Automated communications sent by the Graduate School

List of automated emails sent out of Slate from the Graduate School Admissions Office

Automated Emails in Slate

As an applicant's application moves through certain steps in the review process, they will prompt automated emails. Many of these emails are similar to the automated emails sent out of Applicant Review, our previous application software. 

Below is a list of automated emails that are sent out of Slate, with a description of their general content, to whom they are sent, and when they are sent. Notable additions and/or changes are highlighted in Green below.

As an applicant is filling out an application

  • Account Creation (Activate Your Account)
    • Subject line: UW-Madison Graduate School Online Registration
    • Sent to: applicant
    • Sent when: an account is set up in Slate before an applicant starts a Slate application
    • Content: activate account link and a temporary pin; also a link to the Graduate Guide

  • Account Email Migration
    • Subject line: Email Change Request - UW-Madison Graduate School 
    • Sent to: applicant
    • Sent when: an applicant requests a change to their email address
    • Content: directions for changing the email in a Slate account

  • Account Password Reset
    • Subject line: Password Reset - UW-Madison Graduate School 
    • Sent to: applicant
    • Sent when: an administrator resets a password or an applicant has forgotten their password and submits a request to change their password from the /apply page
    • Content: reset password instructions

  • Application Creation
    • Subject line: Welcome to the Grad App!
    • Sent to: applicant
    • Sent when: a day after an applicant creates a Slate application
    • Content: appreciation for considering UW-Madison and helpful links to the Graduate Guide, Requirements For Admission page, Becoming a Global Badger page from ISS, and contact information for the Graduate School Office of Admissions

  • Application Submission
    • Subject line: Application Information - University of Wisconsin-Madison Graduate School 
    • Sent to: applicant
    • Sent when: an applicant submits and paid for the application
    • Content: confirmation that application has been submitted; notice that an application cannot be reviewed until payment is complete; notice that directions for activating a NetID will come soon in an email; and some general information about our review process (Program Review first, then review by Graduate School second)

  • Awaiting Payment Reminder
    • Subject line: Awaiting Payment for your UW-Madison Graduate School Application 
    • Sent to: applicant
    • Sent when: 24 hours after application was been submitted but still requires payment and every 14 days after that
    • Content: notice that the application is nearly complete, but the applicant still needs to pay for the application
    • Applicants can unsubscribe from this email 
  • Application Fee - Success
    • Subject line: UW-Madison Graduate School Application Fee Payment Receipt
    • Sent to: applicant
    • Sent when: application fee has been paid
    • Content: receipt of payment with receipt number and payment amount
  • Recommendation Request (To Recommender)
    • Subject line: Recommendation Request for {{preferred}} to the UW-Madison Graduate School
    • Sent to: recommender
    • Sent when: an applicant requests one through the Slate application
    • Content: directions for the recommender on how to submit a letter of recommendation; personalized message to recommender if the applicant wrote one; a link to the recommendation portal; and a notice that the applicant has waived their right to view the recommendation

  • Recommendation Submission (To Recommender)
    • Subject line: UW-Madison Recommendation Submitted
    • Sent to: recommender
    • Sent when: the recommendation is received and stored in Slate
    • Content: confirmation that a letter of recommendation has been received

  • Recommendation Submission (To Applicant)
    • Subject line: Recommendation received by {{reference_name}}
    • Sent to: applicant
    • Sent when: the recommendation is received and stored in Slate
    • Content: notice that a recommender has provided a letter of recommendation with the reference's name

 

After an applicant has submitted an application

  • Activate Your NetID
    • Subject line: Activate Your NetID - UW-Madison Graduate School
    • Sent to: applicant
    • Sent when: after the Application Submission email (above) has been sent and after the student has been given a campus ID
    • Content: directions for setting up a UW-Madison NetID; the applicant's campus ID; and directions to contact DoIT if there are issues

  • Missing Checklist Items recurring email (residency, recs)
    • Subject line: Missing Application Checklist Items - UW-Madison Graduate School 
    • Sent to: applicant
    • Sent when: an applicant still has missing items in their checklist (e.g., residency form or recommendations)
    • Content: a notice that checklist items are missing; a list of items needed to be completed; a link to their application status page; information on how to contact the program if they are no longer interested in attending the program
    • Applicants can unsubscribe from this email

 

After an applicant has been recommended by the program

  • Official Transcript Request (upon getting G02) One-Time
    • Subject line: Official Transcript Request for Admission to UW-Madison Graduate School 
    • Sent to: recommended applicant without official transcripts on record (excluding UW-Madison alums)
    • Sent when: student is recommended and still needs to send official transcripts; the application will be in the G02 bin in the Graduate School workflow
    • Content: notice that the program has recommended the student for admission; directions for how to submit official transcripts to the Graduate School; notice that submitted transcripts will become property of the UW-Madison Graduate School

