Spring 2015 He Graduate Admissions Information for Advisors Office of Graduate Admissions Texas Tech University Graduate School Updated January 2015 Spring 2015 GRADUATE ADMISSIONS Table of Contents Graduate Admissions .................................................................................................................................... 1 Introduction .................................................................................................................................................. 4 Schedule of Advisor Availability –Fall 2014 .............................................................................................. 4 Section 1: Application Processing in the Office of Graduate Admissions .................................................... 5 Graduate Admissions Staff ........................................................................................................................ 6 Graduate School Organizational Chart ..................................................................................................... 7 Graduate Application Processing .............................................................................................................. 8 Application Requirements .................................................................................................................... 9 The Evaluation Process ......................................................................................................................... 9 Official Transcripts and Diplomas ....................................................................................................... 10 Test Scores .......................................................................................................................................... 11 English Proficiency Measures .............................................................................................................. 12 Conditional Admission for English Proficiency .................................................................................... 12 Returned Application Decision Processing ............................................................................................. 13 Communication with Admitted Applicants ......................................................................................... 14 Time Tickets for Graduate Students ....................................................................................................... 15 Residency for Tuition Purposes .............................................................................................................. 16 Holds ....................................................................................................................................................... 18 Bacterial Meningitis Vaccination Requirement for New Students ......................................................... 19 Additional Information Regarding International Applicants .................................................................. 20 Conditional Admission for English Proficiency .................................................................................... 20 I-20 Issuance ....................................................................................................................................... 20 Types of I-20s ...................................................................................................................................... 20 Section 2: How-To Information for Graduate Advising Faculty and Staff .................................................. 22 Graduate Application Review for Advisors ............................................................................................. 23 Online Review Access.............................................................................................................................. 25 Reviewing Applicant Records .................................................................................................................. 27 Electronic Application Worksheet .......................................................................................................... 32 How to Request a Reset of Your Submitted Recommendation Status ............................................... 34 Important Worksheet Notes ............................................................................................................... 34 Updating Funding Requests After Decision Submitted .......................................................................... 35 Applicants with Below-Minimum English Proficiency Scores ................................................................. 36 Technical Assistance on the Graduate Applicant Review Site ................................................................ 37 pg. 2 Spring 2015 GRADUATE ADMISSIONS Conditional Admissions for English Proficiency ...................................................................................... 38 Running Graduate Admissions Reports in Cognos .................................................................................. 42 Looking Up TTU Transcripts .................................................................................................................... 50 Section 3: Appendices ................................................................................................................................. 51 Application Process Flowchart ................................................................................................................ 52 Area of Study Admissions Codes ............................................................................................................. 53 Conditions Boilerplate ............................................................................................................................ 58 I-20 Issuance Flowchart .......................................................................................................................... 59 Sample eRaider Activation Email ............................................................................................................ 60 Sample Acceptance Letter ...................................................................................................................... 61 Sample Acceptance Letter – Conditional Admission for English Proficiency .......................................... 62 Texas Education Code 51.842 ................................................................................................................. 63 Texas Education Code 51.917 ................................................................................................................. 64 Types of Visas .......................................................................................................................................... 