[Campus Notice] Coming Soon: Graduate Student Management System (GSMS)

[UCR Information Technology Solutions]

Dear Colleagues,

At the heart of the Graduate Division is our collective goal of supporting
graduate student opportunities and success at UC Riverside. Driven by this
purpose, we partnered with Information Technology Solutions (ITS) to
develop a new and improved system for graduate student funding and
employment. Today, I am pleased to introduce the Graduate Student
Management System (GSMS) <https://graduate.ucr.edu/gsms>.

This comprehensive solution will enhance our current processes by:

   -

   Unifying graduate student admissions and funding processes, replacing
   current tools such as GradSIS and GradESS.
   -

   Centralizing the hiring process for various graduate student positions,
   replacing the decentralized, manual processes currently used across
   colleges and schools.

Why is this change important?

Having a user-friendly system that integrates with existing UCR systems
enables the Graduate Division and our colleagues across campus to be more
efficient in managing graduate student funding and employment. GSMS allows
us to:

   -

   Reduce the administrative burden and increase operational efficiency for
   staff providing graduate student management services through automation and
   data integration
   -

   Enable data-informed decisions and ensure compliance with regulations
   and agreements through improved document management, data analytics, and
   reporting
   -

   Deliver a common experience and shared understanding through process
   standardization and tool centralization

Ultimately, these will help us improve the experience of our graduate
students and the faculty and staff that support them.
When will we start using GSMS?

GSMS will be implemented in phases:

   -

   Summer 2025
   -

      How you can prepare for GSMS:
      -

         Join informational sessions with Graduate Division and ITS
         leadership
         -

         Participate in user acceptance testing (UAT) for select users
         -

         Complete the training on the new system for position and offer
         management (this will come in the form of recorded demos and
documentation)
         -

         Join the open office hours before and after Go-Live
         -

         Review the job aids
         -

      Launch of the Position and Offer Management system
      -

   Fall 2025
   -

      Admissions processes will move to GSMS
      -

      Launch of the new employment application process in GSMS
      -

      Retirement of GradSIS, TAOnline, and other college processes
      -

   Winter 2026
   -

      Financial offer management will move to GSMS (GradSIS and GradESS
      will be consolidated within GSMS)
      -

      Retirement of GradESS
      -

      Financial offers for Spring 2026 quarter will be awarded using GSMS

Your support is crucial

As with any new system implementation, there is a learning curve involved.
The project team is developing GSMS training and documentation resources to
ensure that you are equipped to leverage the new system once it’s live.
Your active support in completing the necessary training and providing
feedback are key to making this project successful.

I invite you to visit the GSMS website <https://graduate.ucr.edu/gsms> for
more information and to get the latest news on this initiative. If you have
questions or concerns, please email the project team at gsmsfeedback at ucr.edu
.

I look forward to your partnership as we continue to support graduate
student opportunities and success at UCR.


Sincerely,

Lidia Kos

Vice Provost and Dean of Graduate Studies

Graduate Division

University of California, Riverside
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