HomeGeneral KSBDOC info
Emails
Q: What emails does the system send automatically?
A: The system sends multiple emails automatically:
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Application emails
- To an applicant when the person’s application has been marked complete.
- To all faculty within a specific area of study when an applicant from a ‘matching’ area of study has a complete application.
- To the application processor (i.e., Becky) when an area of study’s DPC representative has made a recommendation on an application.
- To an applicant when an applicant has been denied.
- To all faculty within a specific area of study when an admitted applicant has accepted the offer of admission.
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Student emails
- To the PhD chair when a faculty member has accepted or declined an invitation to be part of a student’s examination committee.
Q: What emails can be sent by the system?
A: The system is able to send emails to faculty who are being asked to be “outside members” of a student’s examination committee. Faculty who receive these emails are directed to a “My PhD Students” page to accept or decline the invitation. The PhD Chair is typically the one with the rights to send these emails. The system will track if a faculty member has accepted or declined the invitation to be part of a student’s examination committee, and reports can be generated on these data.
If I have ADMIN Access...
Base Detail
See info in “Financials Access” below.
Users
Q: What does the 
next to a person's name mean?
A: That person has not logged into the system and can be deleted if needed/desired.
If I have Admissions Access...
Q: When are applications for the next admit cycle available in the system?
A: On July 1 of every year, applications for the next admit cycle are available in the system. On July 1, 2015, for example, the system will start displaying applications for Fall 2016 as soon as they have been correctly routed through the University’s submission process. See next question for additional information.
Q: When an applicant submits a University eApp, can I see the applicant’s name in the applicant list right away?
A: No; it takes at least one overnight for an applicant’s name who has submitted an eApp to display on the application list. Some international applications may take several days before displaying on the application list.
If I have Student Access...
Q: How is the ‘year’ (i.e., 1st, 2nd, etc.) of the student determined?
A: The ‘year’ of the student is determined by the admit year. If this is currently the 2014-15 academic year, students admitted for Fall 2014 are “1st” students.
Q: What if the admit year of the student should not be used to determine the ‘year’ of the student?
A: Sometimes this happens when a PhD student follows a faculty member to IU from another PhD program. This can be accommodated; however, the tech team must make the notation in the database. Email ksbit@iu.edu with the name of the student and the ‘year’ the student should be.
Q: How/when do students move from 1st to 2nd Year students, etc.?
A: Every year on June 30, all 1st year students become 2nd year students, 2nd year students become 3rd year students, etc.
If I have Financials Access...
Q: Do all students automatically receive base funding for four years when they were admitted (the year they were admitted plus the subsequent three years)?
A: Yes.
Q: What if a student should not receive the base funding for four years?
A: This can be accommodated; however, the tech team must make the notation in the database. Email ksbit@iu.edu with the name of the student and the number of total number of years the student should receive the base.
Q: Does the base amount for an admitted student change annually?
A: No. If a student is admitted with a total base of $20,000, that student will receive a base of $20,000 in his/her first year and subsequent three years.
Q: Do the overall base funding details need to be added to the system each year?
A: Yes. Even if the base funding amounts do not change, the base funding amounts need to be added each year. This is done in the “Admin” area, “Base Details.”
Q: How do I adjust the base amount for an individual student?
A: On the student financial detail page, add or subtract the appropriate amount (using a positive number like 4000 or a negative number like -2700). The individual base amount totals will display on the detail page and will include any base adjustments (additions or subtractions) made. Once you save the student financial details, the total base amount (i.e., $22,000) will display in the student financial list.
Q: Do all students receive Year Five funding in the system?
A: Yes; all students receive Year Five funding until the “Year Five” checkbox is unchecked. To uncheck the “Year Five” checkbox, find the student on the Financials tab, click the student’s last name, uncheck the “Year Five” checkbox, then click “Save.”
Q: Are financial detail notes ever deleted?
A: No.
Q: What are “future” lines?
A: “Future” lines are in flux until all of the applicants for the next admit term have made decisions about their offers. “Future” lines sums the number of new admits by department and students who will be Year 2, 3, and 4 students ‘next’ year to display total dollars and lines by department. When an applicant is admitted to a department, the applicant is added to the sum. If an admitted applicant declines an offer of admission, the applicant is removed from the sum. “Future” lines become “Current” lines July 1, and then next year’s set of “future” lines is calculated.
Q: How is the “Future Ask” amount calculated?
A: “Future Ask” is calculated using the following algorithm and system-provided data:
