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Term Change Process

Instructions for Graduate Coordinators on how to request a term change

Term Changes: We have automated the term change process in applicant review. 

The process is initiated by the applicant via written communication to the program. 

If the program approves the term change, please follow the instructions below.
As a reminder, term changes will only be done for admitted applicants.
Applicants will automatically be admitted for the new term, so make sure this is someone you want in your program.  This is the same as last year, although the process has become automated.

    1. To request a term change, go to applicant review and pull your list of applicants.

      1. Click on the applicant that is requesting the term change.

      2. Click on the white Request Term Change button, near the upper right corner

      3. You should only fill out the form If you are approving this term change and want to make the request to the Graduate School, fill in the information on the Request Term Change Form. (an asterisk signifies a required field)

        1. Proof of request should be the email by which the student made the request. We do this to ensure that the applicant and program are both aware of this request.

      4. Click on the submit button to make the request.

    2. Graduate school Staff will have a Term Change list which they will work through to approve/deny the term change request.

    3. Programs have 2 options to view/edit your term change request and see grad school approvals:

      1. Go to the Manage tab in Applicant Review and click on the Term Change Requests button.

        1. Sort by the various column headings to find your applicants. You can Edit or Delete your term change request by clicking on the appropriate Action in the last column.

        2. Please note there are 2 tabs near the upper left of the Manage Term Change Requests List:

          1. Active:  Applicant term changes that are waiting for Graduate School processing.

          2. Processed: Applicant term changes that have been processed by the Graduate School.

        3. Please note that you can view the final decision or the request by clicking on the last column. However, all pertinent information like current term, requested term, decision, process date can be found in the table.  You might just be interested in the decision.

        4. Also note that you can make the request before the applicant has been admitted, but the term change will not be processed until the applicant has been admitted by the Graduate School.

      2. Another way to view your Term Change request is to click on the applicant’s name from your list. Click on the Action History button on the left hand menu and scroll to the bottom of the page.

    4. Multiple programs/plans/subplans on one application:
      We have also created a new code for those applicants that applied to multiple programs/plans/subplans on one application, but made the request for a term change to only one program:

      1. The new code is GTCO and is under the Program Action of APPL.

      2. G: all grad school codes start with a G. TC= Term Change. O: Other program.

      3. Descr is Term change requested in Other program.

      4. This code is used for those programs that are brought along as part of the application, but the actual term change request was made for a different program.

      5. The program in which the term change request was made will have a first row of G07 and all codes from the previous term will be transferred to the new term.  Remember that only applicants that have been admitted can have a term change request done.

        Click on the Request Term Change button to make your term change request.

      6. Applicant review screenshot

        To view requests: Under Manage Tab, click on the Term Change Requests Button.
        Active (not yet processed by Grad School) and Processed (processed by Grad School)
        Decision: Grad School Approve or Deny. IF approved, this will feed into SIS/Infoaccess.

      1. Applicant review screenshot

        Another way to view Term change Requests. Click applicant Name and go to Action History. Scroll to bottom.

        Applicant review screenshot

Keywords:Term change, defer, deferral, instructions, admission, Coordinator, automated, process, change, term, enrollment   Doc ID:111738
Owner:DEBRA K.Group:Graduate School
Created:2021-06-16 15:07 CSTUpdated:2021-06-17 07:29 CST
Sites:Graduate School
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