Gportal Admissions
Department Guide
Gportal Admissions
• Gportal is the PeopleSoft system used to manage
all Applicant information
• All Admit and Deny recommendations must be
entered through this system
• As soon as an applicant is admitted, their record is
managed through the Manage Student Search
Access Gportal
ASU Customizations > ASU Admissions > Gportal Search
Search for Applicants by Org., Plan, Term…
Search for Applicants
• If you search using Org. & Term, this will pull up a list of
applicants to a specific Academic Org for a specific Term
• This is the best way to find all applicants
•
The Career will default to Graduate
• Put in the Academic Org
• Use the prompt to look it up if necessary
• Add an Admit Term
• If you want smaller results also use Plan or Evaluation
status in your search criteria
• You can also do a search by individual applicant name
Results
Results
The Results page shows all current applicants to a
particular semester
• Results can be sorted by the various headings
(i.e. Emplid, Application date, Evaluation Status,
etc.)
• The Eval Status shows where the student is in
the process
Evaluation Status Guide
• Blank/In Progress = Student missing documents with
Graduate Education
• Man Eval = Transcripts being evaluated by Graduate
Enrollment Services
• Committee = File has been released to the
Department for a recommendation
• College Review = Low self-reported GPA
• Dean’s Review = English Proficiency/TOEFL score
not met
• Submitted = A recommendation has been entered
• Final = Student has been admitted or denied
View each Applicant
Click on the Details Link
Detail Page for an Applicant
Detail Page for an Applicant
This page gives all the basic applicant information on
one page
• Applicant Data
• Application Data
• Application Materials: transcripts and test scores
• Supplemental Application Data
Make an Admit Recommendation
Applicant must be in the Evaluation Status of “Committee”
to make an Admit decision.
The subsequent pages will be regarding making an
ADMIT decision
Make Admit Recommendation
• Click on either Details or Recommend link
• If Details, then will need to click on Make
Rec to bring up recommendation page
… Make Admit Recommendation
Recommendation page:
… Make Admit Recommendation
• Recommendations: Select the appropriate
option (Admit, Admit w/ Provisions, Admit w/
Deficiencies.)
•
You must select at least one Admit justification.
• Admit Term & Session: Here you will see the
term/session the student applied to, you as the
department have this one opportunity to make a
term change prior to admittance. Click on the
magnifying glass to view options available.
… Make Admit Recommendation
• Plan / Campus: Here is the plan and campus
the student selected in the application. If you
have multiple campus locations, or plans make
sure they selected the correct options. You again
have this one opportunity to change the plan
code & location before admittance. Check the
drop down to see if there are any options
available.
… Make Admit Recommendation
… Make Admit Recommendation with Deficiencies/Provisions
• The department may determine that a student does not meet the
requirements for a regular admission, you can then make an admit
decision and add either provisions or deficiencies.
• Provisions = student must complete a required amount of
hours and by either their first semester or year. This
information is populated to the official admission letter, if
these provisions are not met they will be dismissed from
the program by the department and Graduate Education
• Deficiencies = foundation courses a student must
complete that are necessary to succeed in the program;
these courses cannot be included on the Plan of Study.
These are monitored by the academic unit, not Graduate
Education and do not appear in admission letter.
Make A Deny Recommendation
The subsequent pages will be regarding making an
DENY decision
…Make A Deny Recommendation
…Make Deny Recommendation
• Unlike making an admit recommendation,
the application does NOT have to be in
‘committee’ status.
• If department wishes to Deny, and not in
“Committee” status will use ‘Quick Deny’ in
File Review. This option is only available
after the application has been active for 31
days.
…Make A Deny Recommendation
If the department wishes to Deny an applicant, but the file is not in committee status (and
the file has been active for 31 days). You will select File Review.
…Make Deny Recommendation
Here, you will choose multiple reasons for the deny as well as add comments.
Student’s will receive a Deny letter as normal Denials & you CANNOT
reverse this, once a Deny decision is made in File Review it is solidified.
Final Note
An evaluation status of committee means
Graduate Education has everything they need,
but does not mean all departmental requirements
have been met
Ensure when making an Admit or Deny decision
you are on the correct student record, once
submitted……..no take backs!