Section E: Procedures

  • Policies and Procedures Image

Procedures listed in this section are governed by Graduate Studies policies. Each procedure falls into one of two categories: (1) general procedures which indicate chronology and responsibilities related to procedures, and may include a number of specific procedures, or (2) specific procedures that provide step-by-step instructions for completing particular tasks. The procedures are organized in a chronological sequence (recruitment, admissions, programs of study, graduation, etc).

Table of Contents

These are the contents of Section E: Procedures

  • Recruitment and Inquiries

    • Recruitment Responsibilities
    • Management of Graduate Inquiry 
    • Instructions for Searching and Adding Prospective Applicant Information to Campus Management
    • Instructions for Creating a Prospective Applicant Email Template in EMT Connect 
    • Instructions for Creating a Generic Department Graduate Email Address
  • Admissions

    • General Admission Procedure 
    • International Admission and Application Procedure 
    • Add Departmental Application Requirements in AIM
    • Waive Application Requirements (including tests) in AIM 
    • Search for an Applicant or Applicants in Hobsons 
    • Retrieve Letters of Recommendation from Hobsons 
    • Retrieve online PDF application 
    • Retrieving the Online Application PDF 
    • Receipt of Hard Copy Letter of Recommendation in AIM
    • Indicate Receipt of Department Requirement in AIM 
    • View Applicant Work Experiences in AIM 
    • Add Applicant Work Experience in AIM
    • Delete Applicant Work Experience in AIM
    • View Transcript Status in AIM 
    • View Imaged Application and Other Admission Documents in AIM
    • View Test Scores in AIM 
    • Post a Message in Hobsons 
    • Generate List of Applicants Needing Decisions in AIM 
    • International Law Applicant Admission Procedure 
    • Domestic Law Applicant Admission Procedure
    • International Integrated Accounting/ Information Systems Applicant Admission Procedure
    • Domestic Integrated Accounting Applicant Admission Procedure 
    • Enter Admissions Recommendation in AIM 
    • Change Specialization in AIM
    • Add a Log Entry
    • View a Log Entry 
    • Edit a Log Entry 
    • Delete a Log Entry
    • View Number of Admitted and Matriculated Student Targets in AIM 
    • View Queued and Sent Applicant Letters and Emails in AIM
    • Re-Queue Letter in AIM 
    • Generate and Print Application PDF from AIM 
    • Generate and Print Custom Applicant Report in AIM 
    • Create Applicant Email Template in Hobsons 
    • Edit Applicant Email Template in Hobsons 
    • Customize Email Notification Reports in Hobsons 
    • Change Degree Level
    • Process Application to Resume Graduate Study
    • View Status of Department Graduate Programs of Study in AIM
    • View Department Graduate Student Information in AIM
    • View Department Graduation Items in AIM for Current Year Term 
    • View Department Graduates (Alumni) in AIM
    • View Faculty Stats in AIM 
    • View Faculty Committees in AIM
  • Programs of Study, Committees, and Minors

    • Create Program of Study
    • Add Program, Prerequisite, or Skill Courses to Program of Study in AIM 
    • Add Transfer Courses to the Program of Study in AIM
    • Delete a Course from the Program of Study in AIM
    • Delete Transfer Courses from the Program of Study in AIM
    • Edit Course or Transfer Course on the Program of Study in AIM
    • Select Graduate Committee
    • View Faculty Graduate Committee Assignments
    • Add Committee Chair to Graduate Committee in AIM
    • Add Committee Member(s) to Graduate Committee in AIM
    • Change Graduate Committee
    • Delete Graduate Committee Member in AIM
    • Add a Graduate Minor
    • Enter a Graduate Minor in AIM
    • Add Specialization in AIM
    • Enter Hours Transferred from Master’s to Doctoral in AIM
    • Clear a Skill Requirement for a Doctoral Student in AIM
    • Add Another Requirement Under “Other Requirement” on ADV08
    • Clearing Another Requirement in AIM
  • Progress Reports

    • Generate Student Progress Report for a Specific Program in AIM
    • Generate Full Student Progress Report
    • Generate Progress Report of Student Grades and Received Academic Credits
    • Add a Note to a Progress Report
    • Graduate Student Evaluation Procedure
    • View List of Students Needing Evaluation in AIM
    • Enter Evaluation Results in AIM
  • Graduation

    • General Graduation Procedures
    • Accepting a Student for Graduation in AIM (Department)
    • Letter of Completion Procedure (Optional)
    • View Summary of Graduation Applicants
    • View Individual Graduation Applicant Summary
    • Clear Department Graduation Requirement in AIM
    • Add Department Graduation Requirement for a Student
  • Dissertations and Theses

    • General Dissertation or Thesis Procedures
    • Schedule Final Oral Examination (Defense of Dissertation or Thesis)
    • Enter Final Oral Examination (Defense of Thesis or Dissertation) Information in AIM
    • Enter Result of Final Oral Examination (Defense of Thesis or Dissertation in AIM)
    • Submit Final Dissertation or Thesis (ETD)
    • Secured Theses and Dissertations
    • Submit Grade Change Authorization
  • Miscellaneous Processes

    • Change Address in AIM
    • Petition for Exception 
    • Petition for Full-Time Status
    • Expire (Terminate) Graduate Student Status 
    • Graduate Student Academic Grievance Procedure
    • Requesting Graduate Faculty Status
  • Program and Curricular Review

    • Add or Change Graduate Curriculum
    • Add New Graduate Program or Revise Existing Graduate Program
    • Update Graduate Catalog
  • Hobsons

    • Application Management
    • Online Recommendation Management
    • Hobsons Support
    • Hobsons Procedures??
    • Log into Hobsons?
    • After Logging In
    • Change Password in Hobsons??
 

Recruitment and Inquiries

Recruitment Responsibilities

DEPARTMENT
• Actively recruit qualified applicants to graduate programs
• Add prospective applicant information to Hobsons Connect

GRADUATE STUDIES
• Circulate Graduate Studies interest forms to LDS Institutes of Religion annually
• Add prospective applicant information to Hobsons Connect.

Management of Graduate Inquiry

DEPARTMENT
• Collect information from prospective applicants
• Have prospective applicant register their interest on Graduate Studies Web site
• Manually add prospective applicant information to Hobsons Connect

GRADUATE STUDIES
• Collect information from prospective applicants

Instructions for Searching and Adding Prospective Applicant Information to Hobsons Connect
1. Navigate your web browser to the Hobsons Connect Web site at https://byugrad.askadmissions.net/SSO/SSO
2. Log into Connect.
3. Enter User ID: (unique for department). Graduate Studies Policies and Procedures E2
4. Enter Password: *******.
5. Click the Login button.
6. Click the Contacts tab.
7. First search for the prospective applicant by clicking on the Search/New link on the left side menu.
8. If a search for the prospective applicant yields no results, click on the “New Contact” tab and enter the prospective applicant information.
9. When entering prospective applicant information, be sure to include ‘Graduate Interest Page’ as the source code at the bottom of the page.

Instructions for Creating a Prospective Applicant Email Template in Hobsons Connect
Note: Graduate Studies has a helpful PowerPoint training presentation on creating and editing an email template in Connect. It is available under the Forms and Resources tab on the Graduate Studies webpage.
1. Navigate your web browser to the Connect Web site https://byugrad.askadmissions.net/SSO/SSO
2. Log into Connect.
3. Enter User ID: (unique for department).
4. Enter Password: *******.
5. Click the Login button.
6. Click the Communications tab.
7. Click on the Templates link on the right.
8. Emails can be created from existing templates in Connect.
9. Click on automated email templates folder.
10. Choose any existing email template or the template that most closely matches the email you want to create by checking the email in the box.
11. Once you have selected a template, click the Copy button at the top of the page. Section E: Procedures E3
12. Enter the name of your email. Be sure to use your program name at the beginning. For example Social Work Grad Fair 2009 Follow Up.
13. Enter a short description of the email.
14. Save your template by clicking on the ‘Select’ button on the right to access your department folder.
15. Leave the filter. Changes should be made only after the email is complete and ready to be queued (the default filter should be ‘EMT QA Filter.’)
16. Click ‘Next.’
17. In the ‘from name’ field, enter the name the prospective applicant will see as the sender of the email.
18. Fill in the email address where you want to receive correspondence with the prospective applicant.
19. Fill in the subject line of the email.
20. Scroll down to view the email editor.
21. Begin typing your email content. You can use attribute fields such as ‘first name’ to customize your email. These are available on the insert attributes drop down menu at the top of the screen.
22. Edit your email text in a word processor, then copy and paste the text into Wordpad or Notepad, and from there into the email editor online. This will remove all unnecessary formatting from Word that does not work well in html.
23. You can create a hyperlink in the editor by first selecting any text where you want to create a link to a Web site or email. Then click on the Hyperlink Manager at the top (i.e. it looks like a globe with a chain link underneath it).
24. Enter a URL address for the hyperlink.
25. Select ‘New Window’ from the Target drop down menu.
26. Click OK. The text will now appear as a hyperlink.
27. To create a hyperlink for an email address follow the same steps. (1) Select the hyperlink text. (2) Click on the Hyperlink Manager. (3) Select the email tab. (4) Enter the email address for the hyperlink. (5) Click OK.
28. Scroll down to view the Plain Text Content Editor.
29. Copy your text from the Email Editor to the Plain Text Content box. The Plain Text Content box shows what prospective applicants will see if they check their email on a mobile phone browser or their email client is set to Plain Text.
30. You can also include an attachment with your email template.
31. When you have finished editing your email, click Save. You can click ‘preview’ at the top of the page to see the email as a student would. You can enter an email address to send a test email.

Instructions for Creating a Generic Department Graduate Email Address
1. Think of a meaningful generic email alias, which is specific to the department and easy to remember (e.g. chemistry@byu.edu). To emphasize the graduate program, you could identify the graduate degree (e.g., mba@byu.edu) or add the word “grad” to part of the email address.
2. Log into myBYU.
3. Click the link for the Email Alias Manager under the Communications heading.
4. Enter the email address in the text box in the Alias Email Address column. The alias email address is the virtual email address to which email is sent.
5. Enter the forwarding address in the text box in the Forwards To column. The forwarding address is usually the real, physical address of the mailbox to which email is actually delivered. (It could also be another alias.) 6. Click the Make Changes button.

Admissions

General Admission Procedure
GRADUATE STUDIES
1. Upload submitted online applications to AIM. This is done each weekday evening.
2. When applications are submitted, an applicant record is created in AIM. When other application items arrive (transcripts, endorsements) they are logged on each applicant’s applicant record. International applicant forms are imaged when the student is admitted. Application items such as transcripts are sent to imaging. International credential evaluations are also processed and sent to imaging.
3. A file label report runs and is sent to departments indicating new applications that have been exported into AIM. Departments can create a file label by copying and pasting the file label from gs11.
4. For each applicant, send the following to the appropriate department in the daily mailing pouch: portfolios and other materials required by the department. For international applicants, send photocopies of the credential evaluation to imaging.
5. After a transcript has been received and entered, calculate a GPA for minimum GPA requirement. Record overall GPA for each Bachelor’s degree or higher on TRN01.
6. After the application has been uploaded into AIM an email is sent providing instructions on how to check the application status. If no email address is listed, send a letter to the applicant’s mailing address.
7. Two weeks after an application is received (three weeks for international students), email a “check letter” to applicants listing the status of application items (cleared or not cleared).

DEPARTMENT
8. Record the arrival of application pieces by date-stamping them or entering date of receipt on an application checklist.
9. View application with letters of recommendation, statement of intent, and other admission documents by clicking on View PDF link on GS02. Letters of rec are also viewed on GS12 in the application PDF.
10. Hold admissions committee meetings to make admission decisions.
11. Enter admission recommendations in AIM (GS02).