65 Graduate Application Status Definitions and FAQ .................................................................................. 69 Prospective Students .......................................................................................................................... 70 Applicants ............................................................................................................................................ 71 International Applicants ...................................................................................................................... 80 Newly Admitted Students ................................................................................................................... 83 Newly Admitted International Students ............................................................................................. 85 Residency for Tuition Purposes........................................................................................................... 86 Acceptable Credentials for Graduate Admissions .................................................................................. 92 Glossary ................................................................................................................................................. 106 Frequently Asked Questions ................................................................................................................. 112 pg. 3 Spring 2015 GRADUATE ADMISSIONS Introduction Graduate Admissions: Information for Advisors was created to provide graduate faculty and staff the knowledge and skills to use the tools provided by Texas Tech University as they review prospective graduate student applications. This manual is divided into three parts: 1. Application Processing in the Office of Graduate Admissions (GA) – this section explains how GA staff process prospective students throughout the application lifecycle, including a staff directory. 2. “How to” – this section explains how graduate advising faculty and staff can use various resources such as Banner, the Graduate Application Review Page, Xtender, Cognos, and more. 3. Appendix – this section includes various handouts which provide additional information advisors may find useful, including Texas statutes affecting graduate admission, acceptable credentials for graduate admission consideration, and frequently asked questions. This manual will not answer every question you may have, so please contact us by telephone or email. Please feel free to contact me directly if I can provide any additional information or assistance. I am available via telephone (834-1678), email ([email protected]), or on TTU’s Microsoft Lync instant messaging system. Thank you for helping us better serve our graduate students! With grateful appreciation, Shelby L. Cearley, Director of Graduate Admissions Schedule of Advisor Availability –Fall 2014 Walk-In/phone advising is available in Administration Room 328 at the following times: 8 AM-12 PM 12-1 PM 1-5 PM Domestic Kelsey Brunson Unavailable – Lunch Evelyn Arnold Terri Kirkpatrick Lacey Whitaker International Kristina Luera Unavailable – Lunch Darina Brackeen Rebecca Enis Mary Katherine Bartlett pg. 4 Spring 2015 GRADUATE ADMISSIONS Section 1: Application Processing in the Office of Graduate Admissions Applicant Graduate Graduate Department Admissions The Office of Graduate Admissions works with both applicants and graduate departments to facilitate the admission of quality applicants to Texas Tech University. This section outlines what our staff does during the application process. pg. 5 Spring 2015 GRADUATE ADMISSIONS Graduate Admissions Staff Vice Provost of Graduate Affairs/Dean of Director of Graduate Admissions/Designated the Graduate School School Official Mark A. Sheridan Shelby L. Cearley [email protected] [email protected] 806-834-5537 806-834-1678 Lead Graduate Admissions Counselor Senior Graduate Admissions Counselor Recruiting Coordinator Recruiter Shannon Samson Gayle Jeffers [email protected] [email protected] 806-834-5201 806-834-8327 Chief Evaluator/Residency Determination Chief Evaluator/Designated School Official Officer (Domestic) (International) Credential evaluation, processes acceptances, Credential evaluation, processes admissions, matriculation matriculation cleanup, GPIDEA/Athletic admissions cleanup, initial I-20 issuance Evelyn Arnold Rebecca Enis [email protected] [email protected] 806-834-3695 806-834-3893 Chief Evaluator/Designated School Official Senior Lead Evaluator/Residency (International) Determination Officer (Domestic) Credential evaluation, processes returned Credential evaluation, processes acceptances recommendations, initial I-20 issuance Darina Brackeen Terri Kirkpatrick [email protected] [email protected] 806-834-3602 806-834-4922 Senior Lead Evaluator (International) Senior Lead Evaluator (International) Credential evaluation, data entry, reports Credential evaluation, data entry, reports Mary Katherine Bartlett Cy Cawthron [email protected] [email protected] 806-834-2612 806-742-2787 Senior Lead Evaluator (Graduate) Evaluator (Domestic) Credential evaluation, data entry, reporting, electronic Graduate Admissions data entry test score maintenance, GTMP/PGRD decisions Lacey Whitaker Kelsey Brunson [email protected] [email protected] 806-834-6804 806-834-6884 Evaluator (International) Document Imaging Specialists Graduate Admissions data entry Kristina Luera Mary Hildebrand | Sharon Trang [email protected] [email protected] | [email protected] 806-742-2787 806-834-1621 | 806-834-4368 pg. 6 Spring 2015 GRADUATE ADMISSIONS Graduate School Organizational Chart pg. 7 Spring 2015 GRADUATE ADMISSIONS Graduate Application Processing There are two types of applicants, domestic and international. Domestic applicants are U.S. citizens, immigrant permanent residents and undocumented illegal aliens. International applicants are all other international applicants, including asylees and refugees. Applicants have a choice of two applications: 1. ApplyTexas application (http://www.ApplyTexas.org) – online application mandated by the State of Texas for all public higher education institutions. Applicants create a profile which can be used for multiple applications, and they can submit their fee payment via credit/debit card before submitting their application. 