OSS Graduate Admissions Process
Quick Reference Guide for UABs
Closing date for the applications passes and GAF
forwards coversheets for all complete applications onto
UABs. Receipt of a coversheet indicates that the
application is complete and ready to be evaluated.
Note: See the OSS Dataview Submitted Graduate
Applications - UAB QRG for instructions on
viewing and printing applications.
1. Evaluate applications and agree outcomes,
write to applicants. Update OSS as follows:




Responsibility: Oxford UAB Graduate
Administration
Open Direct Admissions form
Retrieve record
Click on Open Application
Rejected applicants:
 Click on Outcomes button
 Enter GR_REJECT in Outcome Status field
 Complete Date, Decision Maker and Decision
Reason fields
Note: If an applicant has been rejected in error and
no letter has been issued, the decision may be
reversed by clicking on the Request for
Reconsideration checkbox in the Outcomes form.
Accepted applicants:
 Update Final Unit Set field
 Click on Outcomes button
 Research applicants only:
 Click on More/Candidacy button
 Enter thesis topic
 Enter Supervisor details (or dummy
supervisor if not known at this stage)
 Enter Default Milestones
 Enter Research Codes
 Close Candidacy form
 Enter GRAD_OFFER in Outcomes Form
 Complete Date, Decision Maker and Decision
Reason fields
 Enter UAB conditions in Offer Management
form
Note: If the application is an OPEN application the
GOCAT process will allocate a college after an
offer has been entered onto OSS by the UAB. GAF
will then email the UAB advising them of the
college allocation.

Amend (if an open application), and forward
coversheet and copy of offer letter to the first
college.
Applicants to be re-evaluated in next
Application Deadline (excludes Open Field):
 Click on Outcomes button

Enter GR_RE-EVAL in Outcome Status
field
 Complete Date, Decision Maker and
Decision Reason fields
 Move the application forward to the next
available Application Deadline
 Print out revised coversheet
Waitlisted applicants (if no further
deadlines):
 Click on Outcomes button
 Enter GR_WAITLIST in Outcome Status
field
 Complete Date, Decision Maker and
Decision Reason fields
 Rank the applicant
The UAB decision deadlines passes:
 Run Submitted Graduate Applications
Dataview to:
 identify any decisions still to be
entered onto OSS
 ensure all applications due to be
re-evaluated have been processed
2. College Selection process
Note: if the first choice college rejects an
OPEN application no action is required by the
UAB. The GOCAT process will allocate a
second college automatically. However, if the
UAB has opted out of the GOCAT process, it
will have to allocate a college manually as
follows:
First College rejects applicant
 Open application and change Location
 Click on Ratings button/Assign
Evaluators tab
 Enter a new rating of DGS Selection in
Ratings Form
 Pass coversheet and copy of offer letter on
to second college
Note: if the second college rejects, the
application will automatically be included in
the Clearing House process, and the location
field will be updated to CLEAR
3. Applicant Response: Intent to accept
 Ensure response is received in
writing/email
 Click on View Requirements button/Post
Admission tab.
 Click on
 Enter date in Completion Date field
 Tick Step Complete.
Document1
4. Funding Details
 From the Navigator, go to Bursary Award
Maintenance/Person Funding Details
 Enter department funding if available in the
Maintain Person Funding Details form.
Note: if an applicant has more than one
application, ensure the correct application is
selected before entering funding information.
5. Manage Documentation relating to Conditions
 Send any supporting documentation to GAF to
be scanned and attached to the application
 Enter details in Qualifications form if relevant
 Update Offer Management form with
FULFILLED or FAILED, as appropriate
 If failed, Update Outcome Status field with
COND_FAILED
 Complete Date, Decision Maker and Decision
Reason fields
Note: if conditions are updated to FAILED the
application will close and become “read only”.
Notify college and applicant of this outcome.
 Run the GADM Outstanding Conditions
Report (XXIGSR0051) at intervals throughout
the admissions period or log into the Submitted
Graduate Application dataview to check
conditional offer status
 Write to applicants reminding them there are
outstanding conditions
6. Conditions deadline passes
 Run the GADM Outstanding Conditions
Report (XXIGSR0051) to identify applicants
with outstanding conditions or log into the
Submitted Graduate Application dataview to
check conditional offer status
 Update Offer Management form with FAILED
 Update Outcome Status field with
COND_FAILED
 Complete Date, Decision Maker and Decision
Reason fields
 Write to applicant
 Notify College
7. Final Offer Process
 Check all UAB and College conditions have been
fulfilled
 Send Final Offer Letter, Contract and to applicant
 Open the Offer Response Form and enter
CONT_SENT into the Offer Response Status
field.
Note: signed contracts should be returned to the Card
Office. Any which are returned to the UAB in error
should be forwarded on to the Card Office as soon as
possible.
8. Withdrawals
Applicants may withdraw at any time during the
admissions process.
To withdraw before a decision has been made:
 In the Applications form select Withdraw
Application tab
 Enter WITHDRAWN in the Application Instance
Status field
 Enter the reason for the withdrawal
To withdraw after an offer has been made
 In the Applications form click on Offer Response
button
 Enter WITHDRAW in the Offer Response status
field
 Enter the reason for the withdrawal.
9. Deferrals
Applicants who have fulfilled all their conditions may
apply for a deferral. If all parties agree:
 Complete a Request for a Deferral form and send it
and all supporting documentation to the GAF.
 The deferral process will then be managed by
GAF.
NOTE: if rejected and withdrawn applicants’ files have
been printed or saved electronically, they must be
shredded or deleted.
Note: This document is intended to be used as a quick reference guide. For more detailed instructions, refer to the UAB
Graduate Admissions manual. The latest version can be found at
http://www.admin.ox.ac.uk/bsp/keysystems/studsys/training-doc/
Graduate Admissions Correspondence Templates can be found at
http://www.ox.ac.uk/restricted_access/graduate_admissions_and_funding/correspondence_templates/index.html
Details of UAB decision-making process can be found at:
http://www.ox.ac.uk/restricted_access/graduate_admissions_and_funding/handbook/uab_decisionmaking/index.html
For support contact the OSS Support Centre:
 84848
 [email protected]