Office of Research and Graduate Studies BDM Rubber Stamp Graduate Admissions Review

Please send feedback to sacosta@fgcu.edu Revised 1.29.2019

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Table of Contents BDM Login ..................................................................................................................................................... 2

Launching FGCU-S-GRADSTUDIES Application .............................................................................................. 3

Setting up a custom query ............................................................................................................................ 4

Running your custom query .......................................................................................................................... 6

Rubber Stamp Approval Process ................................................................................................................... 7

Rubber Stamp selection ................................................................................................................................ 8

Adding a text field to the Comments section ............................................................................................... 9

Modify Routing Status ................................................................................................................................ 10

Office of Research and Graduate Studies BDM Rubber Stamp Graduate Admissions Review

Please send feedback to sacosta@fgcu.edu Revised 1.29.2019

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BDM Login

1. Ensure you are using Chrome as your internet browser

2. Login to Banner http://banner.fgcu.edu/

3. Select the BDM Production link.

4. Enter your Banner Username and Password, if prompted. (You may be logged in automatically due to single sign on)

Helpful hint: Use the ITS Application Password Reset and Unlock Form if you have forgotten your Banner password or locked your account.

NOTE: The ‘System Name’ on the BTS Application Password Reset and Unlock Form is Banner – FGPO for

Banner Production

Office of Research and Graduate Studies BDM Rubber Stamp Graduate Admissions Review

Please send feedback to sacosta@fgcu.edu Revised 1.29.2019

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Launching FGCU-S-GRADSTUDIES Application

1. Double click the ‘FGCU-S-GRADSTUDIES’ link.

2. Select New Query.

The Query Criteria Window for the ‘FGCU-S-GRADSTUDIES’ application opens. This is where you can begin to

search for documents.

Setting up a custom query

From the Query Criteria window, you may customize a query to locate your Admissions Summary documents for

the term. The existence of the Admissions Summary document (formerly named GAR) signifies that an

application is complete and ready for your review.

1. Select DOCUMENT TYPE: Admissions Summary

2. Select TERM CODE: This varies depending on the term you would like to search

a. Format – Year and Term (01 = Spring; 05 = Summer; 08 = Fall)

i. Example: 202008 is equivalent to Fall 2020 term

3. Select ROUTING STATUS: Program Leader Review

a. Admissions Summary documents with a ROUTING STATUS of ‘PROGRAM LEADER REVIEW’ is

your indication there are applications in your queue waiting to be reviewed for an admission

decision.

Office of Research and Graduate Studies BDM Rubber Stamp Graduate Admissions Review

Please send feedback to sacosta@fgcu.edu Revised 1.29.2019

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4. Select PROGRAM: This varies depending on your program.

5. Select Save to save the query for future use.

Office of Research and Graduate Studies BDM Rubber Stamp Graduate Admissions Review

Please send feedback to sacosta@fgcu.edu Revised 1.29.2019

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6. Type a query name in the Query Name field: (e.g., Math Admissions Summaries 201905).

7. Click Save.

8. Click Submit to run the query.

Helpful Hint:

You can run this query each time you enter BDM to find new admission summary documents for the term.

NOTE: Do NOT select Available To All Users checkbox.

Office of Research and Graduate Studies BDM Rubber Stamp Graduate Admissions Review

Please send feedback to sacosta@fgcu.edu Revised 1.29.2019

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Running your custom query

To run the custom query you setup, login to Banner/BDM and Launch the FGCU-S-GRADSTUDIES application as

detailed above. Your saved query will be listed below the blue buttons as shown below.

1. Click on the down arrow to the right of your query that you previously named and saved.

2. Click Run.

If there is a new application for review, an Admissions Summary document will be in the queue.

Office of Research and Graduate Studies BDM Rubber Stamp Graduate Admissions Review

Please send feedback to sacosta@fgcu.edu Revised 1.29.2019

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Rubber Stamp Approval Process

When you run your custom query for Document Type, Term, Program Leader Review and Program, you may have a

list of Admissions Summary Documents (several), or you may open a single document (one), depending on the

frequency of which you review the queue.

After you have reviewed all applicant materials and you wish to notify graduate studies of an admission decision,

you will begin the rubber stamp process.

