PERMISSIONS ROLES AND MEANINGS
Nomination Submitter – Department staff designated by the Department Chair who will be nominating applicants to participate in the Recruitment Competition. Submitters can nominate applicants, upload nomination memos, and delete nominations. The role of Nomination Submitter can be modified by the Department Chair by using the Administration Menu in the Application Review system and selecting the appropriate checkbox for the appropriate user.
Nomination Approver – This user is responsible for approving nominations for Recruitment Awards (e.g. Chancellor’s Fellowship, Eugene Cota-Robles Fellowship, Regents in the Disciplines) and Competition nominations (e.g. Racial Justice Fellowship) made by the Nomination Submitter prior to the nomination deadline. Generally, Department Chairs and Faculty Graduate Advisors are set up in the Admission Application Review system as Department Nomination Approvers.
NOMINATING APPLICANTS
Viewing Fellowship Nominations
Login to the App Review system (https://www.graddiv.ucsb.edu/appreview/). Submitters that support multiple departments should select the appropriate department from the Department drop-down. To make fellowship nominations, you will be working primarily using the --Navigate-- drop-down and selecting the Fellowship Nominations option.
To view your existing Fellowship Nominations, select Fellowship Nominations from the --Navigate-- drop-down.
...
The first time you login, both the Merit Nomination List and the Merit-Diversity Nominations List will display the message: Showing 0 Nomination(s).
...
Submitter Instructions for nominating an applicant
The Submitter can nominate an applicant in one of two ways:
Open the Applicant Datasheet for the applicant to nominate and press the Nominate Applicant button. This will bring you to the Add/Edit Nomination(s) screen.
Select Fellowship Nominations from the --Navigate-- drop down and select the Nominate Applicant button. Search for the applicant using name, perm, App ID, or email and select the nominate link next in the applicant search list. This will bring you to the Add/Edit Nomination(s) screen.
The Add/Edit Nomination(s) screen shows a summary of remaining department nominations. To nominate the active applicant, select the +Add Nominations button.
A pop-up box will appear requesting additional information on the type of nomination you would like to make. Select Nomination Type from the drop-down; if you select Merit, the system will prompt you for a Rank Order for the active candidate. Select the appropriate rank then upload the candidate nomination memo; supplemental documents are optional.
Select the Save button and the message Progress Saved appears if the nomination was successfully recorded. The remaining nominations count is updated. Note: An error message will appear if you have exceeded the maximum number of nominations allocated to your department and you will not be able to save your nomination.
Notification messages appear if the applicant you are attempting to nominate is ineligible. Nominations are not recorded for candidates receiving these notifications. Sample notification messages include:
** Note: International applicants are not eligible for Merit-Diversity nominations.
** Only applicants in doctoral or M.F.A. programs are eligible for nomination.
** You are unable to nominate this applicant due to application decision status.
App Review will permit you to nominate an applicant from the Deny Queue, but will prevent you from nominating an applicant from Processed Apps with an App Status of Denied Admission.
Delete a nomination
To delete a nomination whose status is Nomination Submitted, from the Applicant Nominations screen, select the applicant by clicking the edit link in their nomination record and select the Delete button. For nominations whose status is Nomination Approved, the Nomination Approver must first remove the nomination approval before the Submitter can delete the nomination. See the Nomination Approver section below for information on removing approvals.
Rank Orders for Merit candidates
While reviewing applications and submitting nominations, App Review requires you to rank your nominations for Merit candidates. App Review will permit you to have duplicate rankings but all duplicates must be resolved prior to approval of nominations. To change the rank order for a nomination whose status is Nomination Submitted, from the Applicant Nominations screen, select the applicant by clicking the edit link in their nomination record and select the Edit button. From the Rank Order drop down, select the appropriate rank then select the Save button.
Nominate only the number of applicants designated to your department
App Review will prevent you from nominating more applicants than allocated to your department. The following error message will display:
** The maximum number of nominations has been reached for this applicant or this department.
You will need to delete an existing nomination before you can nominate another applicant.
Prior to Approving Nominations
Prior to the nomination deadline, review your nominations for accuracy and completeness. Make sure the Merit nominations are in the appropriate Rank Order without duplicate rank order numbers.
The Nomination Approver must approve the nominations prior to the nomination deadline. See instructions below for approving nominations.
After the Nomination Deadline
***Please note that all nominations must be in Nomination Approved status prior to the nomination deadline. After the deadline, all functionality supporting the Recruitment Competition will cease for both Nomination Submitters and Nomination Approvers. Specifically, Submitters will not be able to add or delete nominations, edit rank order for Merit candidates or upload nomination memos. Submitters attempting to nominate applicants after the deadline will receive the following message:
** The nomination deadline has passed.
Approvers will only be able to view nominations made prior to deadline. They will not be able to make or remove approvals.
APPROVING NOMINATIONS
Once the nominations have been made by the Submitter and are ready for approval, the Nomination Approver must login to the App Review system prior to the nomination deadline and approve the nominations.
Login to the App Review system and select the appropriate department from the drop-down box.
Select Fellowship Nominations from the --Navigate-- drop down.
This will bring you to the Applicant Nominations screen.
...
To approve all or some of the nominations, first select the applicants to approve by selecting the appropriate check-boxes for the applicants, select Approve Nominations from the Action drop-down then press the Apply to Selected Nominations button.
If you attempt to approve a nomination for an applicant whose Admissions Status is Denied Admission, the following error message will appear: A selected nomination has a denied or incomplete admission status.
To continue, uncheck the check-box for this applicant then press the Apply to Selected Nominations button. This will update the status of these applicants to Nomination Approved. The Submitter must delete the nomination of the Denied Admission applicant and nominate another.
Removing a Nomination Approval
To remove a nomination approval, first select the applicant to remove approval by selecting the appropriate check-boxes for the applicant, select Remove Nomination Approvals from the Action drop-down then press the Apply to Selected Nominations button.
Options Elections
Racial Justice Fellowship