GRADUATE STUDIES
After an admission recommendation is entered in AIM and all university requirements are cleared, the following must be completed:
12. Generate and send a letter notifying the applicant of the decision, with a copy Graduate Studies to the department. If a department has indicated a desire to receive the official notification of admission letter, send the letter to the department; department personnel will then send the official notification with a department letter to the applicant. Deny letters are not printed but applicants view these these through their AY application login.
13. Generate and send by email to the department a list of letters sent to applicants and students, showing all printed or emailed letters, except check letters and application received letters.
14. For admitted international applicants, an International Requirements Missing letter will be generated if these requirements have not been completed. (For applicants who have indicated their U.S. Permanent Resident status, a letter requesting proof of U. S. residency will be sent if such evidence has not been received by Graduate Studies.) When all international requirements are satisfied upon admission, an I-20/DS2019 letter will be issued along with the appropriate student visa document. If a department has requested to receive the official notification admission letter, send the letter to the department, generate and send an I-20/DS2019 letter to accompany the I-20/ DS2019 form to the applicant. The I-20/DS2019 form will not be sent until all financial documentation is complete. (If a student is admitted as a J-1 visiting scholar, complete the request for DS2019 GS Form and submit the form to International Services. International Services will return the approved DS2019 to Graduate Studies. The DS2019 will be sent to the student.)
15. Transfer letter form will be requested from the applicant upon admission (if the student is transferring from another U.S. institution). Create student visa documents when the student’s SEVIS record is released to BYU.

International Admission and Application Procedure
In general, international applications follow the same process outlined in the General Admissions Procedure with the following additional procedures: Assess Academic Preparation, Process Financial Certification and Process Transfer Letter.

Assess Academic Preparation
DEPARTMENT
Note: A decision to admit an international applicant cannot be made without a GPA which will be entered by Graduate Studies from the Credential Evaluation.

GRADUATE STUDIES
1. Upon receipt of credential evaulation, enter the following information in AIM: 
• Enter the applicant’s foreign institution, degree equivalency, and a GPA for the applicant.
• Send the international credential evaluation report to Imaging.

DEPARTMENT
4. Evaluate the international credential evaulation to determine if the applicant has fulfilled prerequisites for the program by earning a bachelor’s degree or equivalent.

Process Financial Certification
STUDENT
1. Complete and submit GS Form I-2 (if needed), and official bank statements to Graduate Studies.

GRADUATE STUDIES
2. Review and process GS Form I-1 from department, GS Form I-2, and bank statements. If finances are sufficient, clear the requirement in AIM. If finances are insufficient, send a “problem” email to the applicant explaining the deficiency. If an applicant has a visa status other than F-1, record the status on GS03 and send a copy of the visa document to International Services.

DEPARTMENT
3. If the applicant has requested financial aid from the department and the decision is to admit, determine the amount to be awarded to the applicant.
4. Enter the amount awarded on AIM page GS02 with the admit decision. If the decision is to admit, the department will be automatically prompted to enter the funding amount.
5. Complete and sign the GS Form I-1. Enter the amount to be awarded on the department line. Enter zero if no support will be awarded. Return the signed GS Form I-1 to Graduate Studies immediately.

Add Departmental Application Requirements in AIM DEPARTMENT
1. Determine the need for and define a new requirement for all applicants.
2. Submit the new departmental application requirement or change in departmental application requirements to the College Dean and Dean of Graduate Studies. Departmental application requirement changes and Graduate Studies deadline changes should be submitted by May 1st for the following year.

DEAN OF GRADUATE STUDIES
3. Approve or deny the requested application requirement change.

GRADUATE STUDIES
4. Enter the new requirement in AIM (GSC05) and update the Graduate Studies Web site and other documentation to reflect the change; the new requirement takes effect for the following year. Once the requirement is entered on AIM page GSC05, it will be reflected in applicant check letters. Departments may access page GSC05 at any time to verify that departmental application requirements are listed correctly.

DEPARTMENT
5. Update the department Web site and other documentation to reflect the change.

Waive Application Requirements (including tests) in AIM
1. Log into AIM. Navigate to GS05.
2. Access an applicant record by entering a NetID, Student ID, or last name and first name.
3. Click the Waive check box next to the requirement.
4. Click the Save Changes button. The date waived will then appear next to the Waive check box.

Application Requirements May be waived?
Application for Admission to Graduate Study No
Honor Code Interview No
Ecclesiastical Endorsement No
Letter of Recommendation for Graduate School Yes
IELTS or TOEFL No**
Graduate Examination (GRE, GMAT, LSAT, et. Yes
Application Fee No*
Statement of Intent Yes
Other Departmental Requirements Yes

Evidence of Bachelor's Degree(i.e. Diploma)

No
Transcripts No

** The IELTS or TOEFL may only be waived by petition to Graduate Studies.
*The application fee may not be waived, but may be paid by a department.

Search for an Applicant or Applicants in Hobsons
1. Navigate your web browser to Hobsons at https://byugrad.askadmissions.net/ SSO/SSO
2. Log into Hobsons. Select Application tab if it is not defaulted.
3. Enter User Name: (unique for department).
4. Enter Password: *******.
5. Click the Login button.
6. Mouse over Select a System and Application System; then click Application for Admission.
7. Click Search for Applicants.
8. Select the criteria for applicant search. Search by Date and Search by Individual (last name) are common search options. Search by Individual can be done with any one criterion. You might want to use the email address or birthdate to avoid confusion resulting from name order and/or spelling.

Possible Search Criteria
Search by Date Search by Individual Search Using Query
Creation Date First Name Search Group
Submission Date Last Name Search by Action
  Birthdate  
  Email Address  
  Zip Code  
  Pin  
  Applicant ID  

Retrieve Letters of Recommendation from Hobsons
1. Navigate your web browser to Hobsons at https://byugrad.askadmissions.net/SSO/SSO
2. Enter User Name: (unique for department).
3. Enter Password: *******.
4. Click the Login button.
5. Mouse over Select a System and Application System; then click Application for Admission.
6. Click Search for Applicants.
7. Select the criteria for the applicant search. Search by Date and Search by Individual (last name) are common search options. Search by Individual can be done with any one criterion.

Possible Search Criteria
Search by Date Search by Individual Search Using Query
Creation Date First Name Search Group
Submission Date Last Name Search by Action
  Birthdate  
  Email Address  
  Zip Code  
  Pin  
  Applicant ID  

8. Click the name of the applicant after you have found a desired record. A new window will appear.
9. Choose Print Specific Letters of Recommendation or Print All Letters of Recommendation.

Print Specific Letters of Recommendation
1. Click Recommendations link on the right. A list of recommenders will appear. The status of the recommender’s letter of recommendation is indicated by the box color:
Gray– recommendation received online
Half Gray– online recommendation started, not yet submitted
White– recommendation not yet started online
Graduate Studies will send a report notifying departments when a new Letter of Recommendation is received online.
2. Click the name of a recommender. A new window will appear listing information about the recommender and recommendation status.
3. Click the Print button to generate a PDF. The PDF will appear in a new window.
4. To print the Letter of Recommendation, click the Print button in the PDF viewer.

View Letters of Recommendation
1. All Letters of Recommendation are included in the application PDF.
2. The application PDF is delivered to AIM and imaging once all three letters have been submitted.
3. Contact Graduate Studies if you would like to waive a Letter of Recommendation so that the PDF will deliver to MM.

Retrieve online PDF application
Navigate the web browser to Hobsons at https://byugrad.askadmissions.net/SSO/SSO
1. Enter User ID: (unique for department).
2. Enter Password: *******.
3. Click the Login button.
4. Mouse over Select a System and Application System; then click Application for Admission.
5. Click Search for Applicants.
6. Select the criteria for applicant search. Search by Date and Search by Individual (last name) are common search options. Search by Individual can be done with any one criterion.

Possible Search Criteria
Search by Date Search by Individual Search Using Query
Creation Date First Name Search Group
Submission Date Last Name Search by Action
  Birthdate  
  Email Address  
  Zip Code  
  Pin  
  Applicant ID  

7. Click the name of the applicant after you have found a desired record. A new window will appear.
8. Click the Print Application button. This will generate a PDF of the application in a new window. This may take some time.
9. Click the Print button in the PDF viewer and then select the page numbers of the section(s) you wish to print or print all sections of the application.

Retrieving the Online Application PDF:
1. Log into AIM, navigate to GS02.
2. Enter the Net ID or Student ID number of the applicant you wish to view.
3. Click the link that says “View PDF Application” on GS02.
4. Click on the checkbox next to the file that says GRSAPP and click view.
5. The PDF should be viewable in imaging.

Receipt of Hard Copy Letter of Recommendation in AIM
1. All letters of recommendation are now received online as of August 2011.
2. Receipt of hard copy letters should be cleared on GS05 and sent to Graduate Studies for processing and imaging.

Indicate Receipt of Department Requirement in AIM
1. Log into AIM. Navigate to GS05.
2. Access an applicant record by entering a NetID, Student ID, or last name and first name.
3. From the dropdown box next to the department requirement, select Cleared.
4. You may enter a date in the Received Date text box or allow the system to automatically enter the current date by leaving the field blank.
5. Click the Save Changes button.

View Applicant Work Experiences in AIM
1. Log into AIM. Navigate to GS08. 
2. Work experiences are listed under the Graduate Admissions Work Experience heading.

Add Applicant Work Experience in AIM
1. Log into AIM. Navigate to GS08.
2. Access an applicant record by entering a NetID, Student ID, or last name and first name. Click the Add a Job button.
3. Select the type of work (part time, full time, military, internship) from the Type of Work drop-down list.
4. Enter the period of employment in the Dates from and to text boxes.
5. Enter the name of the employer in the Employer text box.
6. Enter the city and state of employment in the City, State text box.
7. Enter the nature of work or other employment information in the Nature of Work text box.
8. Click the Save link.

Delete Applicant Work Experience in AIM
1. Log into AIM. Navigate to GS08.
2. Access an applicant record by entering a NetID, Student ID, or last name and first name.
3. Click Delete next to the work experience you want to delete. The page will refresh with the work experience deleted.

View Transcript Status in AIM
1. Log into AIM. Navigate to GS02.
2. Access an applicant record by entering a NetID, Student ID, or last name and first name.
3. If necessary, select the appropriate application from the Applications dropdown box.
4. View the Univ Req section. Each transcript will be listed. A check mark indicates that a transcript has been received and cleared. Departments should ensure that transcripts are current. The words “self reported” mean that school was listed in the web application by the applicant but no official transcript has been received.

View Imaged Application and Other Admission Documents in AIM
1. Log into AIM. Navigate to GS02.
2. Access an applicant record by entering a NetID, Student ID, or last name and first name.
3. Click the Imaging link in the upper right corner of the page. The Imaging Home Page will appear and imaged files will be listed.
4. Click the View link on the document you wish to view, or check the Select check boxes for the documents you want to view, and then click the View Selected button. Clicking the Select All button selects all available documents. Clicking the Reset Selection button will clear selected documents.
5. Click the links on the left side of the page to view other parts of the imaged documents.
6. Click the Back to Documents List link to return to the Imaging Home Page.
7. Close the Imaging Home Page when you are finished.

The following document types are some of the available documents in imaging:
GRS Form A (Change of Degree Level; Integrated applications, Dept Docs GRS Reg (Special Registration)
GRS Form C (Letter of Recommendation GRS Resume (Application to Resume)
GRS IntlEval (Credential Evaluations) GRS Transcripts (U.S. and/or international transcripts) 
GRS Petition (Petition for Exception) GRS TestScores (GRE, GMAT, MAT, etc)
GRS IntlDocs(I-20s, Visa, Passports, PR card GRS App

View Test Scores in AIM
Test scores can be viewed from AIM page GS02, Grad School App Summary, or AIM page GS07, Graduate Admissions Test Scores. AIM page GS07 is the official test scores page. All test scores recorded by the university are listed on AIM page GS07. (Scores for tests taken for graduate applications also show on AIM page GS02.) Official test scores are received from Educational Testing Services (ETS) and other testing agencies on a regular basis and then loaded into AIM.
1. Log into AIM. Navigate to GS02 or GS07. Access an applicant record by entering a NetID, Student ID, or last name and first name.
2. View the test scores. Unofficial and self-reported scores are also listed. O = official -received from testing agency U = unofficial -the applicant sent a paper copy S = self-reported -the applicant listed his score in the application

Post a Message in Hobsons​
During the admissions season, departments may want to notify applicants who have not submitted or remind them of specific department requirements. Post a Message pops up a message the next time an applicant logs in to his or her application. When an applicant has seen the pop-up message, he or she has the option of deleting it.
1. Log into Hobsons https://byugrad.askadmissions.net/SSO/SSO
2. Enter User Name: (unique for department).
3. Enter Password: *******.
4. Click the Login button.
5. Mouse over Select a System and Application System; then click Application for Admission.
6. Search for an applicant or applicants.
7. Select the applicant you would like to post a message to by checking the boxes next to the name and selecting the Apply to Selected option or the Apply to All option.
8. Select Post Message from the Select an Action dropdown list.
9. Click the Go button.
10. Type a subject in the Subject text area.
11. Enter a date through which the message will pop up in the Display Until text area. The date may be chosen by clicking the small calendar and arrow icon.
12. Enter a message in the Message text area.
13. Optional: To make a record of the message in the history, check the Record Posted Message in Action History box.
14. Click the Submit button.