2. Paper application (available at http://www.gradschool.ttu.edu or in our office) – application in PDF format. Applicants must submit payment either via our secure fee payment webpage or by submitting payment via mail or in person to our office. We encourage applicants not to send cash through the mail. Additionally, there are two types of admission: • Degree-Seeking Master o Doctoral o • Non-Degree-Seeking GTMP – Graduate Temporary student; up to 12 grad hours o PGRD – Post-Graduate; undergrad classes only o CPED – Continuing Professional Educational Development o CERT – Teacher Certification (College of Education) o FCSC – Family & Consumer Science Teacher Certification (College of Human Sciences) o GCRT – Graduate Certificate o There are certain situations in which an applicant will need to submit a different form, the Graduate Application Change Form: • Add/Change Current Application – this form is for TTU graduate applicants who are not currently enrolled as graduate students and who wish to add to or change their study objective or level of study and submit the $50 application change fee. A note of “add program” or “change program” will appear on the Admission Decision Worksheet. • Change of Initial Entry Date – an applicant can apply for a deferral of their admission or of their application for the same program and submit the $50 application change fee. A note of “Change Entry Date” will appear on the Admission Decision Worksheet. • Request to Be Readmitted – students who have been accepted into the Graduate School and fail to register or previously enrolled TTU Graduate School students who are not currently enrolled as graduate students at Texas Tech University who wish to be readmitted to the Graduate School must reapply for graduate admission and submit the $50 application change fee. Our staff will send new worksheets to the student’s department. There is no guarantee of readmission. pg. 8 Spring 2015 GRADUATE ADMISSIONS Application Requirements Domestic Applicants International Applicants 1. Application 1. Application 2. Application fee 2. Application fee • Initial application - $60 • Initial application - $60 • Any subsequent application - $50 • Any subsequent application - $50 Includes changes of entry date, Includes changes of entry date, add/change application, and readmit add/change application, and readmit 3. Residency Questionnaire – included in 3. Official proof of English proficiency ApplyTexas and paper initial application 4. Official transcripts of all post-secondary 4. Official transcripts of all post-secondary college/universities attended, including college/universities attended official English translation 5. Resident Alien Card (permanent residents 5. Official diploma/degree certificate of all post- only) secondary degrees earned, including official English translation 6. Proof of financial support (optional) 7. Passport Bio Page (optional) The Evaluation Process Advisors in the Office of Graduate Admissions begin the application evaluation process by reviewing the application itself. We then review the academic credential(s), which involves the following tasks: • Verifying accreditation of the issuing college/university, • Determining degree equivalency, and • Calculating GPAs The Southern Association of Colleges and Schools’ Commission on Colleges (SACSCOC), our regional accreditation body, mandates that a foreign bachelor’s degree must be equivalent to 120 semester credit hours in order to be considered equivalent to a comparable US bachelor’s degree. A list of acceptable credentials for applicants who attend foreign schools is available in the appendix and also on our website. A prospective student must have a credential in the “Basic First Degree” column to be eligible for admission consideration. In some situations, we must combine degrees (such as the 3-year BCOM from India plus a 1-year post-graduate diploma course) to get an equivalent bachelor degree. We note this on the Remarks section of the electronic application worksheet. Please note that no transfer credit can be awarded if the home country graduate degree is used in combination with another degree to equate to a US bachelor’s degree. pg. 9 Spring 2015 GRADUATE ADMISSIONS Official Transcripts and Diplomas We must receive at least six semesters (or three years) of bachelor-level coursework in order to review an application. Unofficial documents are acceptable for evaluation purposes, but official documentation must be received within the first semester of attendance. This is a SACS accreditation issue, not a Graduate Admissions one. Notarized copies are not considered official. Prospective students must include all post-secondary colleges/universities attended on their applications, and they must also provide official transcripts from those schools as part of their application materials, even if transfer credit appears on another school’s transcript. Failure to include that information on either the application or to submit those transcripts is considered an omission of pertinent applicant information and is therefore a violation of Texas Tech University’s academic integrity code; it can lead to automatic denial of admission or removal from the university if the applicant has been admitted. As our advisors review applications, they will contact applicants to ask for an updated application if there are any discrepancies between the educational information on the application and credentials received. A copy of the email will be available in the applicant’s Xtender record; samples of the email we send are available in the appendix. International transcripts and diplomas must be submitted in the original language and be accompanied by an official English translation. Many schools provide English translations. Applicants can also have professional translations done in their home country, but it must be a literal, word-for-word translation. We prefer that applicants do not submit their own English translation. We recommend that applicants use Rev (www.rev.com) or Credential Consultants (www.credentialconsultants.com) if they need a professional translation. Prospective students who have degrees earned outside the United States must also submit official diplomas or degree certificates. Some degrees may not be complete at the time of application, so a diploma/degree certificate is not required at time of application or of admission. Official English translations are also required if the diploma/degree certificate is issued in a language other than English. For all applicants, we must receive at least unofficial transcripts from all post-secondary institutions before we will evaluate the application, even if courses taken at one institution appear as transfer credit at another institution. Transfer credit does not always include all courses taken at a previous institution and may not include the full academic history needed for your department to make an admission decision based on a holistic review of the applicant’s full and complete academic history. The only exception to this policy is for applicants currently enrolled in their first semester at an institution. pg. 10