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add/change/extend award deadline
Award competitions start with an email from Graduate Studies with instructions. Generally the award announcement will outline all deadlines. Deadlines relating to awards include:
- student deadline to apply: although students cannot apply after this deadline has passed, staff can still initiate/create an award application for a student.
- reference deadline: this is a soft deadline, referees can submit after this has passed.
- recommendation deadline: this is the deadline by which the department must submit their recommendations to Grad Studies.
This page outlines how to add or change a deadline for an award competition, how to change an award deadline for an individual student and what to do if you missed a recommendation deadline.
Resources
- To access GA3:
Public Facing pages:
In GA3 on the Competition Setup tab, find the competition in the list and click edit
- Read the information under Description and/or read the attached memo.
- Add or change student deadline; the new deadline must be before the default (system) deadline and before the recommendation deadline.
- Ensure the award is available; if an award is by nomination students cannot apply.
- The competition status must be Open for students to apply.
- Click the Publish box and click save.
In GA3 find the applicant on the All Applicants or Recommendations tab:
- Click the application number to access the award application.
- Under Award Information, change the application deadline; you may need to change the Application Status.
- Click Save.
You can only change the student deadline if:
- the recommendation deadline has not passed.
- the application status is In Progress, Submitted or Deadline Passed.
Recommendation deadlines refer to when a unit must submit their award decisions to Graduate Studies. Some are done via GA3 (Recommendations tab) and some are outside the system. These are generally due about a month before the payment term to allow for processing and acceptance time.
If you have missed a recommendation deadline, the Graduate Program Chair must contact gradawards@sfu.ca with an explanation and request for Grad Studies to submit on their behalf.
- If the competition has another level of adjudication, late recommendations cannot be accepted.
- If the competition is departmental level adjudication, we will process when we have the resources to do so. This may result in late or missed payments to students.
Notes:
- Some competitions are set to Hidden and cannot be changed; you need to initiate applications for these awards.
- Some awards have the status of Nomination only; students cannot apply for these awards. You will need to initiate applications for these awards as well.