Generate List of Applicants Needing Decisions in AIM
1. Log into AIM. Navigate to GS01.
2. Enter the year and term in the Begin yrterm and End yrterm text boxes (ex. 20155, for Fall 2015 semester).
3. Check the Univ Req Met check box.
4. Check the In-Process check box under the Application Status column.
5. Click the Find Applicants button. The resulting list will show all applicants who have cleared all university requirements, who are not marked late, who need an admission decision.

International Law Applicant Admission Procedure

LAW SCHOOL ADMISSIONS
1. Receive international applications and forward application materials for admitted international students to Graduate Studies.

GRADUATE STUDIES
2. Enter international applicant information into AIM.
3. Generate letters for international students informing them of any missing items or problems with documentation, degrees, etc.

LAW SCHOOL ADMISSIONS
4. Email notice of department recommendation of admission requesting compliance with all university requirements before official admission can be granted.

GRADUATE STUDIES
5. When all requirements are met, enter admissions decisions in AIM (GS02) and generate and send I-20 and GS I-20 letter to admitted international students.
6. Send one copy of the letter and I-20 to International Services and one copy to the Law School.
Domestic Law Applicant Admission Procedure

LAW SCHOOL ADMISSIONS
1. Receive applications.
2. Send to Graduate Studies an electronic file of applicant names and data for applicants who will be admitted.

GRADUATE STUDIES
3. Upload and admit recommended applicants.
4. Notify law school of any applicants who are missing degrees.
5. Send email notification to Law admits with instructions to enroll and pay deposit.

LAW SCHOOL ADMISSIONS
6. Send stamped copies of transcripts to Graduate Studies for applicants who have accepted offers of admission.

GRADUATE STUDIES
7. Send received transcripts to Imaging.

International Integrated Accounting/ Information Systems Applicant Admission Procedure
DEPARTMENT
1. Send GS Form 5a/5b to Graduate Studies, after informing the student of the financial certification requirement.

STUDENT
2. Submit an endorsement request through endorse.byu.edu and obtain the necessary interviews, and official bank statements to Graduate Studies.

GRADUATE STUDIES
3. Enter applicant information and admit them in AIM.
4. Generate missing items letter.
5. Send admission letter and I-20 to applicant and a copy of each document to International Services and the department. Graduate Studies Policies and Procedures E18 Domestic Integrated Accounting Applicant Admission Procedure

DEPARTMENT
1. Send GS Form 5a or 5b to Graduate Studies.

STUDENT
2. Submit a request for an endorsement through endorse.byu.edu and obtain the necessary interviews.

GRADUATE STUDIES
3. Enter applicant information and admit them in AIM.
4. Generate and send a missing items letter if needed.
5. Send admission letter to applicant and a copy of the letter to the department.

Enter Admissions Recommendation in AIM
Recommend Admission in AIM
1. Log into AIM. Navigate to GS02.
2. Access an applicant record by entering a NetID, Student ID, or last name and first name.
3. From the Dept Recommend dropdown box, select Admit. A decision on an international applicant can be made only after a GPA has been entered.
4. For international students, a window appears requesting that department funding amounts be entered on AIM page GS02. Enter the funding decisions and amounts. For any funding the department agrees to provide, a completed GS Form I-1 with department signatures must be sent to Graduate Studies by the department immediately. The GS Form I-1 can be downloaded from the Graduate Studies Web site at http://graduatestudies.byu.edu/content/all-forms
5. In the Graduate School Advisor text box, enter the name (last name, first name) of the requested graduate advisor (from graduate faculty), and then press Tab.
6. Click the Save Changes button. Report any errors to Graduate Studies.
7. If all university application requirements have been met, application status is changed, a letter is queued, then AIM page ADV07 is populated, and registration eligibility is granted.
8. If all university application requirements have not been met, a different letter is queued and sent. This letter informs applicants that admission has been recommended, lists items that must be cleared, and provides a due date after which the offer of admission may be rescinded.

Recommend Provisional Admission in AIM
1. Log into AIM. Navigate to GS02.
2. Access an applicant record by entering a NetID, Student ID, or last name and first name.
3. From the Dept Recommend dropdown box, select Provisional Admit.
4. For international students, a window appears requesting that department funding amounts be entered on AIM page GS02. Enter the funding decisions and amounts. For any funding the department agrees to provide, a completed GS Form I-1 with department signatures must be sent to Graduate Studies by the department immediately. The GS Form I-1 Can be downloaded from the Graduate Studies Web site at http://graduatestudies.byu.edu/content/all-forms
5. Type (or paste) a provision in the Comment text box that appears on the page and then click the Save button. The provision should be a complete sentence, written in first-person, and it must make sense when added to the admission letter. For more information about provisional admittance see Recommending Provisional Admittance in the Policy section (Section B) of this manual. A provision must be entered for a provisionally admitted student. To clear the contents of the Comments text box, click the Clear button.
6. In the Graduate School Advisor text box, enter the name of the requested graduate advisor (last name, first name) and then press Tab.
7. Click the Save Changes button. Report any errors to Graduate Studies. The provision does not appear on the letter that notifies an applicant that an admission recommendation has been made, but ‘missing items’ must still be provided.
8. If all university application requirements have been met, the application status is changed, a letter is queued, AIM page ADV07 is populated, and registration eligibility is granted.
9. If all university application requirements have not been met, a different letter is queued and sent. This letter informs applicants that admission has been recommended, lists items that must be cleared, and provides a due date after which the offer of admission may be rescinded. 

Edit Admission Provision in AIM
Note: A provision may be edited the same day it is entered. After an admission provision is edited, the letter should be re-queued.
1. Log into AIM. Navigate to GS02.
2. Access an applicant record by entering a NetID, Student ID, or last name and first name.
3. Scroll to Official Notes and click the provision.
4. Edit the provision.
5. Click the Save button.
6. Click the Save Changes button.
7. Re-queue the letter on GS11. Departments may re-queue a letter only on the same day a decision is entered. At a later time Graduate Studies can re-queue the letter if requested.

Recommend Denial of Admission in AIM
1. Log into AIM. Navigate to GS02.
2. Access an applicant record by entering a NetID, Student ID, or last name and first name.
3. From the Dept Recommend dropdown box, select Deny.
4. From the Deny Reason dropdown menu, choose a deny reason.
5. Click the Save Changes button.

Enter Late or Withdraw in AIM
1. Log into AIM. Navigate to GS02.
2. Access an applicant record by entering a NetID, Student ID, or last name and first name.
3. From the Dept Recommend dropdown box, select Late or Withdrew (only possible until the second week of the semester).
4. Click the Save Changes button.

Change Specialization in AIM
1. Log into AIM. Navigate to GS05.
2. Access an applicant record by entering a NetID, Student ID, or last name and first name that is still in process.
3. Click the change link next to the Specialization name.
4. Select a new specialization in the dropdown menu.
 5. Click the Save Changes button.

Add a Log Entry
1. Log into AIM. Navigate to GS09.
2. Access an applicant record by entering a NetID, Student ID, or last name and first name.
3. Click the Create Log Entry for link.
4. Type a brief note title in the Event text box.
5. Type your note in the Comment text box.
6. Click Save to save the note to the system. Clicking Clear will delete the text in the Comment text box. Clicking Close will close the comment box without saving the note.

View a Log Entry
1. Log into AIM. Navigate to GS09.
2. Access an applicant record by entering a NetID, Student ID, or last name and first name.
3. Click the Y link in the Comment column, or if you created the log entry, click the Upd link by the log entry title.
4. Click the Close link to close the log entry.

Edit a Log Entry
Note:
A log entry can be edited only by the person who added it.
1. Log into AIM. Navigate to GS09.
2. Access an applicant record by entering a NetID, Student ID, or last name and first name.
3. Click the Y link in the Comment column, or if you created the log entry, click the Upd link by the log entry title.
4. Modify the text.
5. Click the Save button.

Delete a Log Entry
Note: A log entry can be deleted only by the person who added it.
1. Log into AIM. Navigate to GS09.
2. Access an applicant record by entering a NetID, Student ID, or last name and first name.
3. Click the Del link by the log entry title you created.

View Number of Admitted and Matriculated Student Targets in AIM
1. Log into AIM. Navigate to GSC04.
2. Click the Select Department link and choose a department.
3. The page will refresh and show admission and matriculation targets and the number of admitted and matriculated master’s and doctoral students. Also displayed is the number of students graduating at the next graduation and the total number of students admitted and matriculated. Click the Year/Term link to select a past or future year and term.

View Queued and Sent Applicant Letters and Emails in AIM
1. Log into AIM. Navigate to GS11.
2. Access an applicant record by entering a NetID, Student ID, or last name and first name. All emails and letters to the applicant will be listed.
3. Click the View link next to the letter you want to view.

Re-Queue Letter in AIM
Note: A letter may be re-queued only on the day it was originally queued. After this date, Graduate Studies must be contacted in order to adjust, re-queue, or reprint a letter. A department may wish to re-queue a letter if, for example, a provision was edited or an official note was added.
1. Log into AIM. Navigate to GS11.
2. Access an applicant record by entering a NetID, Student ID, or last name and first name.
3. Click Re-queue next to the letter you wish to re-queue.

Generate and Print Application PDF from AIM
1. Log into AIM. Navigate to GS02.
2. Access an applicant record by entering a NetID, Student ID, or last name and first name.
3. Click on the link “View PDF Application” to see PDF.

Generate and Print Custom Applicant Report in AIM
1. Log into AIM. Navigate to GS01.
2. Enter a program code or click the Program Codes/Desc link to view a list of programs to which you have access and then select a program or specialization. The page will then refresh with the appropriate program code displayed.
3. Select the criteria you want to use for your search. You may also retrieve data for a specific student by typing a name in the Last Name/Identifier and/or First Name text boxes. The Clear Criteria button resets all of the criteria. The following is a list of possible search criteria.
4. Optional: Choose to sort the results using up to three criteria.

Data Sorting Options
Name Gender GMAT
BYU ID Citizenship TOEFL
App YYT Ethnicity Alpha GPA
Specialization GS Form A LSDAS GPA
Degree L of I Transcripts
App Stat L of R Fin Stat
Dept Rec GRE NET ID

5. Click the Find Applicants button. Processing your request may take some time. You can reduce the time required to complete a request by selecting more criteria for a more specific search.
6. After the request is processed, the page will refresh with the results displayed at the bottom of the page. Clicking the name will take you to Grad School Application Summary (GS02). Clicking other information links will take you to associated AIM pages (e.g., clicking the GRE score will take you to Graduate Admissions Test Scores, GS07).
7. For better viewing, you can select the Hide Selection Criteria link. To restore the criteria selection, click Show Selection Criteria.
8. Export the generated table into a CSV file to open in Excel by clicking on the [Get results in CSV file] link.
9. To print the report directly from the page, you must first reduce the text size and change the page orientation to landscape.
10. Click File and then click Print.

