Graduate Faculty Membership (GFM) Web Tool User Guide

Online Access to the Graduate Faculty Membership (GFM) Web Tool

  • Use this departmental link to access the GFM web tool.
  • Log in using your Administrative Management Systems (AMS) or your Employee Self-Service (ESS) username and password.

Overview of Memberships (Display Only)

Once you log in you will be taken to the Overview page.

  • Overview page:
    • Lists all GFM nominations in process or nominations that have been made. It can be sorted by any column or filtered by date at the bottom of the list.
    • To view any nomination, click its line to highlight it in orange. Click “Display” at the bottom of the page to open the details of the nomination.
  • Nomination Details page:
    • Lists the relevant university appointment for the faculty member, plus the current and previous GFM details.
    • To exit the Nomination Details page, click “Return to Overview“ at the bottom.

Request a New Membership & Renewing Membership

  1. Click “Create” at the bottom of the Overview page.
  2. Enter the personnel number and/or name of the faculty member for whom you wish to create a membership, and click “Search Personnel List.”
    • NOTE: Personnel number is the better search function as it returns more accurate results.
    • To return to the search page, click on “Return to Nominee Search.”
  3. Ensure the faculty member’s name is highlighted in orange then click “Create Nomination.”
    • This will display the details of the faculty member, including university appointment, as well as current and previous graduate faculty memberships.
  4. In the “Graduate Faculty Nomination Details” box, enter the details of the requested membership, i.e., start date, end date, unit, level and type. Once all the required information is entered, click on “Submit to SGS.” (NOTE: When clicking “Submit to SGS“ you will be reminded that you are doing so under the direction of your graduate chair.)
    • All fields marked with a red star are mandatory.
    • For information on the different types of memberships, refer to the eligibility guidelines.
    • The U of T appointment end date is noted in the top box on the page. The GFM end date cannot exceed the appointment end date for appointed staff.
    • The Programs section is only applicable to the Management of Innovation UTM appointments.
    • An error message will appear at the top of the screen if there is any missing or incorrect information.
    • To save a draft before submitting to SGS for approval, click on “Save w/o Submitting.“ You are automatically returned to the Overview page and the GFM status of the faculty member will now say “Saved, not submitted to SGS.”
  5. The request is now with SGS for approval. On the Overview page the GFM status of the faculty member will now say, “Submitted to SGS.”
  6. Once finished, select “Logoff” at the bottom of the screen.

SGS Approval

  • Once approved by the Vice-Dean, Programs, an email notification will be sent to the nominator, and chair of the graduate unit advising of the SGS approval.
  • Once this notification of approval is received, the unit can send the letter outlining the terms of the GFM to the faculty member for signature.

SGS Returns Request to Unit for Correction

  1. If there are any issues with the request or questions, the GFM will be returned to the graduate unit for review.
    • SGS can advise of the reason for declining the request via email/phone. See contact details below.
    • On the Overview page the status of the faculty member will now say, “Saved, not submitted to SGS.”
  2. To view: ensure the name is highlighted in orange and click “Display.” To review and make corrections:
    • Ensure the name is highlighted in orange and click “Update.“
    • Follow the necessary steps outlined above.
  3. Once the required information is corrected, click “Submit to SGS.”
    • The request is again with SGS for approval. On the Overview page the GFM status will now say “Submitted to SGS.”

Contacts

If you have any queries over the GFM web tool, please contact the SGS Vice-Deans’ office:

Angelique Plata
Executive Assistant to the Vice-Deans
sgs.vdeanea@utoronto.ca
416-978-2384

Kelly Crawford
Assistant to the Vice-Deans
sgs.vicedeanassistant@utoronto.ca
416-978-5986

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