GRADUATE ADMISSIONS PROCESS: USER GUIDE
Previously, the process of admitting graduate students centered on an informational document called
the “worksheet”. While effective, the worksheet method was based on a paper-driven methodology
and relies heavily on a linear workflow which can cause backlogs and delays. The new graduate
admissions process offers a streamlined way for departments to identify applicants, evaluate their
credentials, and enter admission decisions. The process centers on a prepared report that lists all
critical applicant data available in MyMav. The data may be used to determine an applicant’s status,
admission eligibility, and priority level. Once an admission decision is reached by the department,
the graduate advisor (or delegate) may enter the admission decision and any conditions of admission
directly into MyMav.
UPDATED: January 2015
CONTENTS
LOGGING INTO MYMAV
Page 2
ACCESSING THE GRADUATE ADMISSION REPORT
Page 3
FORMATTING THE GRADUATE ADMISSION REPORT
Page 5
DEPARTMENT INTERNAL REVIEWS
Page 7
COMPLETING GRADUATE ADMISSION DECISIONS
Page 7
COMPLETING GRADUATE FUNDING WORKSHEET
Page 11
APPENDIXES
Page 14
INSTRUCTIONS
1. LOGGING INTO MYMAV: From your desktop, open an internet browser and access the Campus Solutions system (MyMav). You
may use the following URL, http://www.uta.edu/oit/eis/software/enterprise-vendor/mymav-files/mymav-links.php, or search for
“MyMav Team Project Links” in the search bar on the UT Arlington homepage.
Note: To download and install, or update an internet browser, please consult your office’s desktop
support specialist.
1. Click on “Production”, under Campus Solutions (v9.0).
Note: You may access the MyMav system via the Portal by visiting: www.uta.edu/mymav.
2. When the website refreshes, enter your UTA Net ID and UTA Net ID Password credentials in appropriate fields.
User ID = UTA Net ID
Password = UTA Net ID
Click “Sign In” when both fields have been completed. If you are unable to successfully login, please verify and re-enter
your credentials.
Note: Both fields are case sensitive. If additional login support is required, please OIT Help Desk at
817-272-2208.
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2. ACCESSING THE GRADUATE ADMISSION REPORT: Once signed into Campus Solutions, using the Main Menu navigation,
proceed to the Report Manger screen.
The navigation is: Main Menu > Reporting Tools > Report Manage.
Note: Portal navigation is: Main Menu > CS Reporting Tools > CS Report Manage.
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1. Each department will have their applicant reports displayed on the Report Manger screen. The reports are ran twice a day:
once at 12:00AM and again at 12:00PM. Reports will be available on the Report Manger screen for 30 days.
IMPORTANT: Due to multiple reports displaying on the Report Manager screen, it is important to verify the date and time
of each report to ensure the most current report is being selected.
Note: The number field for “Days” may be modified to yield only the reports within a day range. The
default value is: 1.
2. Click on the report you wish to open. The screen will refresh and take you to detailed page of that report. Identify and click
on the report “.XLS” file link.
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3. A dialog box will appear prompting you to “Open with: Microsoft Excel (default)”. Click “OK”.
3. FORMATTING THE GRADUATE ADMISSION REPORT: The “.XLS” file, once open, will need to be formatted to optimize
readability. Click anywhere within the excel document and press “Ctrl” + “A” to select all fields. All fields within the report should be
highlighted. Now, deselect “Wrap Text”.
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1. With all the fields still selected, you may use the “Format” feature to change the cell width and depth. This feature allows
each row of information to be viewed correctly within each cell.
2. Due to the number of columns in the graduate admission report, it is suggested that users utilize the “Freeze” feature. This
feature allows users to select a group of columns that do now change while scrolling, left to right, the bottom scroll bar to
see the additional columns.
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3. You may sort the document information as necessary.
Note: For more information on formatting Excel documents, please visit the Lynda.com site
(https://idp.uta.edu/idp/Authn/UserPassword).
4. The report is now ready to use to assist you and your department in making admission decisions. For a full list and
explanation of the column codes displayed on this report, See APPENDIX A.