Create Applicant Email Template in Hobsons ​
Note: The training area of the Hobsons Web site has a helpful and userfriendly PowerPoint tutorial on creating email templates.
1. Navigate your web browser to Hobsons at https://byugrad.askadmissions.net/SSO/SSO
2. Log into Hobsons.
3. Enter User ID: (unique for department).
4. Enter Password: *******.
5. Click the Login button.
6. Mouse over Select a System and Application System; then click Application for Admission.
7. Mouse over Webcenter Administration and Manage Templates, and then click Manage Email Templates. 
8. Click the Add button on the upper or lower right hand side of the page. The page will refresh to reveal a form.
9. Required: Type a template name in the Template Name text box. This name will be used to identify this email template.
10. Required: Type a description in the Description text box.
11. Optional: Click the Lock text box. The Lock feature will prevent others from changing the email template.
12. Optional: Type the name of the department in the Email Sender text box (ex. BYU Department of Chemistry).
13. Required: In the Email Sender field, enter the department email address from which email is sent to applicants. It is strongly recommended that this email address be generic to the department (ex. mba@byu.edu, not jane_secretary@ byu.edu).
14. Required: In the To field, select Prospect’s Email Address to have the email automatically sent to each applicant, or select Other Email Address and then type the email address to which you would like the email sent.
15. Optional: In the Email Reply To field, specify the email address to which you would like replies sent.
16. Optional: In the BCC All field, type an email address if you would like to receive a blank carbon copy of each email sent. The BCC field is designed so that you can have a copy of the message sent to yourself.
17. Optional: In the BCC Notification field, type an email address if you would like to receive notification of sent email. This is generally not used unless email is being sent to multiple prospects simultaneously.
18. Required: Type a subject in the Subject text area.
19. Required: Type the text you want to save for the template in the Message text area. You may also include HTML tags.
20. Required: Select Text or HTML as the Message Type. Email templates can be previewed by clicking the Preview button. Click the HTML Formatting Help link to view general HTML formatting tips.
21. Required: Select the folder where the email will be saved from the Folder dropdown list. This should be the department name.
22. Optional: Personalize your email template by inserting fields from the inquiry form. You can do this by adding mail merge fields to the message. Begin by selecting the appropriate option in the Mail Merge Section dropdown list (usually Request for Information). The page will refresh, and the Mail Merge Tag dropdown list will be populated with fields from the form you selected. You can then choose a field from the list by selecting it from the Mail Merge Tag dropdown list. An aytag will appear next to the Mail Merge Tag field. It looks something like this: <ay:tag type="MM" id="882" name="First Name"/>  The aytag is the system’s designation of a particular field in your form. Copy and paste the aytag into your email template where you want the response displayed. The Hobsons mail system will substitute the aytag with the actual data from the prospect record at the time the email is sent.
23. Optional: Add message conditions to the Conditional Messaging area. Conditional messaging is used to send messages to applicants who mee articular criteria. For assistance with conditional messages, contact Graduate Studies.
24. Required: After you are finished creating the email template, click the Save button. A confirmation message will appear briefly in green at the top of your page.

Edit Applicant Email Template in Hobsons
1. Navigate your web browser to Hobsons at https://byugrad.askadmissions.net/SSO/SSO
2. Log into Hobsons.
3. Enter User Name: (unique for department).
4. Enter Password: *******.
5. Click the Login button.
6. Mouse over Select a System and Application System; then click Application for Admission.
7. Mouse over Webcenter Administration and Manage Templates, and then click Manage Email Templates.
8. Click on the department folder icon.
9. Click on the name of the email template you wish to edit.
10. Edit the email template. 
11. Click the Save button. A confirmation message will appear briefly in green at the top of your page.

Customize Email Notification Reports in Hobsons
1. Navigate your web browser to Hobsons at https://byugrad.askadmissions.net/SSO/SSO
2. Log into Hobsons.
3. Enter User Name: (unique for department).
4. Enter Password: *******.
5. Click the Login button.
6. Click the Manage My Account link.

Change Degree Level
STUDENT
1. In consultation with the graduate committee chair, agree to change degree level.
2. Obtain a copy of Request to Change Graduate Degree Level (GS Form 7) from the Graduate Studies Web site, or from the department graduate Program Manager.
3. Complete the Applicant Information and Degree Change Request portions of the form. Any required fees will be charged to the student financial account. Consult GS Form 7 for more information.
4. International students may need to complete updated financial certification forms (GS Forms I-1 and/or I-2) to obtain a new I-20 that reflects the change in degree level. International students should contact the Graduate Admissions Administrator for additional details on this requirement.
5. Submit GS Form 7 with attached materials to the department.

DEPARTMENT GRADUATE COORDINATOR OR DEPARTMENT CHAIR
6. As department graduate coordinator or department chair, review the form.
7. Check the appropriate departmental recommendation on the GS Form 7 and, if applicable, write detailed provisions or reasons for denial. 
8. Sign and send GS Form 7 to Graduate Studies with attached documents.

GRADUATE STUDIES
9. Build the new degree onto the student’s record in AIM (ADV07).
10. Update ADV13 with original program code.
11. Log a note on ADV06.
12. Clear international finances, if applicable, on ADV18.
13. Update international degree profile on International Student and Scholar Management Application (FSA atlas).
14. Create new I-20, and adjust the completion date accordingly, if applicable.
15. Charge student account for fee, if applicable.

Process Application to Resume Graduate Study
STUDENT
1. Obtain Application to Resume Graduate Study (GS Form 6) from the Graduate Studies Web site.
2. Request an interview with your LDS bishop (if not LDS, appropriate ecclesiastical leader) by using endorse.byu.edu.
3. Complete GS Form 6 and return it. Have interviews with the Bishop and Stake President for endorsement.
4. International students only: Complete updated financial certification forms (GS Forms I-1 and GS I-2 and submit them to the Graduate Admissions Administrator).

DEPARTMENT
5. Hold Admissions Committee meeting to make a decision on readmission.
6. Complete and sign the bottom section of GS Form 6, listing provisions or reasons for denial if applicable.
7. Return GS Form 6 to Graduate Studies. No data entry is necessary for departments in the reapplication process. 

GRADUATE STUDIES
8. The Graduate Admissions Administrator will process the Application to Resume Graduate Study by reactivating the student’s program in AIM and will notify the student when this is complete. The “Resume” fee will be charged to the student’s financial account. The form is then sent to imaging. One copy is sent to the department and one copy is sent to the student.

View Status of Department Graduate Programs of Study in AIM
1. Log into AIM. Navigate to ADV17.
2. If necessary, click the Program of Study tab link. NOTE: By clicking on an arrow at the top of any column under this tab, it will sort that column.
3. Enter a program code or click the Program Codes/Desc link to view a list of programs to which you have access, and then select a program or specialization. The page will refresh with the appropriate program code displayed.
4. Select the criteria you want to use for your search. You may also retrieve data for a specific student by typing a name in the Last Name/Identifier and/or First Name text boxes. The Clear Criteria button resets all of the criteria.
5. Optional: The current year and term are entered by default. If desired, enter a different year and term in the Start YYYYT and the End YYYYT text fields.
6. Optional: Select the degree level (Master’s, Doctoral, or Master’s and Doctoral) in the Degree Level dropdown list.
7. Optional: Select US, International, or Both from the US/International dropdown list.
8. Optional: Choose to sort the results by up to three criteria.

Sorting Options
Name Admit YYT GPA
Prog/Spec Chair Pgm Sta
BYU ID Current Registration POS Hrs Deficient
NET ID    

Note: The definitions for each sorting option code in the Program of Study Tab can be accessed through the Explanation of Columns link.
9. Click the Find Students button. To clear the criteria, click the Clear Criteria button.
10. Optional: Click the Hide Selection Criteria link to hide the search criteria.

View Department Graduate Student Information in AIM
1. Log into AIM. Navigate to ADV17.
2. If necessary, click the Student Info tab link. NOTE: By clicking on an arrow at the top of any column under this tab, it will sort that column.
3. Enter a program code or click the Program Codes/Desc link to view a list of programs to which you have access and select a program or specialization. The page will refresh with the appropriate program code displayed.
4. Select the criteria you want to use for your search. You may also retrieve data for a specific student by typing a name in the Last Name/Identifier and/or First Name text boxes. The Clear Criteria button resets all of the criteria.
5. Optional: The current year and term are entered by default. If desired, enter a different year and term in the Start YYYYT and the End YYYYT text fields.
6. Optional: Select the degree level (Master’s, Doctoral, or Master’s and Doctoral) in the Degree Level dropdown list.
7. Optional: Select US, International, or Both from the US/International dropdown list.
8. Optional: Choose to sort the results by up to three criteria.

Sorting Options
Name NET ID Gender
Prog/Spec Pgm Sta Citizenship
BYU ID Admit YYT Ethnicity

Note: The definitions for each sorting option code in the Student Information Tab can be accessed through the Explanation of Columns link.
9. Click the Find Students button. To clear the criteria, click the Clear Criteria button.
10. Optional: Click the Hide Selection Criteria link to hide the search criteria.

View Department Graduation Items in AIM for Current Year Term
1. Log into AIM. Navigate to ADV17.
2. If necessary, click the Graduation Items tab link. NOTE: By clicking on an arrow at the top of any column under this tab, it will sort that column.
3. Enter a program code or click the Program Codes/Desc link to view a list of programs to which you have access and select a program or specialization. The page will then refresh with the appropriate program code displayed.
4. Select the criteria you want to use for your search. You may also retrieve data for a specific student by typing a name in the Last Name/Identifier and/or First Name text boxes. The Clear Criteria button resets all of the criteria.
5. Optional: The current year and term is entered by default. If desired, enter a different year and term in the Start YYYYT and the End YYYYT text fields.
6. Optional: Select the degree level (Master’s, Doctoral, or Master’s and Doctoral) in the Degree Level dropdown list.
7. Optional: Select US, International, or Both from the US/International dropdown list.
8. Optional: Choose to sort the results by up to three criteria.

Sorting Options
Name NET ID Other Req
Prog/Spec Chair Pgm Hrs Deficient
BYU ID GPA  

Note: The definitions for each sorting option code in the Graduation Information Tab can be accessed through the Explanation of Columns link.
9. Click the Find Students button. To clear the criteria, click the Clear Criteria button.
10. Optional: Click the Hide Selection Criteria link to hide the search criteria.

View Department Graduates (Alumni) in AIM
1. Log into AIM. Navigate to ADV17.
2. If necessary, click the Graduates (Alumni) tab link. NOTE: By clicking on an arrow at the top of any column under this tab, it will sort that column.
3. Enter a program code or click the Program Codes/Desc link to view a list of programs to which you have access and select a program or specialization. The page will then refresh with the appropriate program code displayed.
4. Select the criteria you want to use for your search. You may also retrieve data for a specific student by typing a name in the Last Name/Identifier and/or First Name text boxes. The Clear Criteria button resets all of the criteria.
5. Optional: The current year and term are entered by default. You must enter a different year and term in the Start YYYYT and the End YYYYT text fields for alumni.
6. Optional: Select the degree level (Master’s, Doctoral, or Master’s and Doctoral) in the Degree Level dropdown list.
7. Optional: Select US, International, or Both from the US/International dropdown list.
8. Optional: Choose to sort the results by up to three criteria.

Sorting Options
Name Grad YRT Ethnicity
Prog/Spec Admit YYT GPA
BYU ID Gender Chair
NET ID Citizenship Degree

Note: The definitions for each sorting option code in the Graduates (Alumni) Tab can be accessed through the Explanation of Columns link.
9. Click the Find Students button. To clear the criteria, click the Clear Criteria button.
10. Optional: Click the Hide Selection Criteria link to hide the search criteria.

View Faculty Stats in AIM
1. Log into AIM. Navigate to ADV17.
2. If necessary, click the Faculty Stats tab link. NOTE: By clicking on an arrow at the top of any column under this tab, it will sort that column.
3. Enter a program code or click the Program Codes/Desc link to view a list of programs to which you have access and select a program or specialization. The page will then refresh with the appropriate program code displayed.
4. Select the criteria you want to use for your search. The Clear Criteria button resets all of the criteria.
5. Optional: The current year and term are entered by default. You must enter a different year and term in the Start YYYYT and the End YYYYT text fields for faculty.
6. Optional: Select the degree level (Master’s, Doctoral, or Master’s and Doctoral) in the Degree Level dropdown list.
7. Click the Find Faculty button. To clear the criteria, click the Clear Criteria button.