  • Missing official transcript(s) email after program recommend G02 (recurring email)
    • Subject line: Official Transcript Still Needed for Admission to UW-Madison Graduate School
    • Sent to: recommended applicant (excluding UW-Madison alums)
    • Sent when: every 3 weeks after being recommended and official transcripts have still not been received; the application will be in the G02 bin in the Graduate School workflow
    • Content: notice that we still need transcripts plus directions for sending transcripts
    • Applicants can unsubscribe from this email

  • English Proficiency Scores Required (upon being put in G35 bin)
    • Subject line: English Proficiency Scores Required
    • Sent to: international recommended applicant without official English proficiency results on record
    • Sent when: applicant has been recommended for admission but the Graduate School has determined the student has not yet met English proficiency requirements; the application will be in the G35 bin in the Graduate School workflow
    • Content: notice that the applicant has yet to provide English proficiency test results; directions for how to submit official test results to the Graduate School

  • Missing English Proficiency email after recommend remind (recurring email):
    • Subject line: Missing English Proficiency Test Results - UW-Madison
    • Sent to: international recommended applicant without official English proficiency results on record; the application will be in the G35 bin in the Graduate School workflow
    • Sent when: every 2 weeks after being recommended for admission
    • Content: notice that the Graduate School has yet to receive official English proficiency test results; directions for how to send TOEFL, IELTS, and Duolingo results
    • Applicants can unsubscribe from this email
  • Recommended for Multiple Programs at UW-Madison, Response Needed
    • Subject line: Recommended for Multiple Programs at UW-Madison, Response Needed
    • Sent to: applicants who have been recommended for admission to two or more programs
    • Sent when: upon being recommended for another program
    • Content: notice that the applicant has been recommended for admission to multiple programs; the list of the programs to which the applicant has been recommended admission; directions to respond to the email with their desired choice and/or if they wish to pursue multiple programs

 

After an applicant has been admitted, withdrawn, or denied by the Graduate School

  • Decision Notification
    • Subject line: Decision Notification - UW-Madison Graduate School
    • Sent to: any applicant that has been admitted, withdrawn, or denied admission
    • Sent when: a decision (admitted/denied) is confirmed and released with a decision letter assigned
    • Content: directions for the applicant to check their status page for an update on their application; please note that a decision of admission will not be present in the email itself, so the applicant will have to log into their account to see if they've been admitted

  • Decision Reply Reminder
    • Subject line: Reminder to Complete Your Decision Reply Form - UW-Madison Graduate School 
    • Sent to: any applicant who has been admitted for 24 hours, but has yet to fill out the decision reply form
    • Sent when: a decision reply form has not been filled out for 24 hours and then every 2 weeks after that
    • Content: directions to fill out the decision reply form in the status page; a link to the status page
    • Applicants can unsubscribe from this email
  • Terra Dotta
    • Subject line: I-20 / DS-2019 and Terra Dotta Information for UW-Madison
    • Sent to: admitted international applicant
    • Sent when: one day after an international applicant has been admitted to the Graduate School
    • Content: directions for accessing Terra Dotta and links to the Becoming a Global Badger and Terra Dotta Tutorials pages

  • ESLAT (upon admit with ESLAT tag)
    • Subject line: ESLAT required at UW-Madison 
    • Sent to: admitted applicant with an English proficiency score in the range that requires taking the ESLAT
    • Sent when: after the applicant has been admitted with the Needs ESLAT tag
    • Content: notice that the applicant will need to take the ESLAT, which will determine if the student should take ESL courses in the first year of study at UW-Madison; notice that if the applicant is able to supply an English proficiency test score above the minimum requirements they need to send those scores in and email Graduate Admissions

  • Informative welcome email to admitted students (coming Fall 2025)
    • Subject line: Welcome to the UW-Madison Graduate School!
    • Sent to: applicants who have accepted their offer of admission and those who have yet to indicate their intention to accept/decline the offer of admission
    • Sent when: a week after the applicant has been admitted
    • Content: information about housing, living in Madison, funding and financial aid resources, McBurney Disability Resource Center, links to the Academic Calendar and the Office of the Registrar Dates & Deadlines

Keywords:
Slate email communications Graduate School central admissions automated
Doc ID:
131622
Owned by:
Eric L. in Graduate School
Created:
2023-09-21
Updated:
2025-06-04
Sites:
Graduate School
Clean URL:
https://kb.wisc.edu/slate-automated-communications