Training OnBase Training for Faculty Reviewers Jose Martinez Admissions Supervisor Office of Graduate Studies

OnBase Background Information OnBase is a software application that electronically captures, stores, and manages documents. The benefits of OnBase include, but are not limited to: All electronic documents will be in one place; Faculty will be able to read files anywhere at any time There are many modules available; our campus is using the workflow in Financial Aid and now Graduate Admissions.

Graduate Admissions Workflow 1.Documents uploaded to OnBase 2.OGS matches document(s) to applicant and SID 3.OGS/OIA makes initial review 4.If eligible file released to Graduate Coordinator/Director 5.Coordinator/Director assigns file to Faculty Reviewer(s)/Committee 6.Faculty Reviewer(s)/Committee returns to Graduate Coordinator/Director 7.Graduate Coordinator/Director makes recommendation and returns file to OGS/OIA for admission

Family Educational Rights and Privacy Act (FERPA) The confidentiality of all students educational records (university transcripts, financial aid records, class schedules, etc) are governed at all public colleges and universities by a federal law - FERPA. As a staff/faculty, you are a "campus official" whom the university has determined have a "legitimate educational interest" whenever you perform a task that is specified in your position, description, or by a contract agreement, performing a task related to a student's education, performing a task related to the discipline of a student, providing a service or benefit relating to the student (such as health care, advising, counseling, job placement or financial aid). As a “campus official” it is your responsibility to maintain confidentiality of all student educational records your have access to.

Downloading Citrix and Accessing OnBase In order to access OnBase you will need to login to your MySacState account and download and install the Citrix Receiver. Once the receiver has been installed, you will then access OnBase Unity Client from the link on your MySacState account (under the Sacflow section). If the Sacflow box does not appear on your MySacState Login, you may try accessing the software via

First Download and Install the Citrix Receiver SACFLOW OnBase Unity Client link accessible after Citrix has been installed

You will access My Cloud using your Sac State user name and password

Once you have login to “My Cloud,” please select the Sacflow Unity Client. You may still have to Download the Citrix readers for the software to operate properly.

Faculty Review Once the Graduate Coordinator/Director has assigned the applicant file to the Faculty Reviewer(s)/Committee it will move to the Faulty review queue (GA3). Faculty will record their scoring and recommendations and return to Graduate Coordinator/Director.

Once the applicant file has been assigned to faculty it will move to this queue Transcripts and supporting documents may be found in the “Related Items Tab”

When Faculty is ready to review the application, they will highlight the students name in the “Inbox Tab” and select the “Review Applicant” button

After selecting the Review Applicant button, the Graduate Admissions Faculty Review Sheet will appear in the User Interaction Tab. Faculty will rate applicants based on department criteria and save the form.

After the faculty have completed their review they will click here to return the file to the Graduate Coordinator/Director

Questions?