Admissions/Recruitment
*Recruitment
*Admission
Procedures
*Responding
to Application Requests
Responding
to Requests for Admission/Award Possibilities
Create a student recruitment committee. Our students are our best ambassadors, and they can take an active role in encouraging students from their schools, churches, and circle of friends and neighborhoods to attend graduate school.
Student recruitment committee activities:
Host visiting students
Make phone calls to prospective students
Important Links:
Minority Recruitment/ Enhancing Diversity
(Develop relationships with different universities.)
Identify departments within other institutions of higher education and within The University of Texas, to assist in targeting potential candidates for your program.
Establish a coalition with institutions that have a high minority enrollment to learn of current trends of minority students degree program interests. By doing this you will assist with the communication with prospective minority graduate students and will increase the exposure of your particular program to the student.
Develop a network of minority alumni to help in recruitment efforts at there undergraduate universities.
While attending graduate school fairs call particular faculty members and request classroom visits in departments that will have students with interest in your program. This will give you the opportunity to talk informally with a group of students.
Follow-up is very important at any level of recruitment. Always follow-up with students that you have met while recruiting, and more importantly follow-up with faculty, advisors, and counselors that you have met.
Student Visitation:
First impressions are very important, need it be over the phone are in person.
Schedule a structured visit for prospective students that request a visit to your program.
(Examples)
- Visit scheduled classes
- Meet with Graduate Advisor
- Meet with faculty members
- Have lunch with students
- Meet with Placement Coordinator
Phone Calling:
- Have students with similar interest call prospective students
- Have faculty members call prospective students
The following are questions a new coordinator dealing with applying and admissions may have. We are providing a variety of answers to some questions, since the answer often depends on the size of the department and/or how the department heads may want the coordinator to handle it.
1. What do I do when I get a request for application materials?
Possible responses:
- Prescreen applicant through email;
- Send department information through email;
- Email reply which states applicant must go to web site;
- Send department information/forms by postal mail
In all of your information formats, be sure to inform the applicants to apply to the Graduate and International Admissions Center (GIAC) to officially apply to UT Austin.
2. When the applicant wants to apply, to where should he/she send the materials?
Variations:
Require applicants to send all application materials to the GIAC office, which will forward them to the department;
Require applicants to submit all application materials to the department, which forwards them to GIAC;
Require specific documents to be sent to each office: the department and GIAC. Departments wanting to receive documents directly from applicants may require them to send their materials in one large envelope for easier processing.
3. I'm receiving materials. What do I do with them?
Smaller departments often start a file and begin entering the Applicant's information in a database.
Larger departments often wait until they receive a substantial amount of materials from the applicant before starting a file and entering the information in a database. They may store individual materials received in expanding files alphabetically until a large number of materials are received.
Tip: Some documents, such as transcript, may be available to you on the web. The address is . It is a secure site, so you will need your UTEID. After logging in, select "Student Record Search", then type in the Social Security Number. If a document has a CD Rom icon, you can click on the icon and print the document on your printer. This can be especially helpful if you need a document to complete a file for evaluation.
4. What type of database could I use?
Some use FileMaker Pro. Layouts can be formatted in a variety of ways. An example of a data entry screen can be found in Appendix A (.pdf).
Please note: To access or complete .pdf forms, you must have Adobe Acrobat Reader.
5. I haven't received an official file for this applicant, yet. What document is GIAC missing?
On the UT mainframe, go to *ADM. The most helpful screens are: A01, A03, C01, and T05. The A01 screen shows whether or not the file is complete. If it is complete, it could be just a matter of time before you get the official file. During the busy Fall admissions season, try to be patient. Contact GIAC if you still haven't received it within a few days. If it is not complete, check the other screens to determine what documents are missing. Check A03 to see if the applicant has paid the fee. It's important to remember when looking at the A03 screen at the "Test Scores" and "College Transcripts" sections, you should not assume a "Y" means all of those documents are received. For example, the TOEFL score may be in, showing a "Y" on A03, but the general GRE scores may still be missing. Check the C01 screen for all test scores and the T05 screen for all university transcripts.
Samples of these screens may be found in Appendix B.
