Summary

The Graduate Coordinator Portal is a new feature in Slate that allows Graduate Coordinators to review and sort their applications outside of the Reader and queries. In the Graduate Coordinator portal, users can perform actions such as:

• Track application progress beyond your workflow

• Filter and sort applications

• Add applications to groups

• Set up bulk email lists

• And (potentially) more!

You can learn more about the Graduate Coordinator Portal by watching the 6 minute introductory video by clicking the button below:

Graduate Coordinator Portal Intro Video  

How to access the Graduate Coordinator Portal in the live Slate environment

1. Log into Slate
2. On the homepage, there will be a link to the Graduate Coordinator Portal listed at the top of the Homepage queries. (Please note that we are currently working on updating the look of the Homepage, so where this link exists might change soon.)

Tour of the Graduate Coordinator Portal

Tabs

The Graduate Coordinator Portal is organized into four tabs:

1. Home: This tab is where you first land when accessing the Graduate Coordinator Portal from the Slate homepage. In this tab, you will be asked to select which term of applications you wish to work with. Once you select a term, the other three tabs will appear. You can return to this tab to change the selected term, which will affect which applications will populate in the All Submitted Apps tab and the All Unsubmitted Apps tab.
   
   
2. All Submitted Apps: This tab will allow you to filter, sort, and take actions on all of your programs' submitted applications.
   
   
3. All Unsubmitted Apps: This tab will allow you to filter, sort, and take actions on all unusubmitted applications.
4. Email Batch Apps: This tab compiles all of the applications that you have added to your Email Batch. For directions on how to use this tab to create bulk emails, see the Use Graduate Coordinator Portal to Set Up a Bulk Email KB document.

Filters

At the top of each tab (besides the Home tab) you will see available filters you can use to filter the list of applications populated in the portal. The All Submitted Applications tab will show all of filters listed here and shown in the screenshot below. The All Unsubmitted Apps tab and the Email Batch Apps tab have fewer available filters.

• In Email Batch?: Use this filter to show all applications in the selected term (All), just the applications that are within the term and in the Email Batch (Yes), or just the applications that are not within the Email Batch (No).
• Recommended?: Use this filter to show all applications in the selected term (All), just the applications that have been recommended for admission by your program(s) (Yes), or just the applications that have not been recommended for admission to your program(s): :
• Admitted?: Use this filter to show all applications in the selected term (All), just the applications that have been fully admitted to the Graduate School (Yes), or just the applications that have not been fully admitted to the Graduate School.
• My Programs: The list of your affiliated programs will automatically show up here. Select the ones you wish to display in the portal. When you enter the Graduate Coordinator Portal, all of your programs will be selected by default.
• Current Bin: You can filter down to which workflow bin applications currently reside in. By default, all bins are selected. The top "Select All" option can be used to either select all or deselect all of the bins.
• Domestic or Intl: This filter can be used to filter applications from applicants who are domestic applicants (Domestic), international applicants whose mailing address is listed within the United States (Intl In), and international applicants whose mailing address is listed outside of the United States (Intl Out). There is also an "Unknown" option which will include anyone that does not fit those categorizations.
• Decisions: This filter is based on the applicant's latest decision -- admit, deny, withdrawn, or no decision (none). All of these are selected by default.
• Columns: These don't actually filter anything; rather these are the columns that are displayed in the populated list of applications. The following are the columns that are listed by default (though there are many more columns of data to choose from):
  
  • Campus ID
  • First
  • Last
  • Email
  • Program
  • Term
  • Submitted?
  • Decision
  • Email Batch?
  • Dom Intl In/Out (that is the application type: domestic, international in, or international out)
  • Current Bin

Action Buttons

There are five actions you can take in the Graduate Coordinator Portal, which come in the form of the five buttons shown below: 

• Select / Deselect All: Selects or deselects all visible rows.
• Add to Email Batch: Adds selected rows to the Email Batch. All rows added to the Email Batch can be accessed in the Email Batch Apps tab. For directions on how to use this action to create bulk emails, see the Use Graduate Coordinator Portal to Set Up a Bulk Email KB document.
• Remove from Email Batch: Removes selected rows from the Email Batch.
• Add / Remove Group: Opens up a window to add/remove rows to a group. To see how how this functionality works, go to the Groups in Slate KB document.
• Export All Visible Rows to CSV: Creates a CSV file of only the visible rows. You can use the filters above to refine your list before exporting. (Please note that selecting and/or deselecting rows has no effect on which rows will be exported in the CSV file.)

Search Bar

Located to the right and just above the list of applications is a search bar, which you can use to search the applications. This search bar will allow you to search any visible column's information, so you can search by applicant name, campus ID, program, decision, etc.

Populated Applications

This is the dynamic list of applications that will populate based on the filters applied.

If you click on the linked first or last name of a row, it will open another tab and bring you directly to that applicant's application tab in Slate.

Want to experiment first? Access the Graduate Coordinator Portal in the Test Environment

If you wish to play around with the feature just to test it out, you can do so in the Slate Test Environment.

1. Log into the Slate Test Environment by going to https://wmg.test.technolutions.net/manage/. (You may need to log in with your UW-Madison NetID and Password first.)
2. In the TEST - Homepage Queries section on the front page, select the Grad Coord Portal link (see screenshot below).
   
   
   
   
   
3. Select the term you wish to review applications.
   
   
   
   
4. Select whether you wish to review submitted or unsubmitted applications for that term.
   
   
   
   
5. Play around with the portal, see how it works, try things out, and provide feedback! Email Austen Vizcarra at ajvizcarra@wisc.edu with your comments.