GEMS Blog for Advisors

Policies & Procedures


October 23, 2018

New MGP Feature – Pre-Paid Application Fee Payment Process

Updates & Clarifications (11/7/2018): The new feature in MyGrad that allows programs to pre-pay an application fee is now available.  However, we have received numerous questions and comments from you that made us recognize the need to clarify our original message (included below).  Please review the following four points before using this new feature. The…


September 14, 2018

GEMS Student Advising Hours & Appointments

In order to better serve students, we set up student advising hours earlier this summer. These hours are posted in our Graduate School directory listing. Students can drop-in (no appointment necessary) during certain hours each day or they can schedule an appointment with a GEMS advisor using our request form. Please feel free share this…


GEMS – Unsatisfactory Progress

Please note our new submission process for Low Scholarship / Unsatisfactory Progress. This is a temporary process while GEMS works with our technical team to integrate this process entirely into MyGradProgram. If you have already submitted documents for a particular student, please do not resubmit. To submit a probation status recommendation: 1. Access the Sharepoint…


July 24, 2018

Summer 2018 Graduation: Submit Candidacy & Degree Recommendations

These are reminders for you that will assist GEMS in providing a quick and successful graduation for your students for Summer Quarter 2018. Students must have completed all degree requirements on or before August 17, 2018. Before you recommend graduation in MyGrad (by August 22nd at 5 p.m.), please ensure the following steps have been completed:…


January 5, 2018

Updates to Website for GSR

We have added a footnote to the Graduate School Representative (GSR) section of the Doctoral Supervisory Roles & Responsibilities page: 1As of July 12, 2017, the Graduate School no longer requires a GSR to submit a separate report. The GSR communicates their decision on a doctoral exam on the Warrant per Memo 13. This change was…


August 17, 2017

ROSE Form Discontinued

After discussion with the UW Registrar, GEMS has agreed that the Required Off-Site Education Approval (R.O.S.E.) process will no longer be used as of the 2017-2018 academic year. The link has been removed from our Graduate School forms page. Students who are officially on-leave for reasons related to their educational study should refer to Graduate…


January 19, 2017

Critical reminder: Paid ECDs (Enrollment Confirmation Deposits) guarantee admission for new students

If an applicant pays the ECD after your offer acceptance deadline, the applicant becomes an enrolled student. To prevent a student from accepting your offer and paying the ECD past your stated deadline, you will need to manually decline the offer in MyGrad before the student submits the ECD payment. Instructions for declining an offer…


January 9, 2017

Change in Policy: Admissions Deferrals and Late Applications

Per the e-mail sent to advisors last week: starting Winter 2017, each quarter now has an admissions process deadline – the fifth day of instruction. This date is calendared for each quarter on the Dates & Deadlines page. Please work with your students to ensure that the below actions are conveyed through MyGrad no later…


2017 Dates & Deadlines and RWF Updates

We have updated our Dates & Deadlines page to reflect the 2017 Academic Year. Advisors and students are encouraged to review this page at least once per quarter. Please note the revised deadline for payment of the Registration Waiver Fee (RWF). We’ve moved the payment deadline to the last day of instruction for all RWF…


October 3, 2016

Graduate School Forms

In our efforts to continue to improve efficiency, transparency, and equal access, GEMS is working to ensure that our forms are available on the Graduate School website. Students can access forms at Graduate School Forms. We update these forms frequently; we expect students to use current forms to avoid delays in approval and processing. Recently updated forms include:…



Next page