Graduate Plan of Study e-Form Training Presentation

1. Graduate Plan of Study e-Form Training Presentation

2. Graduate Studies eForm • Single Page Document • Streamline the process for making changes to a students Plan Of Study. • Simple, efficient and cost-effective. • Allow administrators to quickly add transfer work and course substitutions / student exceptions. • Includes options for status changes and waivers. Why the eForm?

3. Graduate Studies eForm eForm Bridge GPS

4. Graduate Studies eForm GPS

5. Graduate Studies eForm Navigation: Grad Custom > Grad eForms Home Page Start a new eGRAD.

6. Graduate Studies eForm Select “Graduate Plan of Study”.

7. Graduate Studies eForm • To search an existing student record, you must first Enter anEmplid or Name, then click 000000987 Rider Knight • If more than one program appears in the search results, SELECT the program you intend to change.

8. Graduate Studies eForm 000000999 Rider Knight General student & program information Options for Changes in the GPS

9. Graduate Studies eForm • No Changes Needed to the GPS Option • Select this option if there are no anticipated changes to your student’s Program of Study (POS). • Each student MUST have a Plan of Study on file by his 12th Hour.

10. Graduate Studies eForm • Attachments up to 3 MB may be uploaded to the form by clicking on the Attach button. • “Comments” or “Messages” to your college approver and/or CGS may be entered in this section. • Click “Submit”. “Comments are Encouraged”

11. Graduate Studies eForm Select “YES”, to submit your form. Here is your confirmation that the eForm was submitted to the next Evaluator for Approval.

12. Graduate Studies eForm New GPS Exceptions Needed / Revision to Existing GPS Options Selecting either the “New GPS exceptions needed” OR the “Revision to Existing GPS” radio buttons, will cause other fields to open requesting more detailed information.

13. Graduate Studies eForm COURSE WAIVERS Requests for course waivers may be entered in this section. FIU ENGR 3000 1165;10 Additional lines may be added, as needed, for additional course requests by selected the plus (+) button.

14. Graduate Studies eForm EXTERNAL TRANSFER WORK/COURSE SUBSTITUTION FIU ENGR 3000 SPR 2010 3 3 A ENGR 3001 Restricted Electives 234,10 • Requests for external transfer work and/or course substitutions may be entered in this section. Any items/boxes notated with an asterisk (*) must be completed prior to submitting the form. • “Approved Traveling Scholar courses” should be identified in the last area of this section • using the designated check box.

15. Graduate Studies eForm UCF COURSE MOVES • Indicate whether or not the student will be using courses from an EARNED Master’s degree or Certificate Program. • Requests for internal transfer work and/or course substitutions may be entered in this section. • Courses that have fallen into the Unsatisfactory Grade box (i.e. C-grade courses)that a program wishes to accept may be requested in this section.

16. Graduate Studies eForm Status Change Options

17. Graduate Studies eForm Entering a Graduate Status Change If you are entering an update for a masters student that is in a thesis option, please indicate that in the first box.

18. Graduate Studies eForm Requests for changes to requirement term/catalog year may be entered in the section below.

19. Graduate Studies eForm Requests for changes to a student’s status/classificationmay be entered in the section below. The drop down menu above reveals the following options:

20. Graduate Studies eForm Requests for program/plan changes may be entered in this section below.

21. Graduate Studies eForm Requests to add a “Master’s Along the Way” career may be done in this section.

22. Graduate Studies eForm College-Level Approval Process • If you are a college-level approver, you MUST navigate to your worklistfrom the main menu of the PeopleSoft homepage. • Selecting the Worklist option, you will open all pending eFormrequests. You must review each one and process accordingly. • Click on the student name hyperlinkto access the eForm.

23. Graduate Studies eForm At this stage, the student form you selected to review should be Approved, Denied, Recycled, or Heldby clicking the appropriate button at the end of the form.

24. Graduate Studies eForm Please enter your Comments here. A history of comments is stored for future reference. After clicking Approve, this message appears. Click “Yes” to confirm. Please note that the final approver will always be the College of Graduate Studies.

25. Graduate Studies eForm After you’ve selected “YES”, this message pops ups confirming your approval and submission.

26. Graduate Studies eForm View an e-Form in ViewStar(Samples)

27. Graduate Studies eForm • Sample emails that auto generate • Email sent to College Approver notifying them of a new “program level” form to be approved.

28. Graduate Studies eForm Email sent to CGS Approver notifying them of a new form from the College Level to be approved.

29. Graduate Studies eForm • Email sent to initiator notifying them that the eformis placed on Hold.

30. Graduate Studies eForm • ******************************** • This email was generated by a • DEVELOPMENT system. Its contents • do not reflect real business. • ******************************** • Form ID: 184498 Status: AUTHORIZED • The Graduate Plan of Study (GPS) for Abou-Senna, Hatem has been processed and approved. Any updates to the GPS can be viewed through myUCF. • Email sent to program and college informing them that the eform was approved by College of Graduate Studies.

31. Graduate Studies eForm • Email sent to the initiator with a CC to the Student informing them that the eform was Approved by CGS.

32. Graduate Studies eForm Pop up messages This message will pop-up on the search page if the person already has an eFormthat has not yet been approved. This message will pop-up if the requirement term is earlier than admit term.

33. eForm Questions ???