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Admin-Facing:

AMP includes many email message templates for you to use. Some can correspond with a certain function within the system and are sent automatically, while others can be set up for your personal use (ad-hoc) so that you don't have to recreate messages during each admission cycle.

The email template editor, accessed through the UTILITIES tab, gives the Department Admin role access to edit/update email templates for each program to which they have access. Most email generated from templates are sent by the program administrator, although, some are automatically triggered based on certain events that happen within the AMP system.

Below is an overview of each email template, how it is triggered, a short description of how the template functions, and a sample template message. 

Please familiarize yourself with the various TOKENS that are available in AMP. They help to make your templates more dynamic and personalized for the applicant and faculty.

Template NameTriggeredDescriptionSample Message (taken from existing program templates)
User Activation

SYSTEM

System-generated message instructing the applicant to activate their user account.

Dear [[FIRSTNAME]] [[LASTNAME]],

Welcome to the UCSF Graduate Division’s online application! We are pleased that you are considering UCSF. You now have an account in the admissions system, but you need to activate it before you can continue. The link below will allow you to activate your account using the e-mail address and password you entered during the new user registration. Once you have activated your account, this link will no longer work.

Click the link below:

[[URL]]

If your e-mail viewer does not show links, copy the URL and paste it into your Web browser’s address bar.

Thank You,

UCSF Graduate Division

Complete

SYSTEM

System-generated message sent to applicant when an app is considered complete (based on programs app complete requirements).

[[TODAYDATE]]

App ID: [[USERID]]


Dear [[FIRSTNAME]] [[LASTNAME]],

Your application to the UCSF [[PROGRAM]] MS graduate program has successfully been submitted for review. 

Thank you for applying to the University of California, San Francisco.

Sincerely,

UCSF Graduate Program in Biomedical Imaging

Submit

SYSTEM

System-generated message sent to applicants when they submit their application.

A submitted application is not considered "Complete" until all letters of recommendation have been submitted and scores matched (if applicable). Therefore, applications with a "Submitted" status should not be reviewed until the status changes to "Complete".

[[TODAYDATE]]

App ID: [[USERID]]

Dear [[FIRSTNAME]] [[LASTNAME]],

Your application to the UCSF [[PROGRAM]] MS graduate program has successfully been submitted. You will be notified in a separate email once all recommendations are completed and your application status changes to "Complete". Your application will then be reviewed.

Thank you for applying to the University of California, San Francisco.

Sincerely,

UCSF Graduate Program in Biomedical Imaging

Assign Random Reader

PROGRAM ADMIN

Template is generated through the "Assign Random Reader" screen on the Applicant tab. This template informs the faculty member that they have been assigned applicants to read in the AMP system.

Please make sure that the Reader Form for your program exists and is updated.

Dear [[FACULTYFIRSTNAME]],

Thank you for participating in our application process for this year's CCB application cycle. You have been assigned to various applicants and will score them on the screening tool in our AMP application system.

You can access the AMP portal at the following link, click on Faculty Staff, and use your MyAccess credentials to log in: https://gradapplication.ucsf.edu

Thank you,

CCB Admissions

Assign Reader

PROGRAM ADMIN

Template is generated through the "Assign Reader" screen on the Applicant tab. This template informs the faculty member that they have been assigned applicants to read in the AMP system.

Please make sure that the Reader Form for your program exists and is updated.

Dear [[FACULTYFIRSTNAME]],

Thank you for participating in our application process for this year's CCB application cycle. You have been assigned to various applicants and will score them on the screening tool in our AMP application system.

You can access the AMP portal at the following link, click on Faculty Staff, and use your MyAccess credentials to log in: https://gradapplication.ucsf.edu

Thank you,

CCB Admissions

Final Decision

PROGRAM ADMIN

Template is generated through the "Finalize Decision" screen on the Applicant tab. This template tells the applicant that they need to log into AMP to view their admission decision.

We never send the actual decision status via email as this poses security issues and is not best practice. For this reason, we always send this template and ask the applicant to log in to view their admission decision.

[[TODAYDATE]]

App ID: [[USERID]]


Dear [[FIRSTNAME]] [[LASTNAME]],

A final decision was made on [[FINALDECISIONDATE]] regarding your [[TERM]] [[APPYEAR]] application to the [[PROGRAM]] graduate program at UCSF.