View Faculty Committees in AIM
1. Log into AIM. Navigate to ADV17.
2. If necessary, click the Faculty Committees tab link.
3. Enter the last name of the faculty member you want to search.
4. Enter the first name of the faculty member you want to search.
5. Select the criteria you want to use for your search. The Clear Criteria button resets all of the criteria.
6. Optional: The current year and term are entered by default. You must enter a different year and term in the Start YYYYT and the End YYYYT text fields for students.
7. Optional: Select the degree level (Master’s, Doctoral, or Master’s and Doctoral) in the Degree Level dropdown list.
8. Optional: Select US, International, or Both from the US/International dropdown list. 
9. Click the Find Students button. To clear the criteria, click the Clear Criteria button
.

Programs of Study, Committees, and Minors

Create Program of Study

STUDENT
1. In consultation with the graduate committee chair (advisor), create a Program of Study. If a minor will be pursued, it must be approved by the major and minor departments. Minor courses will be included on the Program of Study.
2. Obtain and complete the Program of Study for graduate students (ADV Form 3) from the department, or online at the Graduate Studies Web site http:// graduatestudies.byu.edu/sites/default/files/graduatestudies.byu.edu/files/files/ forms/adv_form_3b.pdf
3. Obtain signatures of the graduate faculty who will serve on the graduate committee. Master’s committees must consist of at least three graduate faculty; doctoral committees must have five graduate faculty. If a minor is declared and approved, one committee member must be from the minor department.

DEPARTMENT
4. Add courses to the Program of Study in AIM (ADV08). If department has requested a program of study template, the courses on the template will already automatically appear on ADV08.
5. Click the Submit for Approval link. When the department submits for approval, the system automatically checks to assure that minimum university requirements have been met.

Add Program, Prerequisite, or Skill Courses to Program of Study in AIM
1. Log in to AIM. Navigate to ADV08.
2. Access a student record.
3. Ensure that you are viewing the appropriate program for your department and for the student. Programs are listed under the Student Programs heading. The active program appears at the top of the list; other programs appear as links. If necessary, click the link for the program in your department. 
4. Program of Study is the default view. If needed, however, click the Program of Study tab link.
5. Click the Add Classes link for template. Click on Add Programs Options link. Click each class you want to add or click the Select All link. Add Selected Classes.
6. Click the Add Classes link. A window will appear with places to enter course information.
7. Enter the proper department abbreviation and course number for each class. Proper department abbreviations can be found in the Departments dropdown box near the top of the page. After you select a department abbreviation from the Departments dropdown list you can choose to add the abbreviation to the courses by clicking the Populate Classes with Dept Name link. To cancel adding classes, click the Cancel link.
8. Select a requirement type from the Req Type dropdown box. The default requirement type is Major. The other types of requirements are Dissertation, Elective, Minor, PhD Skill, Prereq, Project, and Thesis.
9. For repeatable R classes and classes with variable credit hours, enter the total number of credit hours in the Credit Hours field.
10. Click the Verify Existence of Course(s) link. An error message will be displayed for classes that cannot be found in the database. If this occurs, check and correct the course information. If there are further problems, contact Graduate Studies.
11. After all courses have been entered and verified, click the Save link. The Program of Study page will refresh and display the courses you have added. Please note, the Save link is not available until the Verify Existence of Courses link has been clicked.
12. Click the Submit for Approval link. This will submit the Program of Study for approval. When the department submits for approval, the system automatically checks to assure that minimum university requirements have been met.
13. If the Program of Study is approved, a Yes will appear in the dropdown menu of the Approved column for each course. Once a Program of Study is approved, changes must be made through a signed Request for Program of Study Change (ADV Form 3b). The form should be submitted to the department. 
14. If the Program of Study is not approved, it usually means that courses were not entered correctly or that the requirements for a Program of Study have not been met (total hours etc.).
15. If needed, add other information in the appropriate fields directly on the Program of Study on ADV08.
16. Enter the way a requirement is met in the Requirement Satisfied By dropdown list; options include Class, Post-Bacc, and Senior. The default is Class. Graduate Studies approval is required if an Exam or Petition is entered.
17. You may need to enter the intended year and term of the course in the Year/ Term text field. This could be necessary for R (repeatable) classes taught in a specific year and term; otherwise this field is optional.
18. If the year/term has been typed in, check the Yrt Req check box (year and term required) to indicate the year and term in which an R course was taken.
19. If a specific title code is typed in, check the TC Req check box (title code required) for an R (repeatable) class.
20. If a section number is typed in, also check the Section Number Required box.

Add Transfer Courses to the Program of Study in AIM
Note: Transfer courses may be approved only after official transcripts have been received by Graduate Studies. Through Imaging, departments may view transcripts received by Graduate Studies.
1. Log in to AIM. Navigate to ADV08.
2. Access a student record.
3. Ensure that you are viewing the correct program. The default active program is the first program in the list of Student Programs.
4. Select the Program of Study tab link.
5. Scroll down the page and then click the Add Tran Class link under Transfer Classes towards the bottom of the page where there will be places to enter transfer course information.
6. Enter the department name, catalog number, and credit hours in the appropriate fields as recorded on the official transcript.
7. Enter the transfer university name by typing the university name or click the Find link; type a university name and then click the Find College link, selecting the appropriate university.
Note: International transfer courses can be added only if approved through a Petition for Exception to Graduate Studies.
8. Enter the requirement met by the transfer course by selecting the appropriate option in the Req Type dropdown box. The options are Dissertation, Elective, Major, Minor, PhD Skill, Prereq, Project, and Thesis.
9. Enter the term and year the transfer class was taken.
10. Click the Save link. The course will then appear on ADV08 under the Transfer Classes section of the Program of Study tab.
11. In the dropdown list in the Status column of the added transfer course, change the status from Open to Submitted if Graduate Studies has an official transcript.
12. Click the Save Transfer Changes link.
13. The student must request an official transcript showing the transfer courses to be sent to Graduate Studies, or if the department has an official transcript showing the transfer courses, the department should send the original transcript to Graduate Studies (105 FPH). Graduate Studies checks transcripts and approves transfer courses regularly.
14. Change Program of Study.

STUDENT
15. In consultation with graduate committee chair (advisor), complete the Request for Program of Study Change (ADV Form 3b).
16. Obtain signatures of the graduate faculty who are serving on the graduate committee.

DEPARTMENT
17. Add, delete, or change courses from ADV Form 3b on the Program of Study in AIM (ADV08).
18. Resubmit the Program of Study for approval by clicking the Submit for Approval link. 

Delete a Course from the Program of Study in AIM
1. Log in to AIM. Navigate to ADV08.
2. Access a student record.
3. Ensure that the correct program is active. The default is the active program and is the first program in the list of Student Programs.
4. Click the Delete link to the left of the course you wish to delete from the Program of Study. The page will refresh with the course deleted from the Program of Study.
5. Resubmit the Program of Study for approval by clicking the Submit for Approval link. When the department submits for approval, the system automatically checks to assure that minimum university requirements have been met.

Delete Transfer Courses from the Program of Study in AIM
1. Log into AIM. Navigate to ADV08.
2. Access a student record.
3. Select the Program of Study tab link.
4. Ensure that the correct program is active. The default is the active program and is the first program in the list of Student Programs.
5. Click the Delete link to the left of the transfer class you wish to delete from the program of study.
6. Click the Save Changes link.
7. Resubmit the Program of Study for approval by clicking the Submit for Approval link. When the department submits for approval, the system automatically checks to assure that minimum university requirements have been met.

Edit Course or Transfer Course on the Program of Study in AIM
1. Log into AIM. Navigate to ADV08.
2. Access a student record.
3. Ensure that the correct program is active. The default is the active program and is the first program in the list of Student Programs.
4. Edit the information listed next to the course name.
5. Click the Save Changes link.
6. Resubmit the Program of Study for approval by clicking the Submit for Approval link. When the department submits for approval, the system automatically checks to assure that minimum university requirements have been met.

Select Graduate Committee
STUDENT
1. In consultation with the graduate committee chair (advisor), select members of the graduate committee. This is done at the same time the Program of Study is created.

DEPARTMENT
2. Enter graduate committee chair in AIM (ADV08) under Committee Tab; go to dropdown list of all department graduate faculty and select name of chosen chair.
3. Enter graduate committee members in AIM (ADV08) under Committee Tab; go to dropdown list of all university graduate faculty and select names by clicking one at a time.
4. Resubmit the Program of Study for approval by clicking the Submit for Approval link on ADV08. When the department submits for approval, the system automatically checks to assure that minimum university requirements have been met.

View Faculty Graduate Committee Assignments
1. Log into AIM. Navigate to APD07.
2. Enter a faculty Net ID, BYU ID number, or Last Name in the Last Name/ Identifier text box and/or enter a first name in the First Name text box to access a faculty record.
3. Click the Go link.
4. Select a faculty member record to view graduate committee assignments. Select the Current Committees tab to see the faculty member’s positions on graduate committees (e.g. chair or member).

Add Committee Chair to Graduate Committee in AIM
1. Log into AIM. Navigate to ADV08.
2. Access a student record.
3. Make sure that the correct program is active. The default is the active program and is the first program in the Student Programs dropdown list. To make a different program active, select the program name from the Student Programs dropdown list.
4. Select the Committee tab.
5. Click the Add Committee Chair dropdown. A dropdown list with department faculty names will appear with fields to be completed.
6. Select the name of the chair from the Committee Chair dropdown box.
Note: If a requested faculty member is not found in the Committee Member dropdown box, check the Graduate Catalog to verify graduate faculty status. If the faculty member is listed in the Graduate Catalog, send an explanatory email with the program name and faculty member’s name and BYU ID number to Graduate Studies (gradstudies@byu.edu). Departments may submit a petition for exception to Graduate Studies requesting that a faculty member who does not have graduate faculty status be allowed to sit on a student’s graduate committee. Assignment to a graduate committee is subject to approval from the Dean of Graduate Studies.
7. Ensure that the correct degree level appears in the Committee Type dropdown box (Master’s, Doctoral, or Minor).
8. Ensure that Chair appears in the Member Type dropdown box.
9. Click the Save button. The box will close and the chair will be added to the committee.

Add Committee Member(s) to Graduate Committee in AIM
1. Log into AIM. Navigate to ADV08.
2. Access a student record.
3. Make sure that the correct program is active. The default is the active program and is the first program in the Student Programs dropdown list. To make a different program active, select the program name from the Student Programs dropdown list.
4. Select the Committee tab.
5. Click the Add Committee Member dropdown. A dropdown list with all university graduate faculty names will appear with fields to be completed.
6. Select the name(s) of the member(s) you wish to add from the Committee Member dropdown box. You may type the first letter of the last name to quickly scroll the dropdown box to the alpha area where the faculty member is listed.
Note: If a requested faculty member is not found in the Committee Member dropdown box, check the Graduate Catalog to verify graduate faculty status. If the faculty member is listed in the Graduate Catalog, send an explanatory email with the program name and faculty member’s name and BYU ID number to Graduate Studies (gradstudies@byu.edu). Departments may submit a petition for exception to Graduate Studies requesting that a faculty member who does not have graduate faculty status be allowed to sit on a student’s graduate committee. Assignment to a graduate committee is subject to approval from the Dean of Graduate Studies.
7. Ensure that the correct program type appears in the Committee Type dropdown box (Master’s, Doctoral, or Minor).
8. Ensure that Member appears in the Member Type dropdown box.
9. Click the Save button. The box will close, and the member(s) will be added to the committee. After you make changes to the graduate committee, you will need to resubmit the Program of Study for approval by clicking the Submit for Approval link.
10. To change the order of the committee use the Move Up or Move Down links.

Change Graduate Committee
STUDENT
1. In consultation with the graduate committee chair (advisor), identify changes in the graduate committee.
2. Complete the Request for Program of Study Change (ADV Form 3b), checking the box that states that the signatures on the ADV Form 3b constitute a change in the graduate committee. 
3. Obtain signatures of the graduate faculty who will serve on the graduate committee.

