Graduate School Information System (GSIM) Appointment ... · Graduate School Information System (GSIM) Appointment Management Updates ... For new appointments, beginning with summer

GSIM Release Notes Revised on 3/1/2017 Page 1 of 9

Graduate School Information System (GSIM)

Appointment Management Updates

Spring 2017

Contents New link .................................................................................................................................................................................. 2

Improved Student List ............................................................................................................................................................. 3

Introduction to Secondray Appointments ............................................................................................................................... 4

Change from FRS accounting to Worktags ............................................................................................................................ 5

Introduction to Flags ............................................................................................................................................................... 6

Added Navigation links and buttons ....................................................................................................................................... 6

Copy Appointments from Fall to Spring ................................................................................................................................. 7

Cancel Appointment Button .................................................................................................................................................... 7

Updated Year in Program and Funding Year in Program ....................................................................................................... 8

Updated Appointment Type Tables ........................................................................................................................................ 8

Other Notes ............................................................................................................................................................................. 8


New link

For new appointments, beginning with summer 2016, please use the new “Post 2015 Appointment Management System”

link. The older link will allow you to look at appointments prior to AY 2016-20176 and will allow changes to the 2015

aid year until June 2016.


Improved Student List

The student appointment list has several improvements. From left to right in the below image they are:

1) Display: You can adjust the number of entries shown via a dropdown. The default is to show 50 students.

Reducing the number of students shown leads to a much faster page load.

2) Sort: You can sort by any of the header columns. To reverse the sort, click the same header again. The default

sort is alphabetical by last name.

3) Search: You can search across your list, which works across pages if you have more than 50 students in your

program


Introduction to Secondary Appointments

In an effort to enhance reporting, secondary appointments have been added to the student management system. Please see

listing of Secondary appointments below:

Please note that the Secondary appointment field will automatically drop down once a primary appointment has been entered.

Select the appropriate Secondary Appointment and click “Save”. You are now brought to the screen where you add award

information.

Sub appointments

Presidential fellow

Joukowsky Fellowship

Mencoff Fellowship

Tisch Fellowship

Robert's Fellowship

Dean's Faculty Fellow

Brown - Wheaton Faculty Fellow

Brown - Tougaloo Faculty Fellow

Interdisciplinary Opportunity - Cogut

Interdisciplinary Opportunity - Pembroke

Interdisciplinary Opportunity - Watson

Interdisciplinary Opportunity - Center for the Study of Race and Ethnicity in America

Interdisciplinary Opportunity - Center for the Study of Slavery and Justice

Interdisciplinary Opportunity - Haffenreffer Museum

Interdisciplinary Opportunity - Institute at Brown for Environment and Society

Interdisciplinary Opportunity - John Carter Brown Library

Interdisciplinary Opportunity - The John Nicholas Brown Center for Public Humanities

Interdisciplinary Opportunity - The Joukowsky Institute for Archeology and the Ancient World

Interdisciplinary Opportunity - The Population Studies and Training Center

Interdisciplinary Opportunity - The Sheridan Center for Teaching and Learning

Interdisciplinary Opportunity - The University Library

Interdisciplinary Opportunity- The Writing Center

Graduate School Match


Change from FRS Accounting to Worktags

The Worktag field you see should be used to enter the “driver” worktag (CC, GR, EN, GFT, PJ, AG). To add up to three

additional optional Worktags (PRG or A for example) click the plus sign to open the lower line and enter them there in

any order. Worktags entered are validated against Workday as of the prior night. You cannot enter invalid Worktags.


Introduction to Flags

Flags have been added to the system to better identify sources of funding. Please see listing of flags below:

You will notice the flags under the description category of the award information page.

You can add flags to each award line where appropriate. Please make sure to enter the “From date” and “To date”.

Added Navigation links and buttons

The “Return to List” link, “Save” and “Submit” buttons are now at the top of the page, under the account summary and

above the detailed lines, so you do not need to scroll down to use them. The buttons and links are still at the bottom as

well.

Flags

Open Graduate Education

Graduate School Top up

Graduate School Incentive Program

Yellow Ribbon

Global Mobility


Copy Appointments from Fall to Spring

It is now possible to copy an entire appointment, except Stipend Dates and Health Insurance, from a fall semester to a

spring semester in the same aid year. You can only use this feature if the fall appointment has been approved by the

department approver(s). This feature will copy over every detail line with descriptions (but not Health insurance or

stipend dates) and all external award lines entered for the fall term.

Cancel Appointment Button

To make it easier to cancel an appointment and highlight students that have had appointments cancelled we’ve added a

Cancel Appointment button. This changes the primary appointment to Cancelled and the amounts on every line to 0.

The appointment still needs to be approved and pushed to Banner same as any other appointment change.


Updated Year in Program and Funding Year in Program

We’ve made a change to the way YIP (Year in Program) is calculated. It now counts all of the active semesters at the

student’s current degree level. For example; if a program changes its name the YIP will not reset to 0 for students in that

program, but it also won’t reset for a student who changes from one Doctoral or Master’s program to another. YIP will

restart at 0 for students who go from Masters to Doctoral or vice-versa. This change will hopefully reduce confusion

stemming from Department or Program name changes.

Funding Year in Program is a new field that is calculated in a very similar way to YIP. Expect that it accounts for periods

where a student’s funding clock is not stopped; like a personal leave, and is stopped; when they are in advanced student

status. The funding year is intended to give insight on how many years of funding a student has “used” and how many

guaranteed may be remaining. Year in program is intended to indicate how far along a student is in their program of

study.

Updated Appointment Type Tables The following table has a definition of each of the appointment types for graduate students. The stipend, tuition, health

services fees and health insurance columns further define the usual sources of student support in each of those categories.

