Admission Processes

1
Admission Processes

• Application Submission to Admission

2
Submission of Application

• Applications come in through the Embark system.
• Debbie runs a report to receive the applications.
  
• Information is uploaded into PeopleSoft and the
  Graduate Schools Access database.
• Applications are catalogued.
• Program/application specifics are entered into
  Embark.
• Image Now holding files are checked for any
  information that we may have received prior to
  the application.
• Incoming daily mail is matched to applications.
• Documents are merged and files will stay in
  Incomplete Applications until they are
  complete.

3
Brendas Programs

• School of Aerospace Sciences (Select Programs)
• Atmospheric Sciences
• Aviation
• Space Studies
• College of Business (Select Programs)
• Applied Economics
• Business Administration
• College of Arts Sciences (Select Programs)
• Art Mathematics
• Biology Music
• Chemistry Music Education
• Criminal Justice Physics
• English Psychology
• Geography Sociology
• History Theatre Arts
• College of Education Human Development (Social
  Work only)
• College of Nursing
• School of Medicine/Health Sciences

4
Stacis Programs

• School of Aerospace Sciences (Select Programs)
• Computer Science
• Earth System Science Policy
• College of Arts Sciences (Select Programs)
• Communication
• Communication Public Discourse
• Communication Sciences Disorders
• Linguistics
• Speech-Language Pathology
• College of Business (Select Programs)
• Career Technical Education
• Industrial Technology
• College of Education Human Development
• All Programs Except Social Work
• School of Engineering Mines

5

• The application file is double checked for the
  required documents and matched with the documents
  on Embark to make sure all necessary documents
  have been uploaded.
• College/universities are checked for
  accreditation, transcript information is
  separated into undergraduate, post-baccalaureate
  and graduate work, and GPAs are calculated.
• School information, application status, test
  scores and GPAs are entered into Access.

6
Sending Information to Department

• Grade memos are generated and emailed to Graduate
  Directors along with links to the online
  application and ER forms.
• ERs will not be processed until a file is
  complete and the file has been sent to the
  department.
• Students who do not pass the TOEFL will be denied
  by the Graduate School and will not be forwarded
  to the department.
• They will have six months from the denial date to
  retake the TOEFL or enroll in ENGL112 through
  ELS.
• They will be required to reapply once the six
  months have passed if they havent satisfied the
  language requirement.

7
Processing ER Form

• After a departmental decision is received, the
  students file is checked to make sure it is in
  compliance with the Graduate Schools policies
  regarding application status.
• There are two different ER forms that can be
  submitted
• One is for admission with assistance
• Only students in approved or qualified status are
  eligible for assistance
• One is for admission without assistance
• This form should be used for denials.

8

• All provisional admits must be approved by the
  Dean of the Graduate School
• These are reviewed once a week

9
Offers of Admission

• Admission letters are generated based upon
  department recommendations.
• Letters detail the status of students admission,
  any requirements they may need to complete, and
  any documents they might be missing, i.e.
• Final transcript with degree posted
• Certificate of finance
• Admission acceptance, etc.
• Students are required to accept their offer of
  admission.

10

• All admissions are pending until admission is
  accepted.
• Students will be moved to Archive in Embark
  when they are admitted, denied, or have
  withdrawn.
• Access and PeopleSoft are updated to reflect the
  students current status throughout the
  application and admissions process.

11
Finalizing Admission

• Students will not be fully admitted until they
• Accept the terms of their admission
• Provide final transcripts with their degree
  posted (if needed)
• International students must also have provided
• Certificate of Finance
• I-20 (copy comes from Shannon Jolly)
• I-20s cannot be requested until the student
  accepts admission and supplies their financial
  documents.

12

• Student is matriculated.
• Education information, advisor information and
  term activation is entered on PeopleSoft.
• Special permission to register
• If students are not able to get their final
  transcripts submitted in time to register for the
  semester of entry, they can fill out a special
  permission to register form.
• The form needs to be signed by the students
  undergraduate dean.
• A hold is placed on the students account and
  they will not be able to register for subsequent
  semesters until they provide us with the final
  transcript with their degree posted.

13
Deferments Withdrawals

• Deferments
• Students can defer one time for one semester
  without departmental approval.
• Students can defer one time for two semesters
  with departmental approval after that they will
  need to reapply.
• If a student does not notify us that they will
  not be enrolling for the semester they were
  admitted, they will become inactive and will need
  to reapply.
• Withdrawals
• Students who withdraw will need to reapply to the
  Graduate School.
• If a department is notified of a student
  withdrawing, they should notify the Graduate
  School by submitting and ER form.
• An email from the student will be accepted as
  well.