CollegeNET FAQs

Unfortunately, changes are not individualized per user. Changes to the fields in the view apply at the "parent folder" level; only those with access to the "parent folder" can modify how the tabs are displayed.

Individual reviewers can sort columns during their review (use the down arrow in each column). They cannot save their view of the pool of candidates, but they can use the "SEARCH" option to name and save the search in My Search. That saved search can be reused. To share your saved search criteria, click "Share with Others" to make the search shareable for anyone else in that "parent pool. If a search is created in the parent pool, then any "child pool" below it can use that search option. [Watch video on arranging columns]

Yes. Tabs can be pool-specific; each department can define what and how they want their columns/tabs to be displayed using the "configure" option. To modify the view, use Administrative Permission/Edit Columns. Ensure the permissions are set to the correct "Pool" level.

[Watch video on Tabs/Columns]

There is always the option to create a "Tag" - application pools can be tagged. For example, create a tag named "Needs Department Review." Then this tag will appear in the display, making it easier to search or sort. However, CollegeNET advises programs to not use too many tags.

Notes are located under the "Decisions" tab; the private notes are specific to the user who created them, i.e., no one else can see them. Public is what others in the program/department can see - but NOT the student. Public notes are accessible only to users with access to the pool or applications. Only the user who created a public note can delete it. 

[Watch video on public & private notes]

This security setting is determined by the permissions granted to each CollegeNET user. Ensure each user responsible for this action has the required permissions.

The administrator of the "Parent Folder" can be granted permissions in advance for the "add to pool" and "move to pool" actions in each of the "child" folders. If those are set, the reviewer can move an applicant from "review" to "decision made."

[Watch video on Permissions]

Yes. The Grad School can build one; the Department cannot. Please contact The Graduate School.

Yes. By selecting the applicant you wish to assign, click on the box next to the applicant's name, then click "actions" and choose "assign". The list of users will appear; check next to the desired user and save. Those reviewers will then receive an email that they have an applicant to review.

When the reviewer logs in to CollegeNET, they will see their assigned applicants to review. The Grad School can also set up an automated "assign to reviewer" for departments. Please contact the Grad School to set this up. Typically, we need the reviewer's names, emails, and NetIDs.

Departments will see both unofficial and official scores (loaded from Banner). The Grad School pushes official scores from the testing company into Banner and into CollegeNET every Thursday. If an applicant contacts a department, please let them know that we merge test scores with Banner/CollegeNET daily and that processing can take up to 4 hours during peak times. Note that MSU does not require GRE test scores (as of 2021); but we do require English proficiency test scores.

Once the scores are in CollegeNET, decision-makers and reviewers will see both self-reported scores and official scores.

[Watch video on loading documents into CollegeNET]

Official transcripts can be mailed or sent electronically tothe Department or the Grad School. When an office receives them, we ask that the department officiate them (verify that they came from a university, either electronically or in hard copy) and mark them received by that office. The G.S. has provided an electronic stamp for every department to use to officiate the document. Contact us if you do not have one. 

In some cases, when electronic secure transcripts are loaded into CollegeNET, no one else can access them. Please look at the upper left corner of the transcript and see if the word SECURE is indicated. If so, you will need to 'Print to Microsoft PDF', rename the document, stamp, and load it into CollegeNET.  

[Watch video on loading documents into CollegeNET]

During the application process, the applicant will enter their recommender's contact information. Even before the application is submitted, a "trigger" email is sent to the recommender to complete the form and upload a letter. Applicants do not need to wait until the LORs are received to submit the application; the LORs will be added to the application even after submission.

Yes, but only if the recommender they originally invited has not yet accepted to write the recommendation. They will be asked to enter their first/last name and email, and the recommender will complete the remaining fields.

A new reference writer can always send their letter directly to the Graduate School. The office will load that letter into the application.

Yes. The applicant is notified, and the recommender has the opportunity to tell the applicant the reason. When a recommender clicks "decline," they are presented with a window to type a message that will be included in the automated notification sent to the applicant. For example, a recommender could decline and state, "I need you to waive your right to see the recommendation" if the applicant had not previously done so. This is similar to the function that allows an applicant to add a note to be included in a reminder to a recommender.

First, check if the reviewer is in the tab marked "All Users"; if not, request the person to be added by emailing the reviewer's name, NetID, and email address to the Grad School.

Permissions are the access a person has at various levels within CollegeNET; departments determine the access their faculty and staff should have. The Permissions are set through the "Users" tab and should be based on the "Parent Pool."

[Watch video on Permissions]

Applicants can log back into their application portal (where they applied through CollegeNET) to view their application status at any time during and after the application process. This is also where the applicant can view their application decision.

Applicants can check whether MSU has received their materials, whether the application is under review, and, eventually, whether a decision has been made. Some of this information is generated automatically (e.g., a LOR comes in from a recommender), and some has been updated by the Grad School or a department office (e.g., paper transcripts, which are officiated and uploaded).

Additionally, we can make a note in CollegeNET, which is communicated to the applicant through the application portal. This is found in "Checklist," where "Application Status" is an automated response when an application is "Awaiting Materials" or moves to "In Review" or "Decision Made." However, there is a status for departments to use called "In Review and Awaiting Materials." This is for a department that chooses to review an application while it is still awaiting official documents, thereby reducing phone calls from anxious applicants.

Yes. This happens when the pool is opened. If the department would like other reviewers to see all ratings, click "share evaluations" and save. The reviewer will also need to have their permissions updated (adding "shared evaluation"). The ranking will appear in the applicant tab under "Evaluator Ranking". This column will add up all the evaluations as they are made.