Graduate Application Process-Administrator/Department Cheat Sheet

  Contact your Information Coordinator and have them submit 2 FAST Requests. One for PeopleSoft and one for OnBase.


 The Graduate Application is supplied through CollegeNET.


There is also an Administrative tool in CollegeNET that allows you to see applications that are in-progress and or submitted to A&S. You can create reports, send emails and see all application materials with this tool. This is part of the training and Isabel will provide you with the link and password during the training session.

The Graduate Application is available 2 years out. We have a rolling admission.


 During the Training you will also be shown all of the different ways to use OnBase and how to make Decisions and send them back to Processing.

The Graduate Enrollment Processing Department is a division of the Enrollment and the Student Experience her at Syracuse University. We report to Ryan Williams and Dolan Evanovich. We work closely with all of the Department across the campus to ensure that we are providing an incredible student experience for all students. We especially work very closely with the Graduate School, the Slutzker Center and Student Records.

The Graduate Enrollment Processing Department sends out some of the Official Notification Letters for A&S.            






Access Requests needed:


  1. Onbase & CollegNet program access + training from grad admissions office will need to be requested for person managing this process.


  1. “Phy-Grad Admissions” database access should be requested if it will be used for this admissions cycle. This is a database I set up for faculty to use for applicant comparison and discussion. It may take some training for filemaker pro for user to become proficient enough in back-end use to re-set database for new term. Tomasz Skwarnicki may be able to assist, if new employee can run reports in PeopleSoft, collegenet and/or OnBase to get him all the applicant data he needs. 

Tomasz Skwarnicki is best resource for questions on the whole admissions process. He has been the head of the admissions committee for many years.


Summary of the best sources for support:

  1. Any physics-specific admissions questions that are not addressed in Q&A
  2. Any questions about waiving application fees should be forwarded to him. The Graduate School’s official policy is we do waive fees, but he can respond to those inquiries (or potentially offer to “pre-evaluate” applications) if he feels the need is warranted.


  1. Questions about Physics PhD program in general


  1. Questions about how to submit applications (i.e., Questions about using application system)
  2. Questions about submitting reference letters or any other application materials
  3. Pat Condello is our specific contact for grad admissions support in their office, if it isn’t a general/broad question.


  1. Call the Slutzker Center (call 443-2457 and ask to speak with an advisor, in my experience the general email line can take a few days to hear back from but over the phone they are great – especially Cathy Mantor, and Mary Idzior).





Info pages worth reviewing:

Research Areas (see bottom of home page)






General Email as an idea of what I’ve sent when students inquire about admissions:


Good morning,


Thank you for your inquiry about the SU Graduate Physics Program. Any application submitted for a doctorate in Physics will be considered for admission. We ask all applicants to submit scores for the GRE, Physics GRE, and TOEFL with your application. Good scores will enhance your application greatly, but there are no minimum scores required for any of the tests listed. If you are interested in applying for Fall 2019 admissions, the deadline for highest consideration will be January 14, 2020.


Should you apply decide to apply, you should include information about your research interests and experience in the personal statement and CV that you submit with your application. I also recommend you look through the research groups listed on our department’s website, and specifically mention groups and/or faculty members you’d be interested in working with (and why).


In addition, please note that every new student accepted to the graduate program within our department is offered some form of fellowship or graduate assistantship for at least their first year, except in very rare cases. You can submit your application without the proof of funding information. If you receive an admission offer from the Physics department, it would be coupled with either a fellowship or teaching assistantship offer that would automatically fulfill the funding requirement in the application.


For answers to more specific questions, & for further details about our admissions process and the graduate program, please review the following links:

Physics Admissions: Questions and Answers ***start here!

Application information page

Research Areas







Notes on Process/Timeline:




  1. Admission cover offer
  1. New TA offer. ***TEMPLATES FOR FALL 2019 must be received from Graduate Awards office before preparing offers for new TAs, and Dean’s office (Via Department Schiff) must provide TA salary numbers
  1. EVS list, for I-9 details
  2. GA handbook, again provided by Grad Awards Office