GryphForms - End-User Guide

The OGPS GryphForms Portal allows students, faculty, Graduate Program Assistants, Graduate Program Coordinators and OGPS staff to start, manage and complete tasks within the GryphForms platform specific to OGPS. 

Depending on your role, you will be presented with the following tabs when you login. You can also view your Task List from the main University GryphForms portal. External users can only access a task by using the link emailed to them. 

My Task List 

Displays all your outstanding tasks in all  workflows.

Underneath the tab you will find all tasks assigned to you. Click the form you wish to complete and follow further instructions on the form. Once you have completed your portion of the form and submitted, it will be removed from your task list. 

Start New Form

Displays all forms that you can submit to OGPS

View and Track All Forms Submitted

This sections helps determine where forms you have submitted are currently in the process. Forms cannot be edited or submitted from this section

Forms Submitted by Students in Department (GPA Only)

Allows you to search for current/previously submitted forms.

The new progress report has been styled after our paper progress report form. Every user will receive an email, informing them when they need to complete their task. Students who have not completed their degree requirements nearing the end of the semester, receive a communication to complete the progress report. In scenarios where your student is not completing the online version, the advisor should complete the PDF version to ensure a progress report is completed.  

To help with the understanding of the new form, the general workflow is as follows:

Student: Completes their profile and starts the progress report, adding any additional information that may be helpful for the committee when commenting on their progress

Graduate Program Assistant: Reviews the students submission, ensuring the information submitted is accurate. If changes are required, they can comment and forward back to the student by clicking the revision needed button (remember to uncheck this box after the student resubmits)

Primary Advisor: Provides the progress results, including any additional documents (such as a plan of study for Unsatisfactory results).

Co-Advisor & Advisory Committee Members: The committee members review the results simultaneously, and are able to specify that they agree or disagree with the results and provide any comments. External Advisors can only access the form through the link provided by email. 

Graduate Program Coodinator (GPC): They review and have the opportunity to discuss Some-Concerns or Unsatisfactory results with the Advisor. They also have the ability to route it back to the Advisor, if a change is needed.

Student: Provides any final comments on the results, and submits. They have the opportunity to request a confidential meeting with the GPC. If they do, the GPC has the opportunity to send it back to the student after their meeting.

A copy of the final report is sent to the Department and OGPS for their records.

When you select the forms to be searched, you will be presented with a pop screen where you can view all forms submitted by students for a particular workflow. Select the appropriate form to search for the student. 

Step 2: Search for the Student

You can search by Semester and/or by StudentID. Then click Search.

When you select the forms to be searched, you will be presented with a pop screen where you can view all forms submitted by students for a particular workflow. Select the appropriate form to search for the student. 

Step 2: Search for the Student

You can search by Semester and/or by StudentID. Then click Search.

Step 3: Select the form and cancel the process.

Select the appropriate student form/workflow/process, then hit the cancel process button

Question: When a student tries to submit a progress report it says that my Graduate Program Coordinator cannot be the same as my advisor, what should I do because they can't push submit?

Answer:  The coordinator listed should be the next person up the hierarchy of signatures, typically the Chair. The Graduate Program Coordinator isn't allowed to sign as both advisory committee member and coordinator, as this would be a conflict of interest. This also holds true if a Chair's signature is required and they are part of the advisory committee or acting as the Coordinator's signature, and would also be the next person up. 

Question: The faculty member isn't showing up in the user picker on the form

Answer: The user picker includes every person who has an active email address on campus. Currently the system doesn't recognize alias email addresses, so the Faculty members main email should be used to search. External advisors can be included in the appropriate sections of the forms, where you can specify an email address. 

Question: I ended up on the main university gryphforms site, is there any easy way to get back to the OGPS Portal?

Answer:  You should be able to access the portal from the main GryphForms site, by clicking the OGPS Main Menu form. If you are trying to sign off on a form, you should be able to see the task on either the main portal or the OGPS portal in the My Tasks tab. 

Question: I just tried logging in to the portal but I only see 2 tabs beside the home tab, Tasks and Start a new Form.

I'm using Chrome on my android Samsung phone.

Answer:  We are in the process of optimizing the system for use on phones and tablets. At this stage, we encourage users to access the system via their laptops or desktop computers.

Question: How does the system ensure all users sign and move the form forward.

Answer:  Users will receive an email when they have an outstanding form to sign. They can access it using that email, the OGPS portal, and the main university portal. They will receive reminder emails, and if no signature is received with a few weeks, it is sent to the GPC for action. 

Question: Will the system work with Apple Mac Computers.

Answer:  GryphForms should work with any browser on any system. We are working to make the mobile experience better.