GrAdMIT (UB's graduate online application system) is a highly
customizable web-based application system that allows students to
apply online, departments to manage applications electronically and
applicants the ability to submit unofficial transcripts and other
documents online without the need to submit paper documents.
Each academic unit at UB receives and processes applications for graduate admission. Admission decisions are completely decentralized. In most cases, applications are processed and decisioned by faculty or staff in the department. These faculty and staff can vary even down to the degree level and they are responsible for:
International Admissions plays in integral role in UB's graduate recruitment, admissions, enrollment and retention. Visit UB's International Graduate Admissions Resource Center (IGARC) which provides up-to-date information to academic units (departments and schools) about the policies and procedures for admitting international students to UB.
Graduate Enrollment Management Services oversees GrAdMIT and is responsible for:
This system allows students to pay their application fee and tuition deposit online and allows academic units/departments to track and receive electronic fee payments. GEMS assists Academic Computing Services and accounting with the management of the online system for application fee payment in conjunction the GrAdMIT function. Additionally, GEMS assists with the setup of new accounts when new degree programs are created for ePay application activation, as well as responding to applicants who are having difficulty using the system when they contact our office directly with application fee ePayment issues.
Use the how-to guide below to help link application fees that were paid (you can see so in ePay) but were either not linked in GrAdMIT or are currently linked to the incorrect application within GrAdMIT.
This function is ONLY to be used when…
See the how-to guide below for more information.
Missing GRE and TOEFL scores can usually be found in the ETS Data Manager
portal. For instructions on accessing the portal and searching
for score reports, please see the how-to guide below.
If you have any questions about style, the setup of emails within this tool or need additional training, please contact Lisa Coia at email@example.com before enabling any content within Email Manager.
Email Manager is a communication automation tool that allows users (with appropriate permissions) to email anyone who has started a UB application, been imported into GrAdMIT, is in the process of applying or has newly enrolled at UB. Email Manager access is limited to graduate enrollment managers only, as this tool is extremely powerful. If you would like access to Email Manager or have any questions about using Email Manager, please contact Lisa Coia at firstname.lastname@example.org.
When communicating with applicants, it's important that you follow the guidelines set forth on the Graduate School Style Guidelines page.
Watch the Email Manager training video:
GEMS maintains an Email Manager Dictionary, which is a helpful spreadsheet that outlines what filters are available within GrAdMIT and how you can apply email filters in Email Manager campaigns.
Congress signed the “Controlling the Assault of Non-Solicited Pornography and Marketing Act of 2003” (“CAN-SPAM”) into law in January 2004. The purpose of CAN-SPAM is to provide relief from unwanted spam email messages. The law covers both unsolicited emails, as well as electronic communications where the recipient has initiated the exchange. Non-compliance with CAN-SPAM constitutes “unfair or deceptive acts or practices” that may result in both criminal and civil penalties.
There is no general exception to CAN-SPAM for nonprofits or institutions of higher education. However, CAN-SPAM only applies to emails that are “commercial” in nature.
A commercial email is “any electronic mail message the primary purpose of which is the commercial advertisement or promotion of a commercial product or service (including content on an internet website operated for a commercial purpose.)” This would include emails that promote for profit or revenue generating activities.
CAN-SPAM only covers emails whose primary purpose is commercial. If an email contains only commercial content, then the primary purpose would be commercial. However, if an email contains both commercial content and non-commercial material (i.e., transactional or relationship content) the primary purpose is commercial if:
Factors for evaluating the body of the email include:
CAN-SPAM requires commercial emails have the following characteristics:
Valid Return Address
The email must contain a valid return email address or internet-based reply mechanism to comply with the opt-out option. This must work for 30-days past the send date of the message.
Valid Email Information
CAN-SPAM does not apply to email that is directly related to an employment or transactional relationship or is non-commercial. A transactional message must contain a proper routing or tracking number.
These components or "modules" are typically set up by graduate enrollment managers and used by faculty to review applications electronically. In order to setup and utilize these components you must first have the appropriate permissions and user settings. If you are a graduate enrollment manager and do not see options for "App. Setup" or "App. Review Sections" in your GrAdMIT Setup menu, please contact Lisa Coia at email@example.com.
Please see the how-to guide below for information on how to
review applications in GrAdMIT.
Please contact Lisa Coia at firstname.lastname@example.org for assistance with GrAdMIT and ePay.
Academic program information on the web is actually controlled and maintained within GrAdMIT. All programs that appear in the list as well as program information details can only be updated through GrAdMIT by those with the appropriate security access. Typically, the designated enrollment manager from your academic unit would be the person you should contact regarding updates.
Use the how-to guide below to learn more about how to verify and
publish GrAdMIT program information online.