Pools & Workflow ADMIT

Pools When you first log in the applications will not be visible, you will need to click on a specific Pool to view applications. As you can see there are several different folders in the left-hand side of the screen with a series of sub-folders known as Pools in Admit terminology. Click on the plus (+) signs next to the pool headers to expand the list and see the sub folder pools. Note: PhD Coordinators will see all applications submitted to date for your individual department. Individual Reviewers and Committee Review will only see those assigned specifically to them.

Admit Pools Department Pool – When applications are SUBMITTED by the applicant they will flow to this pool. This pool is a high-level view of all submitted applications in your individual department. Coordinators and Administrators can use this pool to monitor activity on applications, see where the application is in the review process, run reports on applicants, and review all final decisions. Applications should not be removed, moved or added to this pool. Coordinator Pool - When applications are SUBMITTED by the applicant they will also flow to this pool. Coordinators will review the application(s) and assign applications to faculty members for reading, send it for committee review, put it on hold, tag, or make a preliminary decision (Coordinator decision). Coordinators will review application files for their department. Coordinators can review files only for their own department. A note on incomplete/complete applications: An application is incomplete if the Letter of Recommendation Status displays as Needed. Once all letters of recommendation are received for the application, Recommendation Status displays as Complete. Coordinators may choose to assign and/or review applications missing letters of recommendation.

Admit Pools Faculty Review Pool – Applications can only be assigned to faculty members from this pool. Faculty members will access this pool to review/read an application. Applications assigned to faculty members for review will be available in this pool for review. After all assigned reviewers for an application have completed his/her review and commentary, applications from this queue will automatically move to the Decisions Pool. Alternatively, Coordinators may also manually unassign an application and/or move the application to a different pool. For reviewers, the application that is assigned to them for review will be either a) Orange when assigned or b) Green when the have completed an evaluation for the applicant. Faculty reviewers may choose to review the applicant and complete the Evaluation Questions either from the applicant’s Faculty Evaluations Tab or from Admit Reader.

Admit Pools Screenshot: Faculty Evaluation tab in Applicant’s file

Admit Pools Committee Review Pool –Usually the applications that have made the “final cut” and are ready to be reviewed by the Decision Committee for an individual program will be moved to this pool. The Admissions Committee for your department will view the assigned applications in this pool. Coordinators may manually move application to this pool or use the Committee Review tag to moves applications to this pool. Coordinators must manually remove applications from this pool. Decisions Pool – This pool holds applications that the Coordinator has decided to hold onto e.g., has not decided to reject or admit yet, or has not decided to assigned to a reviewer. Once the Coordinator is ready to make a decision on an application, the application can be moved manually or automatically moved via triggered to the decisions sub-folders: NOTE: When a Coordinator assigns a decision of admit, deny, waitlist or withdraw (I.E. application is moved to a decision sub-folder, tagged with a Coordinator decision or the Coordinator assigns a decision in the applicant’s file) it automatically triggers an action to the Vice Dean and Doctoral Office.

Admit Pools Admit Pool – Applications the Coordinator would like to offer admission. Once an application is placed in the Admit pool, the Vice Dean will receive a notification to review. If the Vice Dean approves, the Doctoral office will run a background and test check on the applicant. The Coordinator will then receive a notification from the Doctoral office that an offer letter can be sent to the admit. Waitlist Pool - Applications that the Coordinator would like to have approved by the Vice Dean if an offer of admission occurs. On Waitlist the application will be sent to the Vice Dean for review. The Coordinator will receive a notification of the Vice Deans Decision (Waitlist or Reject) and the application will return to the Decisions Pool until the Coordinator makes a final decision on the application. Withdraw Pool – Applications that have been withdrawn by the Applicant, Vice Dean review is not required to be entered into this queue. Reject Pool – Applications that have been rejected by the Coordinator, Vice Dean review is not required to reject. Applicants with a Coordinator Decision of Reject will receive a deny notice from the Doctoral Programs office.