4. DEPARTMENT INTERNAL REVIEWS: The application review process varies from department to department. Some departments
convene committees to review and select applicants, others rely on the judgement of the graduate advisor alone to make admission
decisions. It is imperative that their decisions are in accordance with their published graduate admission criteria as seen in the
University Catalog, and on University websites. To access the current University Catalog, visit: http://catalog.uta.edu.
1. Interpreting the Admissions Report
The admissions report contains information about each applicant to a graduate program. The report is updated twice daily
and can be accessed via the Report Manager tool in MyMav (see Section 2 above for instructions). Once the report is run
and formatted, departments can use the report to prioritze applicants and make admission decisions. For a full list of
admission decision codes and their long descriptions, please see APPENDIX B.
5. COMPLETING GRADUATE ADMISSION DECISIONS: Once an admission decision has been reached for an applicant, the decision
is to be entered directly into MyMav. To do so, navigate to the Applicant Basis of Admission page.
The navigation is: Main Menu > Student Admissions > Application Evaluation > Application Decisions > Basis of Admission
IMPORTANT: It is imperative that the Basis of Admission page be completed correctly, according to the instructions below. Failure
to complete the instructions correctly will result in the admission decision not being sent to Graduate Admissions to be finalized and
communicated to the student.
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NOTE: It is encouraged, if you have not already done so, to save the Applicant – Basis of Admission page as a “Favorite”. You may
do so by clicking “Add to Favorites”, which is in the upper right section of your Campus Solutions / MyMav screen. See the above
screen shot.) A pop-up window will appear allowing you to modify the description for this now saved page. It is encouraged the
name saved reflects that an applicant page has been add to your user favorites. Click “OK” when done modifying the “Descriptions”
field.
A. ENTERING A BASIS OF ADMISSION DECISION
1. On the Basis of Admission – Applicant page, enter an applicant’s identification number and click “Search.”
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2. If the fields on the BOA page are mostly blank, proceed with the instructions in number 3 below. If the fields are populated
with data, there has been a previous admission decision. To enter a new admission decision:
a. Click “view all” to see all rows.
b. In the most recent Basis of Admission row (typically the bottom row), enter an End Date for the previous admission
decision. The End Date should be yesterday’s date. Then click “Save”.
c. Click the “+” icon in the top right hand corner of the row to add a new Basis of Admission row for the student.
d. Proceed with the instructions in number 3 below.
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3. Enter appropriate values into the fields on the page. Use the magnifying glass icons to look up values for Basis of
Admission, Application Nbr, Admit Term and Academic Program.
a. The Basis of Admission values are described and defined in Appendix B (pg, 15).
b. The Application Nbr field must contain the appropriate corresponding application number for the applicant.
IMPORTANT: If there is more than one option listed under Application Nbr, always select the highest Application
Number.
c. The End Date field should remain blank.
d. Text entered in the Long Description text box will appear as is on the student’s decision letter. (To see where the
Long Description text is inserted in the Admission Decision Letter, see APPENDIX E. For Long Description text box
examples see APPENDIX F. The text samples in APPENDIX F may be copied and inserted directly into the Long
Description text box.) It is very important that the admission conditions (if any) and deferral conditions be clearly
stated. If no text is entered here, the admission or deferral conditions will not be communicated to the student via the
decision letter.
IMPORTANT: Enter clear, complete language in the Long Description. This text will show on the admission letter
exactly as inputted.
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4. Once the Basis of Admission page has been completed, you may click “Save”. This concludes inputing an admission
decision.
For applicants who will be granted department al or college/school financial support (GA/GRA/GTA,
etc.), it is required that the Financial Worksheet be completed. The form is available in Imagine Now
(and Web Now). Each department has their own Financial Work sheet. The following steps provide
are an overview.
6. COMPLETING GRADUATE FUNDING WORKSHEET: Using your UTA Net ID and UTA Net ID Password, log into ImageNow /
WebNow.
1. Each department has a queue full of blank Funding Worksheets that are to be completed for applicants who will be granted
financial assistance (GA/GRA/GTA, etc.). Using the left panel menu option, click on the funding worksheet queue. Within
the main panel, double-click on the first item.