DEPARTMENT
4. Add, delete, or modify graduate committee members in AIM (ADV08).
5. Submit graduate committee for approval by clicking the Submit for Approval link. When the department submits for approval, the system automatically checks to assure that minimum university requirements have been met.

Delete Graduate Committee Member in AIM
1. Log into AIM. Navigate to ADV08.
2. Access a student record.
3. Ensure that the correct program is active. The default is the active program and is the first program in the list of Student Programs.
4. Select the Committee tab link.
5. Click the Del link to the left of the name of the committee member you wish to remove. The page will refresh with the committee member deleted from the committee. After you make changes to the graduate committee, you will need to resubmit the Program of Study for approval by clicking the Submit for Approval link.

Add a Graduate Minor
STUDENT
1. Obtain approval for the minor from the department chair or graduate coordinator of both the major and minor departments.
2. Select a graduate faculty member from the minor department (approved by the department chair or graduate coordinator of the minor department) to serve as a graduate committee member.
3. In consultation with the graduate committee, select minor courses to add to the Program of Study (a minimum of 12 semester hours are required for a minor in a doctoral program, a minimum of 9 for a master’s).

DEPARTMENT
4. Enter the graduate minor in AIM (ADV07). 
5. Add minor courses to the Program of Study (ADV08).
6. Add minor member under the Committee Tab.
7. Submit the Program of Study for approval by clicking the Submit for Approval. When the department submits for approval, the system automatically checks to assure that minimum university requirements have been met.

Enter a Graduate Minor in AIM
1. Log into AIM. Navigate to ADV07.
2. Access a student record.
3. Type the name of the desired minor program in the Program Lookup field and then click the Major link. Any graduate degree granting program may be used as a minor as long as the “major” and “minor” departments have agreed to the minor.
4. Click the Select link next to the desired minor program (must be a graduate program).
5. In the new pop-up window, check the Use Program as Minor check box.
6. Enter the minor program hours.
7. Click the Add Program link.

Add Specialization in AIM
1. Log into AIM. Navigate to ADV07.
2. Access a student record.
3. Click the Change link next to the graduate major or specialization.
4. Select the desired specialization from the specialization dropdown box and then click Add.
Note: This will automatically delete the current degree program and create a new program and specialization. Therefore, a Program of Study will need to be rebuilt and resubmitted for approval. 

Enter Hours Transferred from Master’s to Doctoral in AIM
Note: In order for master’s hours to be transferred, the student must be admitted to a doctoral program and the master’s degree must be recorded in AIM (TRN01 or ADV07).
1. Log into AIM. Navigate to ADV07.
2. Access a student record.
3. Click the Attributes tab link.
4. In the table with the column headings Program, Attribute, and Value, enter the number of hours to be transferred from the master’s to the doctorate in the text box under the Value column. The doctoral major will be shown under the program column. The Attribute column will show Trn Master Hours.
5. Click the Add Attribute button. The page will refresh, and the transferred hours will appear on the right side of the page. Clicking the Del link will delete the added master’s hours.

Clear a Skill Requirement for a Doctoral Student in AIM
1. Log into AIM. Navigate to ADV08.
2. Access a student record.
3. Click the Other Reqs tab. If the student is matriculated in a doctoral degree program with a skill requirement, the requirement will be listed. Type in date the requirement is cleared (i.e. 23 February 2015).
4. Select Cleared from the dropdown list next to the PhD Skill requirement.

Add Another Requirement Under “Other Requirement” on ADV08
DEPARTMENT
1. Log into AIM. Navigate to ADV08. If a department has requested other requirements on the template, they will already automatically appear on ADV08.
2. Access a student record.
3. The page will refresh and the student summary will appear. 
4. Click the Other Reqs tab link.
5. Click the Add Requirement link. A new window will appear.
6. Select any requirement from the Select Req Type dropdown list.
7. Select Dept in the Select Req Level dropdown list.
8. A description may be added in the description field if needed for clarification.
9. Click the Save link. The window will disappear, and ADV08 will refresh and display the new requirement under the Other Reqs tab.
10. Clear additional requirement on ADV08 by typing in completion date. For further clarification type appropriate note such as “passed” or “completed” under Description.

Clearing Another Requirement in AIM
Note: If a student has applied for graduation, department requirements should be cleared on AIM page ADV01. Otherwise, department requirements may be cleared from AIM page ADV08.
1. Log into AIM. Navigate to ADV01 or ADV08.
2. Access a student record. The page will refresh and the student summary will appear.
3. ADV01: Click the Other Reqs – Yes link. ADV08: Click the Other Reqs link.
4. ADV01 and ADV08: Enter a description or comment (optional). Enter the appropriate date in the Date Cleared text box.
5. Click the Upd link. The page will refresh with the requirement cleared.
6. (Optional) ADV01: click the Close link to close the window. 

 

Progress Reports

Generate Student Progress Report for a Specific Program in AIM
1. Log into AIM. Navigate to PROGRPT or ADV09.
2. Access a student record. 
3. Click the view Graduate Progress Report link to the left of available program or programs afterwhich a new page will display the requested program progress report.
4. Optional: Click the Print link to print the report.

Generate Full Student Progress Report
1. Log into AIM. Navigate to PROGRPT or ADV09.
2. Access a student record.
3. Click the Full Progress Report link. A new page will display a progress report for all course work taken at BYU, including undergraduate course work.
4. Optional: Click the Print link to print the report.

Generate Progress Report of Student Grades and Received Academic Credits
1. Log into AIM. Navigate to PROGRPT or ADV09.
2. Access a student record.
3. Click the Academic Summary link. A new page will display the requested report.
4. Optional: Click the Print link to print the report.

Add a Note to a Progress Report
1. Log into AIM. Navigate to GS10.
2. Access a student record.
3. Click the Create Note Entry for link.
4. Select Prog_Rept_Note from the Note Type dropdown list.
5. Type the note in the Comment text box.
6. Click the Save button. Clicking the Clear button clears the contents of the Comments text box. Clicking the Close button closes the comment window. 

Graduate Student Evaluation Procedure
If a department wishes to place a hold on a graduate student for failure to create a program of study in a timely manner or for other reasons, a request must be made to Graduate Studies. A hold may block registration for the next semester and the release of a diploma and transcript. The most recent evaluation appears on the progress report. Graduate students must be evaluated at least twice annually and those evaluations are recorded by departments on ADV12. GRADUATE STUDIES
1. Remind departments to conduct graduate student evaluations and to enter evaluation results in AIM.

DEPARTMENT
2. Provide written documentation regarding department evaluation expectations.
3. View list of graduate students needing evaluations.
4. Conduct graduate student evaluations twice a year.
5. Enter graduate student evaluation results in AIM.

View List of Students Needing Evaluation in AIM
1. Log into AIM. Navigate to ADV12.
2. Select the appropriate department from the Departments dropdown box and click the Go link.
3. View the resulting list of students. A designation of Not means that the student has not yet been evaluated. This page also shows the result of previous evaluations.
4. Students whose evaluation for any semester shows L or MSN do not need to be evaluated that semester.

Enter Evaluation Results in AIM
1. Log into AIM. Navigate to ADV12.
2. Select the appropriate department from the Departments dropdown box, and click the Go link.
3. Enter evaluation for the student or students by selecting the appropriate option: S for satisfactory, M for marginal, or U for unsatisfactory. A designation of Not means the student has not yet been evaluated. If there is an L (Leave) recorded, the student has received an approved “medical, military, or mission leave” from the university. If there is an MSN recorded, the student has received a “mission defer” meaning he/she has been admitted but will not begin their graduate work until they return from their mission.
4. Click the Submit link.

Graduation

General Graduation Procedures

STUDENT
1. Complete all required course work on the Program of Study or be registered for remaining classes. Students not enrolled in at least two credit hours during their final semester and the semester of the final exam must pay an equivalent minimum registration fee. Audit and home-study do not fulfill this requirement.
2. Go to the myBYU menu: click on School; click on Apply for Graduation. The GRADAPP page will appear and the student should read it carefully.
     a. You must have an active Ecclesiastical Endorsement on file to be eligible to apply for graduation.
     b. Click on the link to review graduate progress report and make sure it is correct.
     c. Type in your diploma name exactly the way you would like it to appear on your diploma.
     d. Check your major/degree information for accuracy.
     e. Indicate whether or not you will be attending commencement.
     f. Click “Submit Application” link.
The deadline is in October for a December diploma, January for an April diploma, April for a June diploma, and May for an August diploma.
3. To schedule an oral defense, the student must have applied for graduation (GradApp in AIM).
4. Arrange with department to schedule a final oral examination (defense of thesis or dissertation) by the published deadline. If deadlines are not met the graduation date will be changed. Scheduling must occur at least two weeks prior to the exam date; the exam may not be held during the interim period between semesters.
5. When the final oral examination is scheduled, submit a copy of the dissertation or thesis to each member of the graduate committee. 

DEPARTMENT
6. Emails will be sent to the generic department email address periodically to notify you of students who have applied for graduation (see GradQ).
7. Enter correct graduation date in left hand corner, ie: 20141; default is the current year term.
8. Select your department from the Select Department dropdown.
9. Click on student’s name and you will be directed to GradAPP.
10. Click on View Progress Report link in GradApp to find any discrepancies.
11. Click on either Accept Application or Withdraw Application.
12. Click on Graduation Clearance (ADV01) link if you accept an application and edit ADV01 information as needed.
13. Schedule the final oral examination (defense of thesis or dissertation) at least two weeks in advance.
14. Review the list of students who have applied for graduation in AIM (ADV14) and defer or withdraw students from graduation as needed on ADV01.

STUDENT
15. Pass the final oral examination (defense of the thesis or dissertation). If the result of the examination is “pass with qualifications,” complete the required changes.
16. Complete all course work requirements. After a student’s application for graduation is completed, the Progress Report becomes the official graduation clearance check

DEPARTMENT
17. Enter the result of the final oral examination and clear other requirements as completed in AIM (ADV08). Note: Edit these committee names on ADV08 if they have changed.

STUDENT
18. Make any required changes to the dissertation or thesis.
19. Have your final document read and approved for content by your committee, graduate coordinator/department chair, and college representative. 
20. Obtain all needed signatures on the Approval for Final Dissertation or Thesis (ADV Form 8d).
21. After content is approved and signatures have been obtained, upload a PDF of your thesis to the Electronic Thesis and Dissertation Web site (http://etd. byu.edu). You should visit the Web site regularly to check the status of your submission.
22. Once your ETD status shows ‘Grad Office Review,’ take the ADV Form 8d to Graduate Studies (105 FPH) with one copy of your title page.
23. Optional: If required by the department, bound copies may be ordered through the BYU Print and Mail website (gradworksonline.com).
24. Optional: Personal copies may be made through the BYU Print and Mail website (gradworksonline.com).
25. Optional: Order and pick up cap and gown from the Alumni House.
26. Optional: Attend commencement and convocation.

Accepting a Student for Graduation in AIM (Department)
Note: This must be done before scheduling the Final Oral Examination (defense of dissertation or thesis).

DEPARTMENT
1. Log into AIM. Navigate to GRADQ.
Click on student name which will take you to GRADAPP.
     a. Determine whether it is appropriate for a student to be applying for graduation.
     b. Click on View Progress Report to review student’s overall progress.
     c. Accept Application or Withdraw Application
     d. Click ADV01 link and update as needed.
Note: The student sees the following information regarding mailing the diploma.
Diploma: Official, signed diplomas will be mailed approximately three to six weeks following commencement. Degrees are posted after all grades are received and graduation requirements have been met. After your degree is posted, your diploma will be sent to your mailing address as listed on the University Student Information System. Please update this address on the Personal Information Option on myBYU or by contacting the Registration Office, B-130 ASB; (801) 422-2824. Addresses must be updated within one week after graduation.
Cap and Gown: Information available online.
2. A list of requirements will appear with the value of C (cleared) or D (deficient). Click the Other Reqs link to view the status of other requirements.
3. Optional: List any additional departmental requirements if needed.
4. If all department requirements for graduation are met with the exception of current classes and thesis, type a C in the department’s Clearance column text box. If there are still department requirement deficiencies listed under Other Reqs, type a D in the department’s Clearance column text box.

