Training

1
Training

• OnBase Training for Faculty Reviewers
• Jose Martinez
• Admissions Supervisor
• Office of Graduate Studies

2
OnBase Background Information

• OnBase is a software application that
  electronically captures, stores, and manages
  documents.
• The benefits of OnBase include, but are not
  limited to
• All electronic documents will be in one place
• Faculty will be able to read files anywhere at
  any time
• There are many modules available our campus is
  using the workflow in Financial Aid and now
  Graduate Admissions.

3
Graduate Admissions Workflow

1. Documents uploaded to OnBase
2. OGS matches document(s) to applicant and SID
3. OGS/OIA makes initial review
4. If eligible file released to Graduate
   Coordinator/Director
5. Coordinator/Director assigns file to Faculty
   Reviewer(s)/Committee
6. Faculty Reviewer(s)/Committee returns to Graduate
   Coordinator/Director
7. Graduate Coordinator/Director makes
   recommendation and returns file to OGS/OIA for
   admission

4
Family Educational Rights and Privacy Act (FERPA)

• The confidentiality of all students educational
  records (university transcripts, financial aid
  records, class schedules, etc) are governed at
  all public colleges and universities by a federal
  law - FERPA. 
• As a staff/faculty, you are a "campus official"
  whom the university has determined have a
  "legitimate educational interest" whenever you
  perform a task that is specified in your
  position, description, or by a contract
  agreement, performing a task related to a
  student's education, performing a task related to
  the discipline of a student, providing a service
  or benefit relating to the student (such as
  health care, advising, counseling, job placement
  or financial aid).
• As a campus official it is your responsibility
  to maintain confidentiality of all student
  educational records your have access to.

5
Downloading Citrix and Accessing OnBase

• In order to access OnBase you will need to login
  to your MySacState account and download and
  install the Citrix Receiver. Once the receiver
  has been installed, you will then access OnBase
  Unity Client from the link on your MySacState
  account (under the Sacflow section).
• If the Sacflow box does not appear on your
  MySacState Login, you may try accessing the
  software via www.mycloud.csus.edu

6
SACFLOW
OnBase Unity Client link accessible after Citrix
has been installed
First Download and Install the Citrix Receiver
7
You will access My Cloud using your Sac State
user name and password
8
Once you have login to My Cloud, please select
the Sacflow Unity Client. You may still have to
Download the Citrix readers for the software to
operate properly.
9
Faculty Review

• Once the Graduate Coordinator/Director has
  assigned the applicant file to the Faculty
  Reviewer(s)/Committee it will move to the Faulty
  review queue (GA3).
• Faculty will record their scoring and
  recommendations and return to Graduate
  Coordinator/Director.

10
Once the applicant file has been assigned to
faculty it will move to this queue
Transcripts and supporting documents may be found
in the Related Items Tab
11
When Faculty is ready to review the application,
they will highlight the students name in the
Inbox Tab and select the Review Applicant
button
12
After selecting the Review Applicant button, the
Graduate Admissions Faculty Review Sheet will
appear in the User Interaction Tab.Faculty will
rate applicants based on department criteria and
save the form.
13
After the faculty have completed their review
they will click here to return the file to the
Graduate Coordinator/Director
14

• Questions?