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2. When the Graduate Admissions Funding Worksheet opens, users will need to modify the view of the document. To
properly view this form, both the “Action” and “Properties” features must be selected under the “View” menu.
3. Now that the “Action” and “Properties” dialog boxes are open on either side of the Graduate Admissions Funding
Worksheet, user may begin completing the form. The “UTA ID#” field in the “Properties” dialog box must reflect the
applicant’s ID. Use the TEXT or “T” Icon to insert required information, along with the other icons, to indicate the
department’s response. When the form is completed, click on the “Route Forward” button found within the “Action” dialog
box or use the “Route Forward” icon at the bottom of the form. The form will be routed to the graduate admissions office
for finalizing.
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4. The graduate admissions office will finalize the admission decision, as seen on the Basis of Admission page in Campus
Solutions / MyMav. Once an applicant’s record has been finalized, that applicant will roll off of the department report.
This completes the GRADUATE ADMISSIONS PROCESS: USER GUIDE . For additional
support, including scheduling in-person support, please contact Sebastian Fuentes, AAO
Application Support Specialist, at 817 -272-1347 or [email protected].
Page 13 of 18
APPENDIX A
ADMISSIONS REPORT COLUMN CODES AND DESCRIPTIONS
Column
Letter
A
B
C
D
E
F
G
Name
Description
Summary
Appl Dt
ID
Last
First
Acad Prog
Appl Nbr
Admit Term
Application Date
Student ID Number
Last Name
First Name
Academic Program
Application Number
Admission Term
H
Prog Action
Program Action
I
J
K
L
Action Rsn
Eff Dt
Acad Plan
Field of Study
Action Reason
Effective Date
Academic Plan
Field of Study
M
Ext Degree
External Degree
N
O
Institution
Degree Dt
Institution Name
Degree Date
P
GPA Type
GPA Type
Q
Coll GPA
College GPA
R
Xhrs GPA
Extra GPA
S
T
U
V
W
X
Y
Z
AA
AB
AC
AD
AE
AF
AG
AH
AI
AJ
AK
AL
AM
AN
AO
AP
AQ
AR
AS
AT
AU
AV
AW
AX
AY
AZ
BA
GRE_VERB
VERB__TILE
GRE_QUAN
QUAN__TILE
GRE_WR
WR__TILE
GRE_Q_V
GMAT_ANLY
ANLY__TILE
GMAT_IR
IR__TILE
GMAT_QUAN
QUAN___TILE
GMAT_VERB
VERB___TILE
GMAT_WR
WR___TILE
GMAT_TOTAL
TOTAL__TILE
TOEFL_COMPI
TOEFL_IBLT
TOEFL_IBTRD
TOEFL_IBTSP
TOEFL_IBTWR
TOEFL_COMPC
TOEFL_COMPP
IELTS_OVRAL
IELTS_LISTN
IELTS_READ
IELTS_SPEAK
IELTS_WR
Citizenship
Birthdate
Email
AP Only-Intd St Dt
GRE Verbal Score
GRE Verbal Percentile Score
GRE Quantitative Score
GRE Quantitative Percentile Score
GRE Writing Score
GRE Writing Percentile Score
GRE Combined Score
GMAT Analytic Score
GMAT Analytic Percentile Score
GMAT Integrated Reasoning Score
GMAT Integrated Reasoning Percentile Score
GMAT Quantitative Score
GMAT Quantitative Percentile Score
GMAT Verbal Score
GMAT Verbal Percentile Score
GMAT Writing Score
GMAT Writing Percentile Score
GMAT Total Score
GMAT Total Percentile Score
TOEFL Internet Based - Combined Score
TOEFL Internet Based - Listening Test
TOEFL Internet Based - Reading Test
TOEFL Internet Based - Speaking Test
TOEFL Internet Based - Writing Test
TOEFL Computer Based - Combined Score
TOEFL Paper Based - Combined Score
IELTS Overall Score
IELTS Listening
IELTS Reading
IELTS Speaking
IELTS Writing
Citizenship Country
Birthday
Email
Intended Start Date (AP Only)
The date the application was loaded into MyMav. Format: YYYY-MM-DD.