6. Our committee has made their decision on this applicant. How do I notify the applicant?
a) Applicants who are recommended for admission:
Some departments send email notification to an applicant as well as a hard copy letter. Be sure your letter states the department is "recommending" the applicant for admission to the Graduate School. Remember, the Graduate Dean's Office gives the final approval (or denial) of decisions made by departments. You may want to mention their office will send a letter once the admission is finalized (approved). Include in the letter any special circumstances such as:
Explanation of aid award;
If the applicant has a low GPA or other situation which requires the department to have to send a petition for admission to the Graduate Dean and what conditions the Dean places (if any);
Conditions the department is placing on the applicant's admission.
b) Applicants who are denied admission:
The department should not need to send a deny letter to the applicant. When you send the deny decision to GIAC, their office will automatically send a letter. Receiving two letters denying admission is like "rubbing it in" and can offend an applicant. If there are special circumstances, such as your department wants to give specific advice to the applicant on how to improve before reapplying, you may send a letter.
c) Applicants who have "No Action" taken on their application:
There are circumstances when a department may decide not to take any action on an application. The department must send a letter to the applicant regarding their decision and send a photocopy of the letter to the GIAC office for their records. The Graduate School Policy Manual states: "Graduate programs must review all applications forwarded to them. If applications arrive after a graduate program deadline, the program must inform the applicant in writing that no action has been taken and should include a new application form if it wishes the student to reapply. It must then mark the electronic worksheet "No Action Taken." When a late applicant clearly does not meet graduate program standards for admission, denial is preferable to encouraging resubmission of the application."
7. How do I send our decision to the Graduate Dean?
When the applicant's official file is ready the GIAC office forwards it for the department's decision. You can see the applicant's name on a list of applicants on *ADM W01 screen by typing in your department's major code in the pop-up screen. The list will include some overlapping semesters. For example, depending on the timing, you may have official files for Fall and Spring semesters on the list. You can tell by the semester code.
Select the applicant you want by typing an "X" on the blank in front of the name and press your enter key. A few screens, such as A03, will appear in succession. This is in case you wish/need to look at something "one last time" before sending the decision. You should not send a decision until you have been given a definite one. If the applicant is still under discussion and you want to look up information on him/her, do not go through W01. Just use the regular A03, etc. screens.
The decision screen gives you the options of "Admit," "Deny," and "No Action." You select the department's choice by typing an "X" on the blank in front of the decision. A pop-up screen will require you to type the decision, which verifies you wanted that decision. When you hit the enter key, the decision is sent to the Graduate Dean's Office for approval.
8. We want to admit an applicant, but we have to petition. What do I write?
There are different reasons a petition is needed. The most common are low grade point average and the applicant is applying for the same level of degree he/she has earned (i.e.: has a masters in chemistry and is applying the masters program in computer sciences).
(Disclaimer: There is no guarantee that wording your petition like these examples will result in getting the Dean's approval. These are only samples.)
Low GPA:
"Joe Blow earned a bachelors in EE in 1987. Since that time, it has become clear to him that he is better suited for CS than Engr. He had a "B+" in the 2 computer courses he took, higher than his EE grades. Since then, he has been working in the field, published several titles, and has patents. Our committee was impressed by the work he has done & his publications since his graduation. He has been working at Samsung and has earned two awards, honoring his contribution to their company. If there are any questions, please contact our department."
Same Degree Level:
"Jane Doe will be earning a masters degree in Applied Mathematics this Summer from Florida State University. Our admissions committee has reviewed her official records and wishes to admit her into our masters program in Computer Sciences. They believe she will not duplicate the work she has completed. Please contact our department if you have any questions."
9. We have an international applicant whom we are admitting with aid. Is there someone I should notify about this?
Yes! The International Office should receive information on the applicant and the aid (type and amount). One department devised a form which they call their "Kitty Letter," in reference (with respect!) to Kitty Villa, who heads the section in the International Office which processes I-20s.
Most graduate coordinators know very little about I-20s, visas, and many other international student questions/problems regarding those things. Refer them to the International Office for help in those situations.
