Welcome to the GPAR electronic workflow system, the new electronic workflow for use in obtaining approval of actions related to graduate degree and certificate programs, including approvals of new programs, modifications of existing programs, and elimination of programs. This electronic system replaces the paper forms previously used for routing proposals through the approval process.
What is GPAR and what does it do?
GPAR is similar to the University Senate’s Course Action Request (CAR) system and operates in a similar fashion. The system is designed to streamline the approval process for creating, eliminating, or changing graduate programs, including degree programs and certificate programs (graduate and post-baccalaureate). After entering information about the requested action, the system will automatically route the proposal through the needed approval stages, which, depending on the nature of the proposal, could include the department, school/college, The Graduate School, and the Provost’s Office/Board of Trustees. It will also automatically notify the initiator (and other designated contact people) when final approval is received. At any time the initiator will be able to view where the proposal is in the approval review process, so that the proposal can be tracked as it moves through the system.
What approvals are needed for my proposal?
The required approvals for graduate program and certificate programs are outlined here: https://changecatalog.uconn.edu/graduate-academic-program-approvals/. However, you only have to tell the system the first level of approval. As long as you correctly identify the type of request, it will automatically route the system through the approval process, starting from the initial stage you identify. If your program falls within a department, the initial stage is the department. If, on the other hand, the program reports directly to a school/college or some other unit, you should identify that unit as the beginning point of the approval process.
How do I initiate a request?
You can initiate a request by clicking the button at the top of this page and signing in with your NetID.
Who can initiate a request?
A request can be initiated by any member of the faculty or staff, including program directors and administrative staff.
What information will the system ask for?
The system will ask for different types of information, depending on the nature of the proposed action. Details about what is required for a request are provided below. The needed information can be collected and prepared in advance and then simply put into the system when the initiator is ready to submit the proposal. For some required information (such as background/justifications, program descriptions, and graduate catalog copy), it might be easiest to prepare the needed text in a separate Word file, for example, and then cut-and-paste the information into the form.
Is my program a “degree” or an “area of concentration”?
Note that, because the approval processes differ for different types of requested actions, it is important to identify clearly the type of action requested. A context in which this can be potentially confusing is the distinction between adding/deleting/changing a degree program (such as a master’s degree or a PhD degree) and adding/deleting/changing an Area of Concentration within a degree program. If you have any question about whether the “program” to which your proposed action applies is a separate degree program (“Field of Study”) or an area of concentration within a degree program, please look at the list of programs in the Graduate Catalog (gradcatalog.uconn.edu) or contact firstname.lastname@example.org.
Can I save a draft of my proposal and go back to finish it later?
Yes. You can save a draft of a proposal by clicking “Save” (but not clicking “Submit”) and then return to the proposal at any time through this link. The system will ask you if you want to “Continue with Saved Data” or “Start Over”. Clicking “Continue with Saved Data” will bring you to the draft you have saved. Note that if you click “Start Over” anything that you saved will be lost. You cannot save data for one proposal (without submitting it) and then initiate another proposal without losing what you have saved. Once a proposal is submitted, it will be entered into the system and you can initiate a new proposal without affecting the one you previous submitted.
Should I track the progress of my proposal after it has been submitted?
Once you have submitted a proposal, you SHOULD periodically track where it is in the approval process. You can do this by clicking this link and looking at the column titled “Stage.” For details, you should then click on the proposal and look at the “Activity Log” on the last tab of the proposal to see which levels of review or approval have already been completed (and who has submitted that review or approval). If you see that your proposal is not moving forward through the system in a timely manner, you should follow up with either the approver(s) at the next stage or The Graduate School. For any questions related to this, contact Associate Dean Kathleen Segerson at Kathleen.email@example.com.
Do I need to revise Graduate Catalog copy and, if so, how do I do that?
You will need to revise the Graduate Catalog copy for your program if you are making any changes to the program requirements as described in the Catalog, or making any other similar or related changes (such as name changes, additions/changes in areas of concentration, changes in delivery mode, etc.). This can all be done through the “Modify an existing program” feature of GPAR. For some types of changes, the system will automatically prompt you to revise catalog copy (since those types of changes typically require corresponding catalog changes), but otherwise you can simply click the box for revising catalog copy. When providing the information that is requested (see below), please be sure to use the most recent version of the catalog proofs, available on the Graduate Catalog Proofs page, so that any changes made since the publication of the previous catalog are incorporated into any additional revisions you propose to make. (Note that these proofs are pdf files at the school/college level. If you’d like to work from a Word version of the proof for your program, the Registrar’s Office will readily provide one. Just send an email to firstname.lastname@example.org requesting this.) Also, please be aware that the deadline for changes to the Graduate Catalog is March 1. Thus, all proposed changes must have received final approval through the GPAR system before that deadline to become effective and be included in the next catalog.