10-digit student ID number assigned by MyMav
Last Name
First Name
Masters, Doctoral, Certificate, Special
INSERT TEXT
Admission term indicated on application by applicant (ex: 2152, 2155, 2158)
Describes the current status of the application. Most common statuses are APPL (applicant), DENY
(denied admission), DEFR (deferred admission). Students who have been admitted will not appear on
this report.
Describes the current status of the application (See APPENDIX C for Key)
Effective Date of the most recent row added in MyMav on Maintain Apps
The value in Acad Plan represents the graduate program the applicant is applying to.
The value in Field of Study represents the "Area of Study" the applicant received their degree.
The degree(s) earned by an applicant prior to submitting an application to UTA. (Ex: Bachelor of Arts,
Master of Science)
The institution at which the Ext Degree was earned. (ex: Texas Christian University)
The date the Ext Degree was earned. Format: YYYY-MM-DD.
The GPA point scale or grade range. If Ext Degree uses the US 4.0 GPA scale, the value in this column
will be "4PT." If the Ext Degree was earned at a foreign institution, this column will reflect the grade
range in which the GPA would fall if converted to a 4 point scale. For example, a student with a "B" in
this column, earned a GPA in the "B" range at the institution listed in the Ext Degree column.
The actual or estimated GPA earned while the student was seeking the Ext Degree. If the student has a
4PT in the GPA Type column, the Coll GPA will be the actual GPA on a 4.0 scale. If the student has a
letter in the GPA Type column, the Coll GPA will reflect an estimated GPA.
The GPA of any extra hours earned at the graduate level outside of the degree. *Mostly used by
College of Education.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Value will display if scores for this test have been reported to UTA.
Student's Country of Citizenship
Birthday
Email Address
The current start date of an applicant to an Academic Partnership program.
BB
AP Only-Orig St Dt
Original Start Date (AP Only)
The start date originally requested by the applicant to an Academic Partnership program.
BC
Admit Type
Admit Type
BD
Acad Org
Academic Organization
The current admission type of students who already have an admission decision. Typically, these are
"Denied" or "Deferred" students.
The "organization" that the applicant's plan is associated with in MyMav. Typically, this value reflects
the Department name.
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APPENDIX B
ADMISSION DECISION CODES AND DESCRIPTIONS
CODE
GADV
Description
GRAD Advanced Admission
GCRT
GRAD Certificate Program
GDEF
GRAD Deferral
GDENY
GRAD Denial
GP&P
GRAD Probationary& Provisional
GPRB
GRAD Probationary. Any
probationary condition EXCEPT
“Student must maintain a 3.00
grade point average for the first
two semesters of enrollment”.
GPRB2
GRAD Probationary 2. Only the
probationary condition “Student
must maintain a 3.00 grade point
average for the first two semesters
of enrollment.”
GPRV
GRAD Provisional
GSPC
GRAD Special Student
GUNC
GRAD Unconditional
Summary
A special admission status for students in 5 year Bachelors/Master’s
programs.
The basis of admission used for students applying for a certificate
program only.
An applicant who does not present adequate evidence of meeting
admission requirements to have an admitted or denied decision
rendered may have the admission decision deferred by the department.
The applicant is sent an Admission Deferral Notice that specifies the
reasons for the deferral decision. Upon resolving the deferral reasons,
the applicant my return the notice to request re-processing. An
application evaluation charge will be required for each reprocessing
request unless the request in made for the original semester and
program.
An applicant who fails to meet more than one of the program admission
standards and for whom justification for a probationary, provisional or
deferred admission decision cannot be qualified may be denied
admission to the graduate program. As the admission process is
competitive, students meeting basic admission requirements who are
less than well qualified that other applicants may also be denied
admission.
Students admitted with both probationary and provisional admission
conditions. See. GPRV and GPRB.
An applicant who has provided all the required documentation, does not
meet program requirements for unconditional admission, but shows the
promise for successful graduate study may be admitted on probation.