It is helpful to the International Office if departments create a form or have a standard letter which gives specific information on the type of aid and amount the student has been awarded. Delays can result when their office has insufficient information. An example may be found at the end of this document.
Responding to Application Requests
In order to save time and energy, and to avoid having to answer the same questions again and again, create email stationery to respond to requests for application materials/information. Below are two examples of email stationery for the graduate program in Economics. Because international applicants and U.S. applicants must be treated slightly differently, there is a version for potential international applicants and another version for potential U.S. applicants.
International Application Request Response:
Dear_________
Thank you for your request for a graduate application. We appreciate your interest in our graduate program and in The University of Texas at Austin. Please read the following email carefully for information about applying to the graduate program in Economics. The deadline for Fall 2002 applications is January 15. We do not admit new graduate students in the Spring or Summer. Effective immediately, the Department of Economics will no longer mail paper application materials. All applicants are expected to apply via the web.
If you do not have personal access to the World Wide Web through your own computer, you may be able to access information through a library. If you do not have such library access, you may wish to try Kinko's, an international company with locations around the world. Their URL is: http://www.kinkos.com/info/. You may also locate a cyber cafe via the following URL: http://www.netcafeguide.com/textindex.htm.
All the application materials required by both the Graduate & International Admissions Center (GIAC) and by the Department of Economics may be found at GIAC's web site: http://www.utexas.edu/student/giac
This site contains the electronic application form; downloadable recommendation letter forms; and the electronic statement of purpose form. All applicants are required to submit the following materials by January 15:
1. Application for graduate admission, including the Supplemental Information Page.
2. Application fee ($75). Applications submitted without the required application processing fee will not be reviewed.
3. Official GRE scores (verbal, quantitative, and analytical sections); we cannot accept unofficial scores, and we cannot accept the GMAT in lieu of the GRE.
4. Official TOEFL score. If you score 400 or more on the GRE verbal test, an official TOEFL score is not required, but you may wish to send a photocopy of your TOEFL score to the Department of Economics. If you hold or will hold an undergraduate degree from a U.S. college or university, the TOEFL is automatically waived. Note: If you are applying for financial support from the Department, you are also encouraged to take the Test of Spoken English and have your official score sent to the University of Texas. If you take the December test, we will still be accepting score reports released on January 16.
5. Three letters of recommendation: required of all applicants, even those who are not seeking financial aid. We prefer academic references, and if possible, we would like to receive all of them in one packet.
6. Official transcripts. Please send them in paper or electronic form to GIAC, and also mail photocopies to the Department of Economics.
7. Statement of Purpose. May be submitted electronically; please also send hard copy to the Department of Economics.While you are welcome to send any materials which you believe will enhance the quality of your application (such as award certificates, writing samples, resumes, etc.), please do not send photos of yourself, and please do not assemble your materials in folders or booklets.
All application materials sent to the Department of Economics should be addressed as follows:
Graduate Coordinator Department of Economics BRB 1.116 University of Texas Austin, TX 787112-1173All applications which are complete by the January 15 deadline will be reviewed. All applicants will be considered for both admission and financial aid. Please be sure to read the detailed Financial Assistance information on our web site, particularly the information regarding spoken English proficiency requirements for international Teaching Assistants.
Please note that we do not accept nondegree-seeking graduate students. Also, we apply the same criteria for applicants seeking a Master's degree as we do for Ph.D. applicants because of the structural flexibility of our graduate program.
If you have not already visited our web site (http://www.eco.utexas.edu/) we strongly encourage you to do so. This site (soon to be expanded and updated) should answer most of your questions about our program, faculty, admission and financial aid requirements, etc. However, if you still have concerns or questions after your visit, please feel free to contact me.
Best wishes,
Vivian Goldman-Leffler Graduate Coordinator
U.S. Application Request Response:
Dear ________
Thank you for your request for a graduate application. We appreciate your interest in our graduate program and in The University of Texas at Austin. Please read the following email carefully for information about applying to the graduate program in Economics.
The deadline for Fall 2002 applications is January 15. We do not admit new graduate students in the Spring or Summer. Effective immediately, the Department of Economics will no longer mail paper application materials. All applicants are expected to apply via the web.
