2.1.2 Admitting Graduate Students to Matriculated Study: Implementation
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Last updated on:
Wednesday, April 18, 2018
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2.1.1 Admitting Graduate Students to Matriculated Study: Policy
1. Admitting Graduate Students to Matriculated Study
The process of admitting graduate students to matriculated study at Stanford University makes use of an electronic application (CollegeNET) and the PeopleSoft Student Administration data base. In addition, students who are offered admission will use Stanford’s student web portal, Axess, to enter admissions offer decisions and take other steps to advance their admission to Stanford. The following table displays the steps in the process, indicating the responsible individual or organization. In many cases, these actions are governed by deadlines that may be set annually by Stanford or by the degree program.
PROCESS STEPS | RESPONSIBILITY | |
---|---|---|
1. | Notify Graduate Admissions Office of program admission requirements and deadlines, including whether or not GRE scores are required. | Degree Program |
2. | Maintain official descriptions of university processes and requirements for admission, including applicable deadlines and GRE requirement. | Graduate Admissions |
3. | Read and follow the advice and directions on the Graduate Admissions website and the relevant admissions sections of degree program web sites. | Applicant |
4. | Complete the online application by the deadline indicated on the Graduate Admissions web site. | Applicant |
5. | Arrange to have official transcripts from each postsecondary school attended and letters of recommendation sent directly to the degree program to which he or she is applying (letters are submitted within the electronic application system, CollegeNET). | Applicant |
6. | Via a system load process, receive application records and convert the data contained in those records into the university’s PeopleSoft Student Administration database (SA), creating a PeopleSoft application record and a student identification number (EMPLID) for the applicant. | Graduate Admissions |
7. | Regularly monitor the the CollegeNET system (ApplyWeb Administration or Admit) to identify new applications and manage the degree program’s application process. If using a paper file review process, print application, recommendations, and other materials as needed. | Degree Program |
8. | Monitor the PeopleSoft SA database or the Admit system for receipt of official ETS test scores, if required by program, rankings, and other relevant data. | Degree Program |
9. | Receive transcripts, incorporate into applicant packages, and forward to the appropriate selection committee by that program’s internal deadlines or utilize the Admit system for online review. | Degree Program |
10. | Reconcile list of applicants with information in PeopleSoft, and notify Graduate Admissions of any discrepancies. | Degree Program |
11. |
Prepare and mail acceptance letters to admitted applicants. Acceptance letters should include:
If admission includes financial support:
|
Degree Program |
12. | Prepare and mail turn-down and wait-list letters to the applicable students. Wait-list letters, if applicable, should include the date by which the applicant should be notified of final decision. | Degree Program |
13. | Enter decisions regarding acceptance, denial, and wait-listing into the PeopleSoft SA database. | Degree Program |
14. | Monitor the PeopleSoft SA database. Send an email message to all admitted on where to find instructions for creating the SUNet ID to record the decision of the offer. | Graduate Admissions |
15. | Once the admission is received, act on that decision by following directions to create a SUNetID and record the decision (accept or decline) of the offer in Axess. | Applicant |
16. | Monitor PeopleSoft SA database for acceptances, and upon notification of acceptance, send all transcripts (including EMPLID and program name) to the Graduate Admission Office for verification of fulfillment of admission requirements (e.g., credential verification, visa certification, ETS reported scores, evidence of adequate English). See GAP 2.2 Requirements for New International Students, for additional processes related to international students. | Degree Program |
17. | After the student has accepted the offer of admission, verify all credentials and receipt of TOEFL scores, if applicable, including international degrees, visa certification, and evidence of English proficiency, for admitted students who have accepted their admission. Verify credentials on a “first-come, first-served” basis. | Graduate Admissions |
18. | Notifiy the degree program of concerns about student credentials, if any. | Graduate Admissions |
19. | Notifiy the applicant of concerns regarding any condition of admission. | Graduate Admissions |
20. | Approve enrollment and matriculate the accepted student to their degree program. | Graduate Admissions |