Letter of Completion Procedure (Optional)
STUDENT
1. Contact Graduate Studies to request a Letter of Completion only after all requirements have been completed. The student must indicate whether the letter will be picked up, and/or mailed to an address provided, and/or faxed to a fax number provided or scanned to an email address. Any combination of delivery options may be accommodated as requested. Letters are usually ready 24 to 48 hours after being requested.

GRADUATE STUDIES
2. Check all requirements for graduation.
3. Prepare letter of completion and send as an attachment to the Records Office with instructions for disbursement.
4. Records Office has the letter signed by a registrar, and adds the university seal on the letter.
5. Records Office holds the letter for the student to pick-up, mails the letter to the address provided, faxes the letter to the fax number provided, or emails the letter to the email provided. View Summary of Graduation Applicants

DEPARTMENT
1. Log into AIM. 
2. Navigate to ADV14.
3. Select the check boxes next to the major or specialization to generate a report of students who have applied for graduation in the selected major or specialization. By default all available check boxes are checked. Check or uncheck the desired boxes. Clicking the Uncheck All link will uncheck all the available check boxes. Clicking the Check All link will check all the available check boxes.
4. Enter the desired graduation year and term. For example, for Winter Semester 2012, enter 20121.

Graduation Term
1 Winter (April
3 Spring (June)
4 Summer (August)
5 Fall (December)

5. Click the Get Grad Summary button. A page with an alphabetical list of graduate applicants ordered by major/specialization will appear. The list includes the BYU ID number, student name, program, degree, Program of Study approved status, oral status, and department and university clearance status for each applicant.
6. Optional: Print the graduate summary by clicking the Print link.

View Individual Graduation Applicant Summary
1. Log into AIM. Navigate to ADV01.
2. Access a student record.
3. The page will refresh, and the applicant summary will appear.

Clear Department Graduation Requirement in AIM
Note: If a student has applied for graduation, department requirements should be cleared on AIM page ADV01. Otherwise department graduation requirements may be cleared from AIM page ADV08. If department requirements have not been completed, departments should type D in the department’s clearance column text box.
1. Log into AIM. Navigate to ADV01 or ADV08.
2. Access a student record. The page will refresh, and the applicant summary will appear.
3. ADV01: Click the Other Reqs – Yes link. ADV08: Click the Other Reqs tab link.
4. ADV01 and ADV08: Enter a comment (optional). Enter the date in the Date Cleared text box.
5. Click the Upd link. The page will refresh with the requirement cleared.
6. Optional: ADV01, click the Close link to close the window.

Add Department Graduation Requirement for a Student
DEPARTMENT
1. Log into AIM. Navigate to ADV08.
2. Access a student record.
3. The page will refresh, and the applicant summary will appear.
4. Click the Other Reqs tab link.
5. Click the Add Requirement link.
6. Select Department from the Select Req Type dropdown list.
7. Select Dept from the Select Req Level dropdown list.
8. Type a description of the requirement in the Description text field.
9. Click the Save link. The window will disappear, and ADV08 will refresh and display the new requirement under the Other Reqs tab.

Dissertations or Theses

General Dissertation or Thesis Procedures

DEPARTMENT
1. Inform the student of department format requirements for dissertations or theses. The prospectus requirement may be tracked in AIM (ADV08, Other Reqs).

STUDENT 
2. Complete the prospectus.

DEPARTMENT
3. Graduate Advisory Committee approves the prospectus.

STUDENT
4. Complete the prospectus according to the guidelines provided by the Graduate Advisory Committee.
5. Apply for graduation.
6. Obtain preliminary approval of the dissertation or thesis content and format from committee members.
7. Submit a paper copy or PDF and/or ETD (in PDF format) of the thesis or dissertation to the department for content and format review and approval. Since it is critical to meet the Graduate Studies submission deadline, submit to the department early enough to allow time for format changes before final submission.

DEPARTMENT
8. Schedule the final oral examination (defense of dissertation or thesis) in AIM (ADV08) at least two weeks before the defense date.
If oral exam is scheduled under two weeks but more than one week, provide Graduate Studies with a scanned copy of ADV Form 8c to schedule oral defense.
If oral exam is scheduled under one week, an exception may be granted by preparing a Petition for Exception (OGS Form 2) to Graduate Studies.
9. Review the paper copy or PDF of the dissertation or thesis to verify that it meets university and departmental standards and ETD guidelines. To ensure that deadlines are met, departments may wish to instruct students to submit a copy for department format review at the same time they submit copies to the graduate committee.

GRADUATE STUDIES
10. Send an announcement to the university community listing the title of the dissertation or thesis and the date, time, and place of the final oral examination (defense).
11. Provide defense packet to department for each oral examination 

DEPARTMENT
12. Conduct the final oral examination.
13. Enter the result of the final oral examination in AIM (ADV08).
14. Submit the grade change authorization to the Records Office after the student passes the final oral examination. Faculty member or department enters grade changes in their previous online grade rolls for 699R or 799R from T to P after the student passes the final oral examination and clear any qualifications.

STUDENT
15. Take the final oral examination.
16. Make the necessary format or content changes requested by the committee (and subsequently by the department and the college dean’s office).
17. Obtain approval signatures for Submission of Final Dissertation or Thesis (ADV Form 8d).
18. Submit copy of the dissertation or thesis to the department for review (graduate coordinator or department chair).

DEPARTMENT
19. Review and approve the dissertation or thesis.
20. The graduate committee chair and members approve the student’s work and sign the ADV Form 8d.
21. The graduate coordinator or department chair review, accept, and sign the ADV Form 8d on behalf of the department.

COLLEGE DEAN’S OFFICE
22. Review, accept, and sign the ADV Form 8d for the dissertation or thesis on behalf of the college.

STUDENT
23. After the ADV Form 8d has been signed, convert document to PDF for ETD submission, then submit to department for approval. Once the department gives ETD approval the document is submitted to the college. When the college gives ETD approval it is submitted to Graduate Studies (105 FPH).
24. Once the ETD status shows ‘Grad Office Review,’ submit ADV Form 8d and a copy of the title page to Graduate Studies (105 FPH). As an electronic submission, the ETD will be automatically submitted to the library upon approval.

Schedule Final Oral Examination (Defense of Dissertation or Thesis)

STUDENT
1. Apply for graduation. (See previous instructions).
2. Obtain preliminary approval of dissertation or thesis content and format from committee members.
3. Work with department to identify a date for the final oral examination (defense of dissertation or thesis) feasible for all committee members.
Note: The student and committee members must be physically present at the oral defense.
4. Submit copies of dissertation or thesis to committee members at least two weeks in advance.

DEPARTMENT
5. Schedule the Final Oral Examination (defense of dissertation or thesis) in AIM at least two weeks before the planned date and no later than the graduation deadline.
6. Notify Graduate Studies if a defense packet is not received a week before the defense.

GRADUATE STUDIES
7. Generate weekly report of scheduled defenses.
8. Send an announcement to the university community listing the name of the student, the title of the dissertation or thesis; the department; the degree; the name of the graduate committee chair; and the date, time, and place of the defense.
9. Provide defense packet to department.

Defense Packet Contents
Document Master's PhD
Report of Committee Action for Final Examination (ADV Form 10 X X
Committee Member Evaluation of Final Oral Examination (ADV Form 9) One form for each examiner. X  
Committee Member Evaluation of Final Oral Examination - Doctoral (ADV Form 9doc) One form for each examiner.   X
Departmental Approval for Submission of Dissertation or Thesis (ADV Form 8d) X
Student Thesis or Dissertation Submission of Dissertation Checklist (ADV Form 12) X X
ETD Submission to UMI Website (ADV Form 13)   X
Instructions for submitting Survey of Earned Doctorates   X

Enter Final Oral Examination (Defense of Thesis or Dissertation) Information in AIM
Note: Before a defense may be scheduled, the student must apply for graduation. The student must apply for graduation no less than 2 weeks before the final oral examination (defense).
1. Log into AIM. Navigate to ADV08.
2. Access a student record.
3. Click the Other Reqs tab link.
4. Click the Schedule Thesis link. A window for entering information related to the final oral examination (defense) will appear.
5. Enter the following information in the appropriate fields: date, time, and location of the final oral examination (defense); dissertation or thesis title; and equipment needs (for example, an overhead projector or laptop).
6. Click the Submit link. The status of the final oral examination is noted as pending until the results of the examination are entered.

Enter Result of Final Oral Examination (Defense of Thesis or Dissertation in AIM)

DEPARTMENT
1. Log into AIM.
2. Navigate to ADV08.
3. Access a student record.
4. Click the Other Reqs Tab.
5. Click the Schedule Thesis link. 
6. From the Status dropdown box, select Pass or Qualifications (pass with qualifications). If the result of the defense was fail or recess, follow the instructions found on the Report of Committee Action for Final Examination (ADV Form 10).
     a. If the result is pass, immediately after the examination the graduate committee chair completes the form, obtains signatures from all members of the committee, and returns the form to the department, where the decision is entered in AIM (ADV08, Other Reqs tab). The department retains the completed form.
     b. If the result is pass with qualifications, the committee members sign the form, and the decision is entered in AIM (ADV08, Other Reqs tab). The graduate committee chair retains Form 10 until all qualifications have been satisfactorily completed. When the student has completed all qualifications, the graduate committee chair then signs and dates the form where indicated, and the decision in AIM is changed to Pass. The department retains the completed form.
     c. If the result is recess, the candidate is permitted to reschedule a second and final examination. The new examination cannot be held sooner than one month after the recessed examination and must be formally scheduled with the department and Graduate Studies. Immediately after recessing the examination, the graduate committee chair completes the ADV Form 10, obtains signatures from all members, and returns the original form to Graduate Studies, retaining a copy for the student’s file. Included with the form send a written outline of the needed revisions to Graduate Studies and give a copy to the student.
     d. If the result is fail, immediately after the candidate has failed the examination, the graduate committee chair completes the ADV Form 10, obtains signatures from all members of the committee, and returns the original form to Graduate Studies, with the reasons for the failed examination, retaining a copy for the student’s file.
7. Click the Submit link to update the status.

Submit Final Dissertation or Thesis (ETD)
STUDENT
1. After the final oral examination (defense of dissertation or thesis), make the revisions required by the committee.
2. Enter your information on the Approval for Submission of Final Dissertation or Thesis (ADV Form 8d). This form is provided in the final oral examination packet. 
3. Obtain original signatures of the graduate committee chair, graduate committee members, the graduate coordinator (or department chair) and the college dean’s office on ADV Form 8d. Signatures should be in black ink to ensure clear copies. NOTE: If Echosign is used for some signature(s), they must be obtained prior to other signatures.
4. After content is approved, convert the approved document to PDF, following the guidelines and procedures given on the ETD web site etd.lib.byu. edu. Make sure to embed all fonts. Add navigation bookmarks to the PDF document manually if they are not automatically created in the conversion process. See the Using Adobe Acrobat topic under Creating an ETD at the ETD website.
5. Go to etd.lib.byu.edu and use your NetID and password to log in.
6. Complete each section of the submission page. Some of the fields will be populated automatically from information in AIM. You must indicate the availability for your ETD (immediate release, one year delay, or secured for patent or export controls; or Creative Works embargo). Click the Submit Information link.
7. Upload the ETD in PDF format where requested. Then View the main record to ensure that all information is complete and correct. Then Update the main record.

DEPARTMENT AND COLLEGE REVIEWERS
1. Department and College reviewers view the ETD, and approve or disapprove.
2. Email notifications are sent upon each approval and disapproval.

STUDENT
1. Make any edits needed for final ETD approval, uploading a new PDF when necessary.
2. Once the ETD is approved by the college, the ETD status shows ‘Grad Office Review.’
3. Masters and Doctoral students print a copy of the title page to be attached to the ADV Form 8d.
4. Doctoral students only: Go to the Proquest / UMI Dissertation website. Instructions are provided in ADV Form 13, “ETD SUBMISSION TO THE UMI WEBSITE.”  Follow log in instructions, upload the PDF on the UMI website, and print the confirmation email verifying the completed submission. 
5. All students: Deliver the ADV Form 8d (plus UMI confirmation email for doctoral students) to Graduate Studies (105 FPH).
6. The Survey of Earned Doctorates (SED) must be completed before coming to Graduate Studies.

