Systems Access and Onboarding New Grad Advisors

Owned by
Rickie Smith
Last updated: Apr 03, 2024 by
Ruby Gutierrez

Required Training To Be Completed
Please complete the FERPA training and GradPoint System Access Form below. Your completion of these will allow you access to the university systems and applications that you will be using frequently.

FERPA Training Required To Access Student Systems

https://ucsb-atlas.atlassian.net/wiki/spaces/GUM/pages/1871381284

 

Graduate Division Systems and Applications

  • GradPoint
    A student information system for graduate students. It currently houses the Academics portal, Financial portal, and in the future, the Admissions portal. 

    • Academics Portal
      This portal allows you access to student academic profiles and summary. You are able to retrieve academic data for specific students in your department by searching for their perm or name. In this portal you can initiate and facilitate the committee nomination workflow for students. You can also run reports that you can export to Excel. There are resources archived here for memos, training materials, announcements, templates and other resources. Any documents that students have submitted to the Graduate Division are also archived here.

    • Financial Portal
      This portal gives you access to the financial information of students in your department. You can see student profile summaries as well as their financial overview. The system has an approval process for committed funds. As staff advisors, one of your roles would be to ensure that all the committed funds for students are added using the correct amount and fund source. You would monitor these for the graduate students to ensure that their funds are approved and disbursed on time. Reports can also be generated in this portal and extracted for departmental use.

  • AppReview
    The current admissions system that houses the graduate applications for the department. Graduate staff advisors are able to review submitted applications and move them along through the different queues of the admission process. Staff advisors may communicate directly with applicants through this system as well as run reports to find out information on applicants.

 

Office of the Registrar Systems and Applications

  • GOLD
    The registration system where students can go to add and drop classes, change grading options, view grades, view all records of courses taken, order official transcripts, order official verification. Staff advisors can log in to “emulate” student accounts. This can sometimes be helpful when students cannot identify the issue that’s preventing them from taking the action they need. It also helps view student’s records for auditing purposes. 

  • STAR
    A system housed under the Office of the Registrar that allows you to access information related to courses, registration and other things. You can generate new approval codes for instructors/students and depending on your role, you may use the drop/switch screen to drop and switch students from a course. 

  • EGrades
    The eGrades application provides instructors a secure interface to submit finalized grades to the Office of the Registrar.  Departments and faculty also use the application to view course information, deadlines, and rosters; manage wait lists; and get approval codes.

 

Other University Systems and Applications

  • DocuSign
    As a staff advisor, a part of your role is to help facilitate the completion of a multitude of forms and petitions for graduate students. While Graduate Division forms can be found here, and the Office of the Registrar forms can be found here, other forms are located within the Templates tab of DocuSign, under the Campus Templates section.

  • BARC 
    The system that produces monthly statements for any amounts owed to the university. This is where students’ fees are charged to. This includes, but are not limited to: registration fees, campus housing, library fines, student health services. As grad staff advisors, you’ll likely find yourself accessing this system to find out information such as: when a student’s fee remission/stipend has been disbursed or what remaining balance has been left unpaid.

  • Course Dog
    An academic operations platform used to facilitate the review and approval of course-related actions and to serve as a repository for course records.  On Course Dog, you can create new courses, modify existing courses and discontinue courses. This platform also integrates the approved curriculum with the General Catalog. Advisors can request for changes to the department specific pages on this platform.

 

Online Systems and Platforms That Don’t Require Login