Dear Colleagues,
We are pleased to announce that the first phase of the Admissions Module of the Graduate Student Management System, or GSMS, is now live! Training resources, including job aids, are available to reference on the GSMS training site. Please note that access to the training site is limited. If you would like to request access, please send an email to gsmsfeedback@ucr.edu.
As shared in our last communication, programs will use the GSMS Admissions Module to build the Summer and Fall 2026 financial charts (recruitment packages). You may watch the recorded training sessions on the GSMS training site should you need a refresher on admissions support type creation, creating and applying templates, and the routing approval and the revision process.
Moving Away from GradSIS
As we start moving admissions processes to GSMS, you can also expect to begin moving away from using GradSIS in your day-to-day operations. Given that the system’s functionality will be available in GSMS, decommissioning GradSIS will help us modernize the graduate admission process. However, GradSIS will not be fully retired until Summer 2026.
What to Expect from GSMS Admissions
Here’s what you can anticipate as you begin utilizing the Admissions Module of GSMS:
● The system workflow has been updated to account for new roles that were not previously factored into GradSIS due to changes in how funding is now managed.
● GSMS automates some of the manual tasks you perform, such as the loading of fees and NRT, to minimize user entry errors and chart updates.
● GSMS reduces red tape in business processes. Program staff may flag applications with no funding in bulk and forward them to the Graduate Division, eliminating the need for Graduate Advisor approval. They may also apply templates in bulk for applicants with the same residency type.
● There is more flexibility at the start of building charts to ensure that the process does not have to start with Graduate Staff; Graduate Advisors can now initiate the process.
● The revision process can now be initiated by the programs.
● Google Data Explorer, accessed via Looker, helps programs and colleges track real-time numbers to ensure targets are not exceeded. This also enables real-time tracking of college spending.
● Users can see where all charts are in the recruitment process.
Join the GSMS Office Hours
The Graduate Division and ITS will hold a series of virtual office hours for GSMS Admissions users throughout the month of January. If you have any questions or concerns regarding the new system, please join us on the following dates to receive direct assistance from the team:
● January 9 from 2:00 to 3:00 pm (Zoom Meeting link)
● January 15 from 10:00 to 11:00 am (Zoom Meeting link)
● January 23 from 2:00 to 3:00 pm (Zoom Meeting link)
● January 27 from 4:00 to 5:00 pm (Zoom Meeting link)
For more information about GSMS, please visit our website. If you have questions or concerns, email the project team at gsmsfeedback@ucr.edu.
Sincerely,
Lidia Kos
Vice Provost and Dean of Graduate Studies
Graduate Division
Teri Eckman
Executive Director for Campus Enterprise Applications
Information Technology Solutions