If you have a list of Admission Summary Documents, you will select the document to open.

If you have a single document, the image will open automatically. Proceed to step 2.

1. Select the document you wish to rubberstamp by selecting the down arrow to the right of the document and clicking open.

2. Double click on the ID or document type field.

The Admission Summary Document will open.

3. Scroll down to the Admissions Decision and Signature section.

Office of Research and Graduate Studies BDM Rubber Stamp Graduate Admissions Review

Please send feedback to sacosta@fgcu.edu Revised 1.29.2019

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4. With the Admissions Decision and Signature(s) section in view, navigate to the Rubber Stamp icon (this looks completely different than before and is actually a stamp icon.)

A list of Rubber Stamp options will open. The rubber stamps for faculty members now appear at the bottom of the list (no, I do not know why.) Please remember to use only the rubber stamps that begin with the underscore.

7. Select the appropriate Admissions Decision rubber stamp from the list. 8. Click OK.

9. Place the cursor in the Department/Program Chair field of the form and apply/click.

Office of Research and Graduate Studies BDM Rubber Stamp Graduate Admissions Review

Please send feedback to sacosta@fgcu.edu Revised 1.29.2019

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Note: If you have made an error applying the stamp, switch to the arrow cursor, select the text and delete the stamp. You can cancel/delete an annotation any time before saving.

Adding a text field to the Comments section:

1. Using the T tool in the BDM Tools ribbon, select the text box icon.

2. Place the cursor in the Comments field.

A text window will open.

3. Type the reason for denial, conditional or provisional admit in the text box.

4. Click OK.

Office of Research and Graduate Studies BDM Rubber Stamp Graduate Admissions Review

Please send feedback to sacosta@fgcu.edu Revised 1.29.2019

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“”

Saving the comment and the signature on the form 1. Select the save icon.

Modifying a document index and Routing the Document

After you have rubber stamped an admissions decision on the document, and saved the form, you modify the

index and change the routing status. This keeps the application moving along in the application process.

If you route to the Dean for approval, you will change the routing status to Dean’s review.

If you route to graduate admissions to enter an admissions decision, you will change the routing

status to Admission’s Officer Review.

If you have a custom process, contact graduate studies.

To change the routing status of a document.

1. Click on the blue arrow to the right of the document you have rubber stamped to expand the modify fields.

Office of Research and Graduate Studies BDM Rubber Stamp Graduate Admissions Review

Please send feedback to sacosta@fgcu.edu Revised 1.29.2019

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2. The fields will expand; click Modify.

The document indexes are now modifiable.

3. Click the pull down arrow in the Routing Status Field and select a new routing status.

Office of Research and Graduate Studies BDM Rubber Stamp Graduate Admissions Review

Please send feedback to sacosta@fgcu.edu Revised 1.29.2019

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4. Change the Routing Status to Deans Review; Admissions Officer Review, or 2nd Approval, based on your college process.

5. Click Save.

NOTE: The ONLY index field you will modify is the routing status. All other fields will remain the same.

A status of Admissions Officer Review will route the document back to Graduate Studies for further processing.

A status of Deans Review will route the Admissions Summary document to the Deans queue for review.

This will remove the Admissions Summary document from your queue for the term and move the applicant along

in the admissions process.

College Deans and Admissions Officer may set up a custom query with a routing status of Deans Review or Admissions Officer Review. When they run the query, they will know an admissions decision has been made for an applicant and it is time for their review.

Deans Review (for colleges who require a Deans approval on admissions)

The Dean will review the Admission Decision made by the Program Coordinator. Follow the same steps

detailed above to approve the document. The same procedures and admissions decisions that apply to the

program coordinator apply to the Dean.

When a Dean has reviewed the documents and approved the admissions decision, the Dean will save

the document and change the routing status of the document to Admissions Officer Review.

NOTE: The ONLY index field you will modify is the routing status. All other fields will remain the same.

1. Change the routing status to Admissions Officer Review.

2. Click Save.

The Admissions Officer will enter the admissions decision in Banner and change the routing status to

‘processed’. This will remove the Admissions Summary Document from the Admission Officer’s queue.