Please return to the online application system at: https://gradapplication.ucsf.edu/ and log on to view this change by clicking on the Admissions Decision tab on the top menu.

Thank you,

UCSF Graduate Admissions

Interview Invite

PROGRAM ADMIN

Template is generated by the administrator, informing the applicant that they are invited to interview.

 [[TODAYDATE]] 

App ID: [[USERID]]

Dear [[FIRSTNAME]] [[LASTNAME]],

Thank you for applying to the UCSF [[PROGRAM]] Program. After careful review of your application, we are excited to invite you to interview! Each interview will last approximately 3-4 hours (including breaks) during which you will learn more about the UCSF Genetic Counseling Program and meet with multiple individuals involved in our Program. The goal of this interview is for us to get to know you better, for you to get to know the UCSF Program and to ask any questions.

For the [[TERM]] 2021 application cycle, all interviews be conducted via Zoom. The interviews will take place on various dates throughout March.

Please respond to this email no later than February 23, 2021 and let us know if you are interested in interviewing for a position with our program. Following acceptance of an interview we will send you a follow-up email with interview dates, directions on scheduling and other relevant details. 

If you have any questions, please feel free to reach out to the Genetic Counseling program at GCProgram@UCSF.edu.

We look forward to meeting with you!


Sincerely,

UCSF Genetic Counseling Program

Interview Confirm

PROGRAM ADMIN

Template is generated by the program administrator, informing the applicant of the confirmed interview schedule.

Hi [[FIRSTNAME]] ([[USERID]]),

This is to confirm your interview on [[INTERVIEWDAY]].

Your full schedule is below:

[[INTERVIEWSUMMARY]]

Interviewer Reminder

PROGRAM ADMIN

Template is generated by the department administrator role, informing the faculty interviewer of their interview schedule.

This template is not associated with one program; therefore, it lives under the "General" program section.

If creating a new template, please include your program name in the "Name Line" section so that others using these templates know which template to select for their program.

Interviewer Reminder Template

Hi [[FIRSTNAME]] ([[FACULTYID]]),

Thank you for providing your time to interview our applicants!  Your interview summary is below for your reference.

[[INTERVIEWSUMMARY]]


Thank you,

Genetic Counseling at UCSF

Miscellaneous

PROGRAM ADMIN

Each program is able to create its own templates under the Miscellaneous heading. These templates can be used for anything and keeps the user from having to recreate the email each admission cycle. These templates are not tied to any one function within the system.
Recommendation Request (or Rec Request) 

APPLICANT

PROGRAM ADMIN

This template is generated by the applicant after they enter a recommender into their application.

The program admin can also send this to the recommender from the Admin View by clicking "Send Request" on the applicant's Summary tab.

Please make sure that this template exists for your current application cycle, otherwise, recommenders will not receive emails informing them to complete a recommendation.

The login link that is generated for recommenders must be activated within 72 hours after the request was sent. Recommenders that do not create their account within that timeframe will need a new URL, which can be generated by the applicant who will simply "re-send" the recommendation request.

[[TODAYDATE]]

Dear [[RECFIRST]] [[RECLAST]],

Applicant [[APPFIRST]] [[APPLAST]] has asked you to provide a recommendation on their behalf for their application to the [[program name]] graduate program.

URL: https://gradapplication.ucsf.edu/

Login: [[EMAIL]]

NOTE: Do Not Copy and Paste the Username into your web browser (please type it in) when logging on as a recommender. On some e-mail systems the Username is turned into a mailto: link which is not a valid entry in the Username field on this application system, and will cause the logon to be unsuccessful.

Non-UCSF Recommenders: If you do not see a password URL, please login using the url above and use your old password. If you do not remember your password, please use the "Forgot Password" option.

[[UCSFNOTE]]

[[CREATEPASSWORDURL]]

Thank you,

UCSF Biomedical Imaging Graduate Program


Troubleshooting

Common Issues and Solutions
 My template emails are not sending from AMP. What could be happening?
  • First, make sure that the email template exists for the application cycle you are currently in.
  • If not, update your template.

Email Templates - App Cycle

  • If the template exists and is set to send for the correct app cycle, but the email still isn't sending, file a support ticket by contacting GraduateAdmissionSupport@ucsf.edu.



For suggestions of items to add to this troubleshooting list, or to suggest additional user guide articles, please contact GraduateAdmissionSupport@ucsf.edu. When contacting us, please reference the page URL and any other relevant information.