Secured Theses and Dissertations
In some circumstances, the university permits a student to have his or her thesis/ dissertation secured for a designated period of time. These cases are exceptions to policy and are permitted only in extenuating circumstances (e.g., pending patent, sensitive subject, export controls, etc.). The thesis is secured in Graduate Studies. The library copy is secured. The student and department receive their copies.
The student should follow the procedure outlined below:
1. Student completes the Request to Secure Thesis or Dissertation, ADV Form 8e, available on the Graduate Studies website. The student also indicates on the ADV Form 8d whether or not the thesis/dissertation is being secured (never use ADV Form 8e).
2. The form is reviewed and approved by the Dean of Graduate Studies.
3. Theses and dissertations are secured in the digital workflow of ETDs until the date of their release, at which time they are catalogued by the library for digital access.

Submit Grade Change Authorization
GRADUATE STUDIES
1. A Grade Change is no longer included in the defense packet.

DEPARTMENT
2. Once the student passes the oral defense and clears any qualifications, the department designee (usually faculty member or advisor) changes the T grades online for 799R or 699R to P’s on each grade roll. Reminder: Enter grades on the current grade roll at the appropriate time of the semester.
3. Note: Dissertation and thesis grades are recorded as P; do not change T grades to other letter grades such as A, B, or C.

Miscellaneous Processes

Change Address in AIM
1. Log into AIM.
2. Navigate to ADDRESS.
3. Access a student or applicant record.
4. Click Mailing to change the mailing address, Residential to change the residence address, or Permanent to change the permanent address. A new window will appear with text boxes for address parts.
5. Make the changes in the appropriate fields.
6. Click the Save button.
7. Click the Close Window button.

Petition for Exception
Note: The Petition for Exception form is to be filled out by the graduate committee chair or the department graduate coordinator, not by the student.

DEPARTMENT
1. Obtain Petition for Exception (OGS Form 2) from the Graduate Studies Web site.
2. Enter student information on the form.
3. Write an explanation of the requested exception and reasons for the request.
4. Attach any supporting documentation such as a contract for a time limit extension containing a detailed timeline to completion.
5. Have the department graduate coordinator and department chair review the petition and sign it.
6. Send the signed petition to the college dean for review and signature.

GRADUATE STUDIES
7. Receive petition from the college dean’s office.
8. Hold a Petition Committee meeting to review the petition and render a decision.
9. Indicate Committee decision (“Approved,” “Denied,” or “Pending”) on Form 2, and add explanatory comments if needed. 
10. Make necessary changes in AIM; enter an official note in AIM (GS10 or ADV06) explaining the decision.
11. Send a copy of the reviewed petition to the department who notifies the student.

Petition for Full-Time Status
STUDENT
1. Obtain ADV Form 2a, a Petition for Graduate Full-Time Status from the Graduate Studies Web site.
2. Complete the student portion of the petition.
3. Obtain the signatures of the graduate committee chair and the department graduate coordinator.
4. If verification of status is needed for student loans, contact the Records Office (B-150 ASB, 2-2631). Note: F/T status does not typically apply to international students.

DEPARTMENT
5. Verify that the student has met the eligibility requirements, as follows:
     • The student is enrolled for at least 2.0 credit hours for the semester, 1.0 for a term of dissertation, thesis, project, research, or internship
     • The student has an approved Program of Study and graduate committee.
     • The student is contributing 40 or more hours per week in pursuit of the degree
     • The student is showing satisfactory progress towards completion of the degree
     • The student has completed all the required course work for the degree or the department has limited enrollment to less than full time because of a TA/RA assignment
     • The student is not employed full time
     • The student is not newly admitted
     • An international student has the approval of International Services
6. If the requirements are satisfied, sign in the department certification section.
7. Forward petition to Graduate Studies. 

GRADUATE STUDIES
8. Verify that the student submitting the petition meets the eligibility requirements listed on the petition form.
9. Enter the full-time status flag for the semester or term in AIM (REG05). Full time status is displayed on REG01 and REC01. This status information is available to external institutions (e.g. lenders).

Expire (Terminate) Graduate Student Status
DEPARTMENT
1. Obtain a Departmental Request to Terminate Graduate Status (ADV Form 7) from the Graduate Studies Web site.
2. Complete the form; check the box indicating the reason the student’s status is to be terminated; check the box indicating how the withdrawal should be noted on the student’s record.
3. Obtain the signatures of the graduate committee chair and the department chair or graduate coordinator.
4. Submit the form to Graduate Studies.

GRADUATE STUDIES
5. Inactivate the student’s graduate status in AIM (ADV07). The student’s registration eligibility is eliminated (REG07).
6. Add a registration hold in AIM (REG05).
7. Return a copy of ADV Form 7 to the department.

Graduate Student Academic Grievance Procedure
STUDENT
1. Discuss and seek resolution of the grievance with the faculty member involved no later than one year from the last day of final examinations of the semester in which the alleged unfair or inadequate evaluation occurred. If for any reason the faculty member is unavailable or the student believes the matter will not be fairly dealt with or will create the possibility of retribution, the student may direct the grievance to the department chair. If the department chair is unavailable, the grievance shall be directed to the graduate coordinator or the person designated by the dean of the college to consider such matters.

AFFECTED FACULTY
2. Strive to resolve the grievance amicably.

STUDENT
3. If satisfactory resolution is not reached, submit a written request for review to the department chair (even if the matter concerns the department chair).

DEPARTMENT CHAIR
4. Conduct a review and communicate a decision in writing to the student and faculty member within 45 days of receipt of the graduate student’s request for review.

STUDENT
5. If satisfactory resolution is still not reached, submit a written request for review to the dean of the college or school within 45 days of the date of the written decision by the department chair. The request for review should contain an outline of the grievance and its disposition, and it should set forth facts supporting the student’s request for review.

DEAN OF COLLEGE OR SCHOOL
6. Conduct a review and communicate a decision in writing to the student and department chair within 45 days of receipt of the graduate student’s request for review.

STUDENT
7. If satisfactory resolution is still not reached, and the matter involves terminating the graduate student from the graduate program, submit a written request for review to the Dean of Graduate Studies within 45 days of the date of the written decision by the college dean. The request for review should contain an outline of the grievance and its disposition, and it should set forth facts supporting the student’s request for review. Prepare to give a presentation of the grievance at an administrative review.

DEAN OF GRADUATE STUDIES
8. Convene a formal administrative review following the specific format found under Graduate Student Academic Grievance in the Policy Section of this manual. 
9. Issue a final decision following the formal review. The decision of the Dean of Graduate Studies cannot be appealed.

Program and Curricular Review

Add or Change Graduate Curriculum
DEPARTMENT
1. Complete a Course Form when proposing to add a new course or change an existing course. Complete a Course Delete Form when proposing to delete a course. These forms are available online at: http://saas.byu.edu/catalog/ curriculum/.
2. Submit the form with any relevant documentation, including required signatures, to the college curriculum representative, who will submit it to the University Curriculum Secretary.
Note: If course additions, changes, or deletions affect the requirements of a graduate program, a Program Request form must also be submitted to the Dean of Graduate Studies.

UNIVERSITY CURRICULUM COMMITTEE
3. Review the proposal and documentation.
4. Approve or deny the proposal.

Add New Graduate Program or Revise Existing Graduate Program
DEPARTMENT
1. Complete a Program/Department Request form, available online at http:// saas.byu.edu/catalog/curriculum/. To obtain information regarding proposals for new graduate programs, refer to http://saas.byu.edu/catalog/Curriculum/ Handbook/3-Programs.pdf.
2. Obtain signatures from the department chair and college dean documenting support for the new program or program revision. If the proposal will involve or impact other academic units, supporting documents from the chair and dean of these units should be included.
3. Attach a written justification for the requested new program or program revision as outlined online at http://saas.byu.edu/catalog/Curriculum/Handbook/3-Programs.pdf. The justification for a new program will include such items as program purpose and design, proposal rationale, faculty involvement, number of students in program, resources, etc.
Note: If the proposal is for a minor change to an existing program, the dean may approve the change without Graduate Council review.
4. Submit the proposal to the office of the Dean of Graduate Studies.

GRADUATE COUNCIL
5. Review the proposal and supporting documentation. If appropriate, invite sponsors of the proposals for new programs/departments to provide additional information and discuss the proposal.
6. Recommend approval or denial of the request to the Associate Academic VP-Research & Graduate Studies.

ASSOCIATE ACADEMIC VP-RESEARCH & GRADUATE STUDIES
7. Recommend approval or denial of the request. The request may be forwarded to the President’s Council and Board of Trustees.

Update Graduate Catalog
GRADUATE STUDIES
1. Send a copy of the online catalog section to the department graduate coordinators and program managers.

GRADUATE COORDINATOR (DEPARTMENT)
2. Review the department’s catalog section.
3. Make changes approved by department and college leadership. To ensure inclusion in the catalog, proposals for curriculum/program changes should be submitted as early as possible.
Note: New curriculum/program changes cannot be incorporated into the catalog until the Curriculum Committee and/or the Graduate Council have approved them.
4. Update graduate faculty list, adding new faculty and deleting faculty who anticipate retiring the following year. Department graduate faculty list must be approved by the college for graduate faculty status before they can be included in the catalog. The Dean of Graduate Studies has final approval.
5. Review editorial proof. Only minor changes can be made at this time. 

REQUESTING GRADUATE FACULTY STATUS
 
To request graduate faculty status:
  1. The Associate Dean should email denise_stanton@byu.edu and kauwe@byu.edu and include your College Dean and Department Chair’s email addresses in the “cc” line. The text of the email should articulate approval and recommendation for graduate faculty status by the Chair and Dean of the college.  A brief justification should be included to support the request.
  2. An updated CV reflecting the faculty member’s current position and title at BYU should be attached to the email message.
  3. Graduate Studies will evaluate these requests as quickly as possible and communicate the decisions (approve, request more information, suggest a petition for one time status, or reject) as quickly as possible. 

Hobsons

This section contains information about the Hobsons inquiry, application, and recommendation management system.

Application Management
The Application Management system provides in Hobsons online BYU application forms. Applicant communication and tracking are facilitated through dynamic email templates and querying tools. The system also contains statistical reporting and analysis tools. Business rules are created by Graduate Studies in order to streamline the unique workflow process and to automate manual tasks. For example, a business rule can be set up to send an automatic email to an applicant when an application is submitted. Application data is uploaded to the AIM system daily.

Online Recommendation Management
The Online Recommendation Management system provides recommenders a step-by-step, secure method for submitting recommendations online. It also allows applicants to monitor recommendation status online. The system allows personalized messages to be sent to recommendation providers and provides authenticity verification. Recommendations are linked to the applicant’s submitted application.

Hobsons Support
For technical problems with the Hobsons system, please consult the Hobsons online help and/or contact Hobsons Technical Support. For other issues and problems, contact Graduate Studies.

Hobsons Procedures

Log into Hobsons
1. Log into the Hobsons Webcenter. The User ID is provided by Graduate Studies. Users set their own password.
2. Enter Username: (unique for department).
3. Enter Password: *******.
4. Click the Login button.

After Logging in:
1. Navigate Web browser to the Hobsons.
2. Click the Manage My Account link.
3. Change the First Name, Last Name, or Email Address as desired. This is the name and contact information of the person who receives notification emails from Hobsons.
4. Click the Submit link.

Change Password in Hobsons
Note: The Hobsons system will prompt users to change the password every 60 days. Password changes are recommended, but not required.
1. Navigate Web browser to Hobsons
2. Log into Hobsons.
3. Enter User ID: (unique for department).
4. Enter Password: *******.
5. Click the Login button.
6. Click the Manage My Account link.
7. Type the old password in the Old Password text field.
8. Type the new password in the New Password text field.
9. Retype the new password in the Confirm Password text field.
10. Click the Submit link.