, you MUST navigate to your worklist from the main menu of the PeopleSoft homepage.• Selecting the Worklist option, you will open all pending eForm requests. You must review each one and process accordingly. • Click on the student name hyperlink to access the eForm.

Graduate Studies eFormAt this stage, the student form you selected to review should be Approved, Denied, Recycled, or Held by clicking the appropriate button at the end of the form.


Please enter your Comments here. A history of comments is stored for future reference.

After clicking Approve, this message appears. Click “Yes” to confirm. Please note that the final approver will always be the College of Graduate Studies.


After you’ve selected “YES”, this message pops ups confirming your approval and submission.


View an e-Form in ViewStar (Samples)


Email sent to College Approver notifying them of a new “program level” form to be approved.

Sample emails that auto generate

From: [email protected] [mailto:[email protected]] Sent: Monday, June 18, 2012 3:05 PM To: Robin Mccormick; eForm Test Notifications; Robin Mccormick Subject: [eForms] *THIS IS A TEST* Worklist Item: Evaluate request to ADD Graduate Plan of Study Bjorn, Brig. ******************************** This email was generated by a DEVELOPMENT system. Its contents do not reflect real business. ******************************** You have a pending worklist item to evaluate the following request. You may follow the link below to work this item. Form ID: 155937 Status: PENDING Request: ADD Graduate Plan of Study Bjorn, Brig Requested by Joy Tatlonghari on Mon, Jun 18 12, 03:05:27 PM Last Action: This form was SUBMITTED by Joy Tatlonghari. Last Comment: Previous Comments: Link To Evaluate Graduate Plan of Study https://he90test.net.ucf.edu/psp/HE90TEST/EMPLOYEE/HRMS/c/G_GRAD_MENU.G_FORM_GPS_E.GBL?Page=G_FORM_GPS_E&Action=U?&G_FORM_ID=155937 Link To View Graduate Plan of Study https://he90test.net.ucf.edu/psp/HE90TEST/EMPLOYEE/HRMS/c/G_GRAD_MENU.G_FORM_GPS_V.GBL?Page=G_FORM_GPS_V&Action=U?&G_FORM_ID=155937


Email sent to CGS Approver notifying them of a new form from the College Level to be approved.

From: [email protected] [mailto:[email protected]] Sent: Monday, June 18, 2012 3:27 PM To: [email protected]; Heather Murphy; Robin Mccormick; Tracy Jones Subject: [eForms] *THIS IS A TEST* Worklist Item: Evaluate request to ADD Graduate Plan of Study Bjorn, Brig. ******************************** This email was generated by a DEVELOPMENT system. Its contents do not reflect real business. ******************************** You have a pending worklist item to evaluate the following request. You may follow the link below to work this item. Form ID: 155937 Status: PARTIALLY APPROVED Request: ADD Graduate Plan of Study Bjorn, Brig Requested by Joy Tatlonghari on Mon, Jun 18 12, 03:05:27 PM Last Action: This form was APPROVED by Heather Stevens. Last Comment: Previous Comments: _______________________ ** Joy Tatlonghari ** Mon, Jun 18 12, 03:05:27 PM Submitted Link To Evaluate Graduate Plan of Study https://he90test.net.ucf.edu/psp/HE90TEST/EMPLOYEE/HRMS/c/G_GRAD_MENU.G_FORM_GPS_E.GBL?Page=G_FORM_GPS_E&Action=U?&G_FORM_ID=155937 Link To View Graduate Plan of Study https://he90test.net.ucf.edu/psp/HE90TEST/EMPLOYEE/HRMS/c/G_GRAD_MENU.G_FORM_GPS_V.GBL?Page=G_FORM_GPS_V&Action=U?&G_FORM_ID=155937

Graduate Studies eFormEmail sent to initiator notifying them that the eform is placed on Hold.


******************************** This email was generated by a DEVELOPMENT system. Its contents do not reflect real business. ******************************** Form ID: 184498 Status: AUTHORIZED

The Graduate Plan of Study (GPS) for Abou-Senna, Hatem has been processed and approved. Any updates to the GPS can be viewed through myUCF.

Email sent to program and college informing them that the eform was approved by College of Graduate Studies.


Email sent to the initiator with a CC to the Student informing them that the eform was Approved by CGS.


Pop up messagesThis message will pop-up on the search page if the person already has an eForm that has not yet been approved.

This message will pop-up if the requirement term is earlier than admit term.

eForm Questions???

Documents

Graduate Plan of Study e-Form Training Presentation