Graduate Enrollment FAQs

What is GrAdMIT?

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.

What role does the department play?

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:

  • Tracking/processing applications.
  • Ensuring applicants have submitted the required documents online and official test scores have been received online (including international students).
  • Reviewing applications and making admission decisions.
  • Working with International Admissions to ensure that accepted international students have provided all the documentation necessary for the University to issue a certificate of eligibility for visa purposes.
  • Communicating with applicants during the admissions process.
  • Following up on incomplete applications.
  • Keeping abreast of enhancements to GrAdMIT.

What role does International Admissions play?

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.

How does Graduate Enrollment Management Services help?

Graduate Enrollment Management Services oversees GrAdMIT and is responsible for:

  • Training academic unit staff to use the system.
  • Verifying documentation for permanent residents and ensuring their records get into hUB.
  • Processing applications that have been petitioned for admission that do not meet the minimum institutional requirements.
  • Scheduling and distributing automated customizable communications to applicants and accepted applicants via GrAdMIT's Email Manager tool. (GEMS is responsible for global procedural graduate communications. Academic units are responsible for communicating with applicants. GEMS will help you setup and train you how to maintain communications in Email Manager.)
  • Setting up new applications when new degree/certificate programs are approved.
  • Working with the programmer to create enhancements/updates based on user feedback.
  • Monitoring and reconciliation of errors between GrAdMIT and hUB.
  • Importing professional school applicant data from national application services into GrAdMIT.
  • Reporting to senior leadership, campus constituents and responding to surveys from external agencies on graduate and professional school admission activity.
  • Managing the associated electronic application fee system.

What is ePay?

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.

How do I link application fee payments in GrAdMIT?

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.

How do I copy an application in GrAdMIT?

This function is ONLY to be used when…

  • An applicant is deferring to a semester in the future.
  • An applicant is changing from one program to another within the same academic area (this can be done by the department).
  • An applicant is changing to another program outside the current academic area, within the same term (this must be done by GEMS).

See the how-to guide below for more information.

Where can I find GRE or TOEFL Scores?

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 need access to the ETS Portal, you can request access here. If you have any questions regarding these instructions or the score linking process, please contact Lisa Coia at lccoia@buffalo.edu.

What is Email Manager?

If you have any questions about style, the setup of emails within this tool or need additional training, please contact Lisa Coia at lccoia@buffalo.edu 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 lccoia@buffalo.edu.

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.

What rules should I follow when emailing prospective students?

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.

Examples: 

  • Tickets for a play, movie or event where there is a charge for admittance. It does not matter whether the event is on or off campus.
  • Emails sent to prospective students. This applies even if the prospective student initiates the email communication.
  • An emailing offering to sell computers, cars, furniture, etc. This applies whether you are offering the item through your capacity as a university employee or using your email account for personal use.
  • Emails sent by an external organization on behalf of the university. For example, a marketing or publishing company that sends emails that contains promotions for a commercial product or service such as an athletic event, play or exhibit.
  • An email that has a web link to a university site that promotes a product or service.

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:

  • The subject line of the email message would lead a recipient to conclude that the message advertises or promotes a product or service; or
  • The body of the email does not set forth the message’s transactional or relationship content at the beginning of the message; and
  • A recipient’s reasonable interpretation of the body of the email would lead the recipient to conclude that the primary purpose of the messages is to advertise or promote a product or service.

Factors for evaluating the body of the email include:

  • The placement of the commercial content in the body of the email.
  • The proportion of the message that is dedicated to the commercial content.
  • The color, graphics, type size and style the email used to highlight the commercial content.

CAN-SPAM requires commercial emails have the following characteristics:

Opt-Out Link  

  • 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.

Valid Email Information 

  • 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.      

Examples:

  • Human resources sending email directly related to benefit plans in which the recipient is currently involved, participating or enrolled. An email describing changes in benefits would be exempt, while an email describing discounts for products or services would require the characteristics described above. Financial Aid sending email related to loans and grants for which the student is either currently receiving or has applied for consideration.
  • An electronic message that details charges owed to the university.
  • Announcements of free events or services. If any money is collected, whether or not it is clearly indicated in the email, the law applies and would require the characteristics described above. Additional campus policies provide guidelines regarding the appropriate use of communication channels for events and services. 
  • An electronic newsletter sent by an external organization on behalf of the university that does not contain any solicitation or advertisement of product or services.
  • While email that is clearly not commercial in nature is exempt from the disclaimer, it may be prudent to offer individuals an opportunity to opt-out from your list. This would not be applicable to emails that involve a transactional relationship.

What is the Faculty Review Portal?

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 lccoia@buffalo.edu.

Please see the how-to guide below for information on how to review applications in GrAdMIT.

Who should I contact if I have GrAdMIT or ePay questions?

Please contact Lisa Coia at lccoia@buffalo.edu for assistance with GrAdMIT and ePay.

How can I change how my program information appears on grad.buffalo.edu?

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.