How to use the CoC PhD Review System

Note:  GOATS has been replaced with a new web-based review system, grad.cc.  Instructions for using grad.cc follow.  If you have problems using the system, email them to helpdesk@cc.gatech.edu with grad.cc in the subject line. Please write your feedback in a constructive and collegial manner.

FACULTY INSTRUCTIONS FOR GRAD.CC

For security, you must use a computer that is connected to the CoC network, either by Ethernet or VPN.
The CoC VPN can be downloaded from http://support.cc.gatech.edu/faq/how-do-i-obtain-coc-vpn-client.
The OIT VPN can be accessed by AnyConnect client (anyc.vpn.gatech.edu) or by downloading the thick client:
www.oit.gatech.edu/service/vpn/getting-started.
 
Once connected to the network ...
1. Sign on to https://grad.cc.gatech.edu using your GT Account.
2. Use the following steps to make changes.
3. Your students will be on the left under “My Students.” This information was not imported from GOATS; students were asked to input it when writing their self-evaluations. Press “Accept” next to each student to confirm your advising relationship.
4. On the navigation bar, click PHD REVIEW. Click the name of your first student under “My Students” and you should be able to see his or her Self-Evaluation. The cursor may not change to an arrow when hovering over a student’s name, but you can click on the student anyway; this is being fixed.
5. Click on “Faculty Evaluations” and enter the notes for this student. Select the recommended program standing and click “Save.” If the student is co-advised, and the co-advisor has already entered an evaluation, you will see it as well.
6. Repeat steps 4 and 5 for any additional students you have.
7. When you are finished, sign out by exiting the browser.
NOTE
Student milestones do not yet appear in grad.cc. They will be imported from Banner in time for the PhD Review meetings.

PhD Review letters

After signing in to grad.cc with your GT Account credentials, you will work from the HOME tab, not the PHD REVIEW tab.

At the HOME tab, you will see each of your students listed. You can select them one at a time, review their self-evaluations, faculty evaluations, and notes from the PhD Review meetings.

After reviewing these evaluations, click the Letter tab and enter your text. You can click Save if you want to return to a letter later. When you are finished with the letter, you must click Submit.

When writing the letters, please:

Do not write a salutation; this will be handled automatically.

Keep in mind that bold, underlined, and italicized text will be rendered as regular text; however, bulleted and numbered lists are preserved when pasted from Word.

Use hard line breaks only at the end of a paragraph.

Do not write a signature block; this will also be handled automatically.

Remember that you must be connected to the CoC network either directly or through the OIT or CoC VPN.

STUDENT INSTRUCTIONS FOR GRAD.CC

For security purposes, you must use a computer that is connected to the CoC network, either directly by Ethernet or using the student VPN from the GT Office of Information Technology. Your information in this system cannot be seen by other students.

Computers with Ethernet connections are in CCB 103 (the Baird Lab) and outside TSRB 217 (connected to the GVU poster printer).

OIT VPN can be accessed by AnyConnect client (anyc.vpn.gatech.edu) or by downloading the thick client (www.oit.gatech.edu/service/vpn/getting-started).

Once connected to the network ...

1. Sign on to https://grad.cc.gatech.edu using your GT Account. NOTE: If you are or have been a full-time GT employee, you must sign in using your student account, not your employee account.

2. The HOME page is not editable. Use the following steps to make changes.

3. On the navigation bar, click PROFILE. Enter and save your contact information; note that the e-mail address is your GT student address and cannot be changed.

4. On the navigation bar, click PHD REVIEW. On the Student Information tab, select your research area, which will then automatically be saved. Add your advisor (and co-advisor, if you have one) by starting to type his or her last name in the text window, then clicking Add when the correct name appears. Funding history will be imported from your GT student record later.

5. Skip the Milestones tab and click Research Update. For the last year, write the Update in the text box and add Publications and Awards. You do not need to add information from previous years. NOTE: First-year students may not have much to write here, but please do not skip this step; let us know what you are working on so we can be sure that you are connected with an advisor and are beginning to make progress.

The self-evaluation is read by the entire faculty of your School, not just your advisor. Be sure to provide a thorough update, including publications and awards for the last year, to help them understand your progress.

If you were asked to meet certain goals in the letter you received after last year's review, explain in the Update how you have done so.

Be sure to click Save when you are finished.