How to use the CoC PhD Review System

Grad.cc is an in-house application that is currently used by faculty, staff, and PhD candidates to manage the Ph.D. Review process in the College of Computing.

Log in

Once connected to the CoC network, sign on to https://grad.cc.gatech.edu using your GT Account (ex: gburdell3). NOTE: If you are or have been a full-time GT employee, and are a PhD student, you must sign in using your student account, not your employee account.

My Profile

On the navigation bar, click My Profile. Enter your contact information and/or your photo. Click “Update” to save your changes. Note that the e-mail address is your GT address and cannot be changed.

Faculty Instructions

Faculty must complete their individual assessments three weeks prior to the review date. To do so, click on “My Students” in the menu at the top.

Update Your Student List

Please review your student list (in the left sidebar).

  • Press “Accept” next to each Pending student’s name to confirm your advising relationship.
  • If a student is missing, type the student's last name in the search box, select their name from the list, then click the "Add Advisee" button.
  • If there are students who should not be in your list, please email your School Program Coordinator/Manager.

Enter Evaluation and Recommended Standing for Each Student

  1. Click the name of your first student under “My Students” and you should be able to see their updates under the “Self-Eval” tab.
  2. Click on the “Faculty-Eval” tab 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.
  3. Repeat steps 1 and 2 for any additional students you have.
  4. When you are finished, sign out by exiting the browser.

Enter a Letter for Each Student

  • After reviewing their Self-Eval and any Faculty-Evals, click the “Letter” tab and enter your text.
  • To SAVE the text you have entered, click “Save”.
  • When your letter is finished – and you have saved the text, you can then click “Submit”. This will tell Program Chairs and Coordinators that the Letter is ready to be Finalized and sent to the student.
Style Suggestions for Letters
  • Asterisks make great plain text bullets.
  • Do not include a salutation or a signature block, both are provided by the system.
  • Allow the text to wrap unless you want to start a new paragraph.
  • HTML tags probably won’t work. Bold, underlined, and italicized text will be rendered as plain text.
  • Remember that the letter is from the faculty as a whole (not just you).

Student Instructions

Your information in this system cannot be seen by other students, but the self-evaluation is read by the entire faculty of your School, not just your advisor.

Every PhD student must submit a self-assessment one month prior to the PhD Review date, please complete this by your department's deadline. To do so, click on “PhD Review” in the menu at the top.

Update your Advisor

Visit the Student Information tab. If an advisor is missing from your list, do the following:

  1. Type the advisor’s last name in the search box and select their name from the list.
  2. Choosing their advising type from the drop-down list.
  3. Click the Add button.

Update your Area

  1. Visit the Student Information tab.
  2. Select your research area from the drop-down list.
  3. Click “Save”.

Enter your Accomplishments

Under the Accomplishments tab, enter any new Publications and Awards (previous years’ should already be there).

Enter your Research Updates

Under the Research Update tab, enter your self-assessment for the last year, documenting:

  • PhD program milestones completed (as not all show in Banner),
  • your research update for the last year,
  • your research plans and outlook for the next year,
  • your progress on goals received in last year’s letter,
  • how many of any TA requirements you have you completed, and
  • other comments or extenuating circumstances.

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.

Be sure to click "Save" when you are done entering your updates.