GSTS for Graduate Program Coordinators/Managers

How to Get Started

Before gaining access to the Graduate Student Tracking System (GSTS) and it’s features Graduate Coordinators/Managers must complete the GSTS Report Training and request additional SIS security access.

Previously, Report Training was offered as an online/in person instructor lead course, but it has now been moved to a self-paced Canvas course which you can register for here.

Information about how to request SIS security access can be found here: Security Request Instructions (Fall 2020)

Additional Training

After completing the Report Training you have the option to complete additional Exceptions Tool and Milestones training.  The GSTS Training – Exceptions & Milestones is a two part training that currently covers both of these features.  This training is required in order to gain access to use Program Milestones.

See the list of upcoming training sessions and open labs at the bottom of the page, and email Maddie Sena ( for more information.

Information and Resources


Learn how to view GSTS advisement reports for graduate students and understand what you are seeing.


Resources that show how graduate students can access their individual GSTS advisement reports.


Resources on how to make exceptions for individual students in the GSTS advisement reports.


Program Milestones can be used to help programs keep track of non-coursework requirements for degree completion such as preliminary or qualifying exams, projects, teaching requirements, professional development, and more.

Training Sessions

There are no upcoming events at this time.

Open Labs

There are no upcoming events at this time.


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How do I download, save, or print a student’s GSTS advisement report?

See this KB doc to learn how to download/save a PDF copy of a student’s report for printing.

Why don’t I see a section for the breadth requirement (i.e. doctoral minor, or graduate/professional certificate)?

Breadth is a required component of doctoral training at UW-Madison as detailed in the Breadth Requirement in Doctoral Training policy. Given there are multiple paths to breadth, the Graduate School leaves the choice of how students achieve breadth up to the student’s doctoral major program. Programs that build breadth into the major will see those courses included in the advisement reports. In programs where a doctoral minor or graduate/professional certificate is used, the advisement report does not display these separately at this time in the GSTS rollout process.

As students work towards completing their doctoral minor or graduate/professional certificate requirement, that coursework may fall into the “Informational Data” or “Courses Not Used for Program Requirements” sections of the report, or show up as an elective of some kind. Students should work with their advisor and doctoral program to ensure these courses will count toward the doctoral minor or graduate/professional certificate and that they are meeting the breadth requirement.

Why do I not see any coursework from students' undergraduate program(s) or graduate work from another institution?

The Graduate School does not transfer credits for previous coursework. However, a student’s program may decide to accept coursework completed outside of the student’s graduate career at UW–Madison as specified under the Prior Coursework policy.  At this time in the rollout of GSTS, prior coursework is not yet entered into the GSTS advisement reports, so students will need to work with their program(s) to make sure they understand what is being counted.

Why are all of the different tracks/focus areas/concentrations/etc. showing up for students?

Informal tracks, focus areas, emphasis, concentrations, etc., represent different curricular pathways students can take within a major and are managed by individual programs. Because of this, the default of the GSTS advisement reports is to show all possible focus areas and let graduate programs waive the tracks or areas that are not relevant to the student.  This process requires use of the exceptions tool and manual effort by the Graduate Program Coordinator/Manager or other persons in your program designated to enter exceptions.

What do I do if a student comes to me with an error message on their GSTS advisement report?

When a student gets a “Data Integrity Error,” the system is telling them that it had trouble processing their selection or loading a section of their report. There are several things you can help them try to refresh their GSTS advisement report:

  • Click the OK button, then click on the “Academic Progress Summary” tab, and come back to the “Academic Progress” tab and try that section of the report again.
  • Click the OK button, exit out of the Graduate Academic Progress tile altogether, and try coming back into the tile and the “Academic Progress” tab.
  • Click the OK button, then try clicking back into the section again. This may take several times.
  • If they ever get kicked back to the “Academic Progress Summary” tab they should be able to go back to the “Academic Progress” tab and view the section where they previously got the error message.

If none of these options work you can send them a PDF copy of their advisement report and reach out to the GSTS Coordinator for more assistance.

If students get any other error messages, or are unable to access their GSTS advisement report please contact the GSTS project team as specified above.  In the meantime, you can offer to send them a PDF copy of their advisement report.