Topics Map > Recruitment
Topics Map > Admissions
Topics Map > Training
Topics Map > Communications

Admissions and New Student Communication

This resource provides an overview of admissions steps, timeline, and various communication that new fall semester admits receive from the university. The steps and timing are relevant to spring and summer admits too, although dates will be different.

Click the plus (+) icons to read details about each step.

Steps Timing

Application for fall 2019 admission opened on September 6, 2018.
Application always opens the first day of classes.

  • Applicant Submits Application
    • Applicant receives email to activate their application account that they just created.  View a sample of this email.

    • After submitting the application, applicant receives an email confirming successful submission.  View a sample of this email.

    • A campus ID is generated by SIS that evening and an email containing the campus ID number is sent to the applicant the next day. The upload runs Monday through Saturday in the PM. Those who apply on Sunday will not receive an email until Tuesday morning.    View a sample of this email.

    • Applicant will appear in SIS after the nightly upload.

Programs set their own application deadlines by term.
Most fall deadlines are late December or January.

  • Program Reviews Application
    • Applicant Status Check states that the application is under review.

    • Applicant will not receive any communication from the Graduate School until program recommends for admission.

  • Program Recommends Applicant for Admission
    • After program enters recommendation code of G60, the automated G02 code triggers an email instructing applicant to provide official transcripts.  View a sample of this email.

    • If an applicant already has official transcripts in Applicant Review (e.g. if applicant sent official transcripts early), he/she will not receive the G02 code or transcript email.  Graduate School staff will determine if the G02 code needs to be manually added to trigger the transcript email.

  • Applicant sends official transcript
    • Graduate School transcript processing takes two weeks for processing during busy season; there are no further delays if everything is correct.

    • Domestic Students 
      The Graduate School receives the official transcript and uploads the transcript in Applicant Review under Documents. The document type will be official transcript and programs can also review it or download the transcript for their records. 

    • International Students
      The Graduate School reviews official transcripts and checks for program funding. 

      If the applicant has full program funding, he/she is admitted, and the Graduate School begins the process of creating an I-20. This generally will take 2-3 business days. When the I-20 is ready for shipping, the Graduate School contacts the applicant by email through applicant review to make arrangements and waits for the applicant's response. 

      When the applicant has partial program funding or no funding, the Graduate School requests that the applicant submit financial information showing sufficient funds for the first year of graduate study. This part of the process varies in the length of time because it depends on how quickly the applicant submits the required financial information. Once the applicant submits the financial information, and it is approved, the Graduate School will process the admission and begin creating the I-20. The Graduate School can take 2-3 business days to process the I-20. 

  • Graduate School admits applicant

Onboarding emails begin in late May. First is a welcome from the Dean.
Matriculation date is June 13, 2019 for fall 2019.  Usually this is 2 weeks before enrollment.

  • Graduate School matriculates applicant, becomes student
    • The last step of the admissions process is matriculation.  Matriculation occurs two weeks before the enrollment appointment date.  At this point, admission panels grey out so admission staff can no longer make changes.  The admissions stack is made available to the Registrar’s office so they know who is coming. The Registrar’s office runs term activation, which is the eligible to enroll file. 

    • At term activation O365 (WiscMail) email address is assigned.  Students can begin using O365 email and calendar, which will automatically appear for them in MyUW.  No notification is sent to them about this.

    • The Office of the Registrar posts the enrollment appointment dates on their website.  For 2019, due to the scheduled SIS outage, there will be no enrollment access June 28 at 4pm to July 8 at 8am.  View the Office of the Registrar's email that is sent at matriculation.  

    • The Bursar places Terms and Conditions enrollment holds, which inform graduate students of their financial responsibilities associated with enrolling for classes and explains consequences of not meeting obligations. Enrollment holds are removed automatically when students complete the agreement in their Student Center.

Second onboarding email sent in late June.
Enrollment date is June 24, 2019, varies slightly each year.
ISS emails new international students several times; for example, in 2018, July 12, July 27, August 3, and August 21.
New Graduate Student Welcome invitation sent July 16, 2019, reminder August 13.

  • Student enrolls in classes
    • Graduate students are held accountable to all Office of the Registrar and Graduate School deadlines after enrollment.

    • When students enroll in classes, they are able to get their Wiscards.

    • Students can pick up their bus pass the week before the semester begins, but must have their Wiscard first.

    • At this point they are Badgers!  All campus resources are available to them.

Early August UHS emails notification about Violence Prevention training.
New Graduate Student Welcome is the Wednesday before fall semester begins.

Other common questions:

  • When are graduate students eligible for financial aid? Does the Office of Student Financial Aid contact them?
    • There is no typical timing for graduate students when it comes to financial aid. The FAFSA becomes available each year on October 1st for the following academic year. For example, the 2019-2020 FAFSA became available October 1, 2018. Students could then submit that FAFSA throughout the entire academic year the funding is for. This means a graduate student first attending during the 2019-2020 academic year could wait until April 2020 to submit their FAFSA and still get financial aid for the 2019-2020 academic year.

      Many graduate students wait to submit the FAFSA until they know whether they have been awarded other funding like assistantships. Graduate students are also much more likely than undergrads to submit the FAFSA after they’ve gotten their tuition bill and sometimes even after the academic year has begun.  

      The Office of Student Financial Aid (OSFA) does not reach out to prospective graduate students to prompt them to submit the FAFSA.  They do remind continuing graduate students when the FAFSA becomes available each fall, as well as remind them of other resources the office provides.

      If a graduate student submits the FAFSA to apply for financial aid, OSFA will communicate with them in the following ways: an email request to report through MyUW Student Center any support/aid including fellowship, assistantship (teaching, project, or research), traineeship, tuition funding, or other scholarship from a graduate department or external agency during the fall/spring academic year; an email PDF of the financial aid award offer; and an email notification that first time federal loan borrowers are required to complete a Master Promissory Note and typically Entrance Counseling.

  • When can newly admitted graduate students can apply for jobs in the Student Job Center?
    • The Student Job Center is public access, so anyone can view posted positions at any time.  However, HR has some more specifications for when they can begin working:

      Semester Eligibility. A student may not be employed prior to the first payroll calendar day of the student's first semester of enrollment. Summer eligibility is the only exception (see below). Students who graduate, or complete an academic semester and will not be enrolling in the following semester may continue to be employed as a Student Hourly only through the last day of the student hourly pay period of the completed semester. Students who withdraw from school during a semester are no longer eligible for Student Hourly employment as of the date of withdrawal.

      Summer Eligibility. Any student who has been accepted for fall enrollment, or is continuing in the fall semester after completion of the spring semester or is enrolled during the summer is eligible for summer employment. For non-UW–Madison students, the unit must confirm the individual’s eligibility as stated above.

      Note that each job will have different application deadlines and start dates.

  • When can newly admitted graduate students access and apply for funding through Academic Works (formerly Scholarships@UW)?
    • Anyone will have access to view the various funds offered through Academic Works.  But a student needs to have activated his/her NetID and password to be able to access the application and tracking portion of the website.

Keywords:Flowchart flow chart admissions processes communication new admits applicant recruitment steps procedure   Doc ID:84285
Owner:Alissa E.Group:Graduate School
Created:2018-07-25 14:36 CDTUpdated:2019-07-10 13:48 CDT
Sites:Graduate School
Feedback:  1   0