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
Please note that UB is in the process of transitioning to Slate CRM. Some of the functionality and processing that is currently in GrAdMIT may move to the graduate instance of Slate. Slate is a complete information management system with the ability to handle inquiries, applicants, application review, communication, event management, data reporting and much more.
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.
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 GEMS how-to guide:
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, please contact Lisa Coia. If you have questions about using Email Manager, please contact Holly Acito.
When communicating with applicants, it's important that you follow the Graduate School Style Guidelines.
If you have any questions about style, the setup of emails within this tool or need additional training, please contact Holly Acito before enabling any content within Email Manager.
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:
• The body of the email must provide recipients with a clear and conspicuous opportunity to decline (“opt-out”) receiving future messages.
• The university must honor the opt-out or unsubscribe requests within 10 business days of receiving the request.
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.
• The header and subject line must be accurate.
• The subject line must accurately reflect the content of the email.
• The “from” line must be accurate. You cannot use anonymous, fictitious or misleading addresses.
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.
Please contact Lisa Coia (645-5836) 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. If you have any technical issues or non-content related questions, please contact Holly Acito at firstname.lastname@example.org.
Are you an Enrollment Manager with program access? Use the guide below to learn more.