Department Recruitment Offer Upload FAQs

Owned by Chris Dixon
Last updated: Jul 02, 2024 by Rhiannon Parisse
3 min read

Links / Resources

  • Instructions on how to upload offer letters in AppReview can be found here. 

  • Instructions on accessing Financial Reports in GradPoint can be found here.

  • Details on the described Recruitment Offer Report can be found here. 

  • Instructions on how to view uploaded offer letters in GradPoint can be found here.

FAQs

 

What is considered a Department Recruitment Offer?

These are the offers made by departments directly to their admitted applicants during the process of graduate student recruitment, using department resources such as block grant and academic employment. This does not include Central Fellowships such as the Chancellors or Regents in the Disciplines Fellowships, as those letters come via the Graduate Division. 

Do all students need to have a letter uploaded?

Letters should be uploaded for all students admitted by a department, including all degree objectives. If the student declined their SIR, but were issued with a departmental recruitment offer, it should be uploaded. Students whose application was denied do not need to have a letter uploaded.

What do we do in the case where a student was admitted but didn’t receive any financial support and wasn’t issued a recruitment offer letter?

If the department does not intend to offer any financial support to the applicant, click the Confirm No Offer button. Click the Upload Offer button at the bottom of the page to complete the entry.

Can I upload more than one offer letter for a student?

Yes, you can upload more than one letter for a student, including for cases where supplements were added as part of the recruitment process. Please note, when uploading more than one offer letter for a student:

  • If the newest offer replaces the prior offer(s), the details input on the upload page should be about the new offer alone.

  • If the newest offer supplements the prior offer(s), the details input on the upload page should be the combined support provided. So for example, if you initially provided a student a multi-year recruitment offer and then followed up with a “Top Off” offer, when uploading the Top Off letter you would input the details of the combined support from the two offers, as that represents the current combined funding offer. 

Will I be able to see all of a student’s financial offer letters in the GradPoint Portal?

Uploaded Departmental Recruitment Offer Letters can be viewed in he “Documents” tab in GradPoint Academic Portal (filter by “Financial Letters” drop down). Regents in the Discipline letters do NOT need to be uploaded by departments and can be viewed in the same way.

The Graduate Division is working on a method to add Central Recruitment Offers such as Chancellors or Eugene Cota-Robles Fellowships, which will come at a later date. In the meantime, these letters can be viewed in AppReview under “Fellowship Awards” tab.

Should I upload offers for students who elect not to come to UCSB?

Yes, departments should upload all Departmental Recruitment Offers made to an admitted student in the AppReview system. This will provide important data needed to do a broader analysis on admission outcomes.

Should I upload the offer letters around the time the offers are made, or later in the recruitment cycle?

For the 2022-23 cohort, departments are asked to upload their offer letters now. For future cohorts, departments may choose to upload the offers at the same time as they are presented to students, though are not required to. Among the benefits of uploading incrementally during a recruitment cycle is being able to use the report information about support offers to current applicants and their real time admissions status to make recruitment decisions, including in making waitlist or top-off decisions.

The deadline for submitting Department Recruitment Offers in the AppReview system is July 1 following each Admissions cycle (e.g. for the 2023-24 Cohort, the deadline will be 7/1/2023). 

How do I know whom I have and haven’t yet uploaded offer letters for?

The Department Recruitment Offers report (located in the GradPoint Financial Reports tab in the “Financial” Report Set) includes a sortable and filterable field, labeled “Award Upload Needed” that indicates when an award upload is needed.