GradForms Application Update
At the end of Summer 2025, Graduate School will be updating GradForms. Please be on the lookout for updated reference guides as we prepare for the update launch. If you have questions about the update, please contact GRAD-osi@osu.edu .
GradForms is an online portal for the graduate community at Ohio State that provides submission and storage of graduate forms that pertain to programmatic, registration and graduation process within a student’s academic career.
GradForms Application Update FAQs
What is changing in the new system?
We will be updating this list as the final development of the product is completed.
General:
- Move to AWS Architecture
- Modern user interface (UI) and experience (UX)
- New Student and Administrator Dashboards
- Enhanced security and DUO Authentication
- Preferred names used throughout the system
- Additional fields included in various excel exports
Forms:
- Updated Form Status terminology
- The following for statuses will be updated to be more intuitive and user-friendly (Old Status --> New Status)
- (“New” --> “Draft”)
- (“Pending” --> “Initial Review”)
- (“Pending GS” --> “Final Review”)
- The following for statuses will be updated to be more intuitive and user-friendly (Old Status --> New Status)
- Updated Remark terminology:
- Form “Remarks” in the current system will be renamed to “Work Notes” to clarify that these notes are used for internal processing.
- Transcript Designation Request sunset:
- The new system has removed the Transcript Designation Form, eliminating a step when completing a minor or interdisciplinary specialization. Instead, the Minors and Interdisciplinary Specialization Form deadline will coincide with the Application to Graduate deadline.
- Late Course Petition:
- The Late Course Petition has been modified to accept only one change type (Add, Drop, etc.) in a single form (i.e., students may petition to drop two different courses within one form, but they cannot request to add and drop two different courses in the same form. Instead, they must submit two separate petition forms for each change).
- Students will be required to enter their last date of attendance when petitioning to drop a course.
- Application for Certificate Completion:
- Added an End of Semester (EOS) option.
- Transfer of Graduate Credit:
- Removed the “Post-degree credit” option from the “Credit Type” field.
Will I still be able to access the old (legacy) system?
The legacy GradForms system will be available indefinitely after launch in a read-only capacity, meaning no new form submissions or approvals will occur in the legacy system.
When will the new system go live?
While the exact date is still TBD, we are on track for an early August 2025 go-live.
Will there be system downtime?
We’re expecting 4-5 business days of downtime to successfully make the transition from the legacy system to the new system. As we get closer to August, we will provide dates for the downtime and a go-live date.
What will happen to my previously completed forms?
Previously completed forms for active students and the past 10 years of inactive students’ forms will be copied from the legacy system to the new system at the initial launch. These forms will not include specific approver information but will retain the form status and responses.
What will happen to my current active forms?
- Forms submitted in the past 12 months that are currently active in the Legacy GradForms system at launch will be copied to the new system and will be advanced to the same approval step shown in the Legacy system.
- These active forms are a major factor in the projected 4 - 5 day downtime expected prior to launch. To alleviate some of the transition work, we are encouraging approvers to complete as many of their tasks as they can before the move to the new system.
Who do I contact if I have questions?
Please contact GRAD-osi@osu.edu(opens in new window) with any questions.
Is there anything I need to do before launch?
- Nothing is required from users before launch. However, we are encouraging approvers to complete as many of their tasks as they can before the move to the new system to alleviate transition work.
- We will be hosting a demo of the new system on Wednesday, June 18th from 1pm-2pm. Following the demo, we will post updated training materials.
- Register for the virtual GradForms workshop.
GradForms Update Workshop Events
Quick Reference for Students
A quick reference guide for students needing support to submit various forms the GradForms.
Quick Reference for Faculty
A quick reference guide for faculty and program coordinators that walks through basics of approving applications and submitting reports.
Application Workflow
Quick guide for support Applications to Graduate, Applications for Candidacy Exams and Applications for Final Exams.
Support Resources
Still Have Questions?
250 University Hall, 230 N Oval Mall, Columbus OH 43210
Phone: 614-292-6031 | Fax: 614-292-3656
Graduation Services Email: Grad-SchoolGraduationServices@osu.edu
Registration Services Email: Grad-SchoolRegistrationServices@osu.edu