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 Fellowships option.
To view your existing Fellowship Nominations, select Fellowships from the --Navigate-- drop-down.
The first time you login, your Merit-Diversity Nominations List and the Racial Justice Nomination List will display the message: Showing 0 Nomination(s).
PLEASE NOTE: To accomodate the shift to the direct nominate-to-award process, department allocation(s) will be placed in the Merit-Diversity category. When selecting your awardee, departments will be able to chose either the Eugene Cota-Robles Fellowship (a Merit-Diversity Award) or the Chancellor’s Fellowship (a Merit Award).
Submitter Instructions for nominating an applicant
The Submitter can nominate an applicant by clicking the magnifying glass and searching for the applicant’s name, perm, App ID, or email. In the Search Applicants box click the Offers button.
Selecting the Offers button will take you directly to the Add/Edit Nomination(s) screen, which shows a summary of remaining department nominations. To nominate the active applicant, select the +Add Nominations button.
For Central Recruitment Fellowships select Merit-Diversity in the Nomination Type bar. In Desired Award bar select either the Chancellor’s Fellowship or the Eugene Cota-Roble Fellowship. If you are electing Eugene Cota-Robles then your next step is uploading the diversity statement for your awardee, and selecting the appropriate attestation as to whether the student meets to university’s requirements for diversity and inclusion. The information on this requirement is detailed in the /wiki/spaces/GUM/pages/17251237889.
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.
To select the desired award package, select Fellowships from the --Navigate-- drop-down, and select the Options Elections tab. Select desired package from the options and click the submit button to save the election.
PLEASE NOTE: If you have more than one award to give, the options elections tab is a required step for each awarding process. Also, If you have awarded your Regents award prior to this central award and you chose the two stipend year option in that Regents award, then the only option available to you at this point would be option 3 (two stipend years).
Deleting 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.
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. Approvers will receive an email when a nomination has been submitted, requesting that they complete the Nomination Approval.
Login to the App Review system and select the appropriate department from the drop-down box. Select Fellowships 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.
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.
PLEASE NOTE: Once an award letter has been released to a student, the ability to remove their nomination approval is suspended. Please ensure approvals are only done once the department is certain of their award selection.
Award Letter Release to Student
Once the student award has been approved by the department approver, the Graduate Division will receive an automatic notification of the action and will release the award to the student promptly. Departments have the ability to check the release status by navigating to the Fellowships area and electing the Fellowship Awards tab. Each award listing will show either N/A or the date of release under the column titled “Released to Applicant”.
PLEASE NOTE: Admission to the University is required before the Graduate Division can release the award letter to the student. If the student’s admission status is still in the department queues, it will not be released until admissions are finalized.
Racial Justice Fellowship
Submitter Instructions for Racial Justice Fellowship Nominations
The Submitter can nominate an applicant by clicking the magnifying glass and searching for the applicant’s name, perm, App ID, or email. In the Search Applicants box click the Offers button.
The Add/Edit Nomination(s) screen shows a summary of remaining department nominations. To nominate the active applicant, select the +Add Nominations button.
Select Racial Justice in the Nomination Type bar. Click the box to confirm the nominated applicant is being offered a minimum of five years of full support, including at least one year of fellowship.
Upload the Justification in the Nomination Memo field by clicking the Browse button. Save the nomination after the Justification has been loaded.
APPROVING A RACIAL JUSTICE NOMINATION
Once the nomination has been made by the Submitter and is 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 Fellowships from the --Navigate-- drop down.
To approve the nomination, select the appropriate check-box for the applicant, select Approve Nominations from the Action drop-down then press the Apply to Selected Nominations button.
