FAQs/GA3

Our frequently asked questions list will help with most of your scholarships and awards questions. If you have any other questions that are not addressed on this website, please email gpsaward@sfu.ca (please be sure to include your full name and student ID).

Please note: We are unable to provide one-on-one advising services in the Office of Graduate and Postdoctoral Studies.

How do I access the system?

Staff can access the system using the following link: gradawards.sfu.ca/admin

Note that you need to have an assigned role in the system to have access. If you cannot access the system you will need to contact gpsaward@sfu.ca: be sure to add your name, department and role as it pertains to graduate award applications. 

Where can I find additional resources?

The user manual for staff can be found in the administration pages of the this website (SFU staff login required) 

How can I verify if the level recommendation has been submitted successfully?

There are a couple ways you can verify if your level recommendations have been submitted successfully. For BASS funding, you can check your QA Dash tab, all applicants that were recommended with an ALST status will display in the "Committed" column (p.47 of the user guide). Another way to verify if the level recommendations have been submitted successfully is to hover over the status displayed in the "Lvl Rec" column. It will display the date and time the status was both saved and submitted and who was responsible for the action (p.41 of the user guide). 

I don't want to assign applications that are NREC or INEL to the reviewers but I can't see the student statuses on the Assign Reviewers page, what do I do? 

All the applications with a status of: Submitted, Submitted(INC), In Progress, Cancelled, Deadline Missed, Initiated, or Initiated* will be included in the applications assigned to reviewers but applications that you have filtered out on the All Applicants list with a status NREC, CAN, INEL, INC will be automatically excluded (p.33 of the user guide). 

When I set-up my review committee, people I don't know (weren't from my department) were listed under the "Select Committee Members" how do I filter the results?

There are individuals that have access to multiple departments, which is why you you can see them in your list. To filter the results, click on the "Department" column and it will show you your departments approved users first (p.31 of the user guide). 

Do I need to set up a review committee for each award/competition? 

No, if your committee members are the same you can use the same committee that you set-up multiple times. From that same committee, you can add and remove members by "editing" an existing committee (p.30 of the user guide). 

It appears that a student applied to the wrong department, how do I transfer their application to the right department? 

If you notice a student has applied to the wrong department inadvertently, please send an email to gpsaward@sfu.ca

How do I include a customized message to students in our awards competition? 

There are a couple of ways you have to customize the award for your students. From the Competition Setup tab, click the edit button of the award you want to customize: a. Additional Information Required (your instruction will appear in the application form- You can customize a question in the application that the students are required to complete. For example, “Describe your research goals”, you can also ask your students to upload a document not required by the terms of reference (for example, "Attach a copy of your Annual Report as as the "Department Document" under "Checklist Items".). ii) Message to Students- add a message for students that they will be able to view when searching and applying for an award. For example: “If you wish to receive your FCAT GF in the Fall, you will need to submit your application by June 30, 2015.) (pg. 4-7 of the user guide).

Our department requires a document that is not part of the documents generally required for the award, how do we ask the students for the document we need, and how do they upload it?

As part of our business practice, we now include a checklist item called "Department Document" as an optional checklist item for every award. If you require an additional document uploaded, you can use this checklist item for your purposes. You can ask the students for the specific document in the "Additional Information Required" section of the competition set-up (see How do I include a customized message to students in our awards competition for further information), template language you can use: Attach a copy of your Annual Report as as the "Department Document" under "Checklist Items". 

I want to initiate an application or nominate a student, but the award does not show up for my department? 

There is a couple of reasons why the award may not appear: a) The competition has not yet been published (pg. 4 of the user guide) b) if the competition has been published and the award does not show up under your department, it may be that your department is not eligible for the award. If you think that your department should be eligible, please send an email to gpsaward@sfu.ca

Can I still recommend or ALST a students application that has a status of "deadline missed" or "submitted(INC)"?

 Yes, this is a departmental decision. For some awards, however, the awards will not be offered by DGS if all required documents are not attached and if the referee assessments are missing. In instances like these, if approve including the application, you can return the application to the student so they can complete any missing sections (see page 22 of the user guide for instructions on how to return applications to students.) 

How do I edit an application or change an application status? 

Editing an application- From the "All Applicants" list, click on the application # and find the "Application Deadline" field in the Award Information section of the application. You will first need to change the deadline (a minimum of two days beyond today's date) and click "Save". The "Application Status" field below will then become a field where you can select different options. Return to the top of the page and , click the "Edit Application" button . You will then be able to replace/add attachments, add/edit awards held, verify the student's CGPA, etc. 

To submit the application on behalf of the student, which you may also want to do with applications with a status of "Deadline Missed" go to the "Submit" tab of the student's application, Check the Freedom of Information and Protection of Privacy box. Once you check this box, the "Application Incomplete" button on the bottom right side of the screen will change to "Submit Application", click this button and you submit the application on behalf of the student. 

For more details, including screen shots, please refer to page 20-24 in the User Guide. 

How can I verify the applicant CGPA?

The Appl CGPA field on the "All Applicants" list is a field you must manually enter. You can either enter the CGPA pulled from SIMS from the All Applicants list if the student has received grades in their SFU graduate program for 2 or more terms, or, upon verification of the CGPA, enter the CGPA they received from their previous program. This is the field the Reviewers will see when reviewing the applications. In the notes field you can enter hos the CGPA was calculated (i.e. SFU PhD or Carleton bachelor's). (see pg. 16). 

TIP: You must click "Save" after each entry.

Where can I seen the status of a competition and which awards have been offered?

The "Comp Results" tab displays the current status of all awards including which have been offered/accepted/declined. 

I have been invited as a Reviewer - how do I use the system?

You should have received a link in your invite to be a reviewer and if not, contact the department for which you are providing a review to obtain the link. Use your regular SFU computing ID and password to login to the system. Once inside the system, you will see a 'My Reviews' tab which will contain a list of the applications for you to provide a review on. For more instructions, a Cheat Sheet has been added below.