Some appointment types are available only to certain categories of students. As a result, the possible appointments you

see when creating a new appointment will vary from student to student.

Other Notes - When entering students as TA please include course # in description field

- Information entered into “External Awards for this term” should be funds being paid directly to the student or

Bursar. These are funds that do NOT flow through internal accounting system. Therefore, the awards listed in the

primary awards and external awards totals the amount of support for the student during that particular term.

Appointment TypeAppt Type

AbbreviationDefinition Stipend Tuition Health Services Fee Health Insurance

Advanced Student AS-PHDStudents who opt out of stipend funding for either a semester or

academic yearN/A 100% Graduate School

100% TSV Budget or

department chargeline

100% TSV Budget or


DCP Funded – Fellowship DCP-FL

H & SS only: Students who qualify for 6th year stipend support

charged to the Graduate School for the Dean’s Faculty

Fellowship; or students who are awarded an Interdisciplinary

Opportunity for their 6th year

100% Graduate School 100% Graduate School 100% Graduate School 100% Graduate School

DCP Funded - Proctorship DCP-PR


charged to the Graduate School for an Interdisciplinary

Opportunity for their 6th year

100% Graduate School 100% Graduate School 100% Graduate School 100% Graduate School

DCP Funded – Teaching AssistantshipDCP-TA

H & SS only: (a) Students who qualify for 6th year stipend

support from the 50/50 match charged to the Graduate School

(see DCP UF) or graduate program; (b) or students funded via

the Financial Plan; (c) or students who are awarded

Interdisciplinary Opportunity

(a) 100% Graduate School (b)

100% graduate program (c)

50/50 match

100% Graduate School 100% Graduate School 100% Graduate School

DCP Funded – University FellowshipDCP-UF


from the 50/50 match charged to the graduate program (see

DCP TA); or students funded via the Financial Plan

100% graduate program 100% Graduate School 100% Graduate School 100% Graduate School

DEP Funded DE-PHDH & SS only: Students beyond their 6th funding year who are

awarded tuition and other fee supportN/A 100% Graduate School 100% Graduate School 100% Graduate School

Dissertation Fellowship DF-PHDAvailable to dissertation-level students expected to devote

themselves to the completion of their dissertations100% TSV 100% Graduate School 100% TSV 100% TSV

Endowed Fellowship EF-MA (Masters)

EF-PHD (Doctorate)

Fellows whose stipend is funded by endowments that the

Graduate School controls

100% TSV Budget (except for

named fellowship awards:

Joukowsky, Tisch, Robert,

Presidential)

100% Graduate School100% TSV Budget or


100% TSV Budget or


External Fellowship EX-MA (Masters)

EX-PHD (Doctorate)

Students compete for and receive additional stipend funding

from a source outside the University

External stipend balance from

TSV Budget or Department

chargeline

External tuition award plus

balance from Graduate School

External award plus balance

from TSV Budget or



from TSV Budget or


Fellowship

FL-MA (Masters)

FL-OT (Other)

FL-PHD (Doctorate)

FL-TRI (Trinity)

Primarily available to first-year students expected to devote

themselves to coursework100% TSV 100% Graduate School 100% TSV 100% TSV

Generic Appointment GR-PHDStudents whose funding has not yet been determined but are

eligible for the five-year guaranteed support

N/A up to August 1 of any

calendar year; 100% to

graduate program account if

actual appointment is not yet

posted

100% Graduate School 100% Graduate School 100% Graduate School

Parental Relief PA-MA (Masters)

PA-PHD (Doctorate)

For students who would normally be funded for the semester or

summer and who are on an approved parental relief.100% Graduate School 100% Graduate School 100% Graduate School 100% Graduate School

ProctorshipsPR-MA (Masters)

PR-PHD (Doctorate)

Non-instructional positions offered through an academic

department or degree program, or from other research, training,

academic or administrative offices around campus

100% TSV 100% Graduate School 100% TSV 100% TSV

Research Assistantship RA-MA (Masters)

RA-PHD (Doctorate)

Students who train with faculty on academic and research

projects100% Grant or Program

25% charged to Grant or

Program; 75% charged to

Graduate School

100% Grant or Program

100% is charged to Grant or

Program where possible

otherwise 100% charged to

Graduate School

Scholarship

SC-CRT (Certificate)

SC-MA (Masters)

SC-OT (Other)

SC-PHD (Doctorate)

SC-TRI (Trinity)

Some programs offer partial aid in the form of scholarships that

can be used toward the student’s billN/A 100% Graduate School

100% TSV Budget or


100% TSV Budget or


Teaching Assistant

TA-MA (Masters)

TA-OT (Other)

TA-PHD (Doctorate)

Students who assist a faculty member on activities related to the

teaching of a particular course100% TSV 100% Graduate School 100% TSV 100% TSV

Teaching Fellow TF-PHDAdvanced students with teaching experience who are

responsible for the design and teaching of their own course100% TSV 100% Graduate School 100% TSV 100% TSV

Traineeship TR-PHD

Positions of limited duration designed to prepare students to

assume the duties and responsibilities of another position;

primarily available to BioMed students

External stipend balance from

TSV Budget or Department

chargeline

External tuition award plus

balance from Graduate School


from TSV Budget or



from TSV Budget or


University Fellow

UF-MA (Masters)

UF-OT (Other)

UF-PHD (Doctorate)

Fellows whose stipend comes from a source outside the

Graduate School but within the University.

University funds outside of

Graduate School with balance

(if applicable) paid by the

Graduate School




Graduate School




Graduate School




Graduate School

*H&SS = Humanities & Social Sciences

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Graduate School Information System (GSIM) Appointment ... · Graduate School Information System (GSIM) Appointment Management Updates ... For new appointments, beginning with summer