Messaging Systems

Applicant Messaging (Internal Messaging)

Applicants may initiate a messaging chain within eApp. Once the applicant sends their message, it will populate in App Review and be visible to both the Graduate Division and the department. The Application Administrator will receive an email notification that there is a new message. The email will contain a link to the message in App Review, where you may respond.

Applicants may then reply to you or close the message chain. If the message pertains to Graduate Division policies or requirements, the Graduate Division Admissions staff will respond to the inquiry.

Table of Contents

Table of Contents
1 Messaging Systems 1.1 Applicant Messaging (Internal Messaging) 1.2 Adding Comments to the Applicant 1.3 Adding Internal Comments 1.4 Reviewer Recommendation Vote

We recommend that you check your messages once or twice a week at minimum by clicking the envelope icon at the top of the page. There, you will see all of your messages along with their current status. Often, applicants select a subject that doesn’t intuitively match their question. The question may appear to be directed to the Graduate Division instead of the department, when the question really needs to be answered by the department.

Screenshot of the My Messages page in App Review with the envelope icon on the top right circled in red.

Adding Comments to the Applicant

You may add comments to the applicant directly to the Datasheet. The Edit screen also allows you to add a comment that the applicant will see in the online application. They will see the name of the person who left the comment and the date the comment was made. You may wish to use this field to instruct applicants to provide materials or lock documents.

Comments cannot be deleted. They will appear in a running log. When you save a comment the applicant will receive an email letting them know they have a new comment.

Screenshot of an empty comments to applicant section at the bottom of an applicant's datasheet in App Review.

Adding Internal Comments

You may add Internal Comments directly to the Datasheet. The applicant will not see this comment. The Edit screen also allows you to add a comment for internal reviewers. You may add information here that you wish to share with the review committee but not with the applicant. Comments are logged in order of the date posted and indicate the user name and date logged.

Screenshot of an empty internal comments section at the bottom of an applicant's datasheet in App Review.

Important: All Internal Comments, including those logged by faculty reviewers, become part of the educational record of a student should the student matriculate at UCSB. This means, if an enrolled student requests a copy of their educational record (which is within their rights per FERPA policy) they will be given the internal comments of their application.

Reviewer Recommendation Vote

All faculty reviewers have the option to use the Reviewer Recommendation Vote section located at the bottom of the Datasheet. They may change their vote at will. They can also sort by their votes from the Review Queue and print out lists of those they voted Admit, Deny or Undecided. The tally reflects the total number of votes by faculty for a given applicant. The Review Queue can also be sorted based on applicants that a user has commented on, not commented on, or applicants that other users have or have not commented on.

Screenshot of the Review Recommendation Vote section at the bottom of an applicant's Datasheet. The options are Admit Applicant, Deny Admittance, and Undecided with a Current Vote Tally listed below.