Skip to content Skip to navigation

2.1.2 Admitting Graduate Students to Matriculated Study: Implementation

Last updated on:
Wednesday, April 18, 2018

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:

  1. the name of the degree program into which the applicant is admitted;
  2. financial support offered to the student, if any;
  3. a statement that this acceptance is conditional on the fulfillment of admission requirements (e.g., verification of credentials, official ETS reported scores, if required by program, adequate English proficiency, adequate funding for visa certification) by the Graduate Admissions Office;
  4. the applicant’s Student ID number, and instructions for responding to the offer of admission.

If admission includes financial support: 

  1. Specify the conditions and the amount of the award. 
  2. Include information relating to the Council of Graduate Schools Resolution, stipulating that students are under no obligation to respond to offers of financial support prior to April 15. Students may be asked to reply in a timely manner, but may not be asked or pressured to make a decision before April 15th. For additional information, see the Council of Graduate Schools web page
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

 

Back to top