Special course requirements such as deficiency courses or remedial
English courses may be required or students may be required to maintain
a B or better average for their first semester of graduate work.
An applicant who has provided all the required documentation, does not
meet program requirements for unconditional admission, but shows the
promise for successful graduate study may be admitted on probation.
Special course requirements such as deficiency courses or remedial
English courses may be required or students may be required to maintain
a B or better average for their first semester of graduate work.
An applicant who has not provided all required documentation (i.e. test
scores, transcripts, recommendations, academic plans, etc…) but
otherwise appears to meet admission requirements may be admitted
provisionally. Admission is granted with the condition that the missing
required materials be submitted by the end of the 1st semester of
enrollment. Provisional admission for International applicants residing
outside of the United States at the time of application is generally limited
to “will” grads needing a final transcript or diploma to complete the
required documentation.
Admission status used for students applying as a non-degree, noncertificate seeking student.
An applicant who meets all requirements is normally granted
unconditional admission
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APPENDIX C
Current ACTION REASON CODES AND DESCRIPTIONS
(As of 12/01/2014)
Code Description
GCLI
GCND
GCOM
GFEE
GFTL
GREA
TCA
Checklist is Incomplete
GRAD Complete New Data
File Complete –Transcripts for GPA calculations and test scores received
Application fee not yet submitted
GRAD Fast Track and Letter
GRAD Update/Reactivation
Application loaded – Application has been received from the Texas Common Application.
APPENDIX D
ADMIT TYPE CODES AND DESCRIPTIONS
G1
G2
G4
G5
G6
GAL
New GRAD Student
New GRAD Transfer Student
UTA Undergraduate Student
UTA Graduate Readmit Student
UTA Grad Rdmt/Chang Prog/Plan
Grad Common App Loaded
New Grad
GRD Trnsfr
UTA Underg
UTAReadmt
Rdmt Prg/P
App Loaded
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APPENDIX E
SAMPLE ADMISSION LETTER
Page 17 of 18
APPENDIX F
BASIS OF ADMISSION LONG DESCRIPTION TEMPLATE BASED ON ADMIT TYPE
Admission Types that always require a Long Description:
Probationary 2 Admit Type (GPRB2): (comment auto-loads on basis of admission).
 NOTE: This admit type is valid only for the probationary condition immediately below. Applicants with multiple probationary
conditions must be admitted under Probationary Admission. Student must maintain a 3.00 grade point average for the first
two semesters of enrollment.
Probationary Admit Type (GPRB):
 Student must maintain a 3.00 grade point average for the first 9 semester hours of enrollment.
 Student must test out of or successfully complete GESP.
 Student must complete the following deficiency courses:
 Student must test out of or successfully complete GESP and student must maintain a 3.00 grade point average for the first
two semesters of enrollment.
Provisional Admit Type (GPRV):
 Submit official GRE scores.
 Submit official GMAT scores.
 Submit official GRE or GMAT scores.
 Submit official TOEFL or IELTS scores.
 Prior to enrollment earn the bachelor degree and submit the official final transcript as evidence of degree awarded.
 Prior to enrollment earn the master degree and submit the official final transcript as evidence of the degree awarded.
 Submit official transcript from the college(s) listed
Deferral Admit Type (GDEF):
 The program you have applied for is full and we are unable to admit all qualified candidates.
 Submit official GRE scores.
 Submit official GMAT scores.
 Submit official GRE or GMAT scores.
 Submit official TOEFL or IELTS scores.
 Student must retake the GRE and submit official scores.
 Student must retake the GMAT and submit official scores.
 Student must retake the TOEFL or IELTS and submit official scores.
 Submit official transcript from the college(s) listed:
 Must complete the following deficiency courses:
Admission Types for which Long Description is optional: refer to GPRB2, GPRB and GPRV when admission is conditional.
 Special Student (GSPC)
 Certificate Program (GCERT)
Admission Types that do not require a Long Description
 Unconditional (GUNC)
 Advanced Admission (GADV): valid for 5 year Bach/Master’s integrated programs only
 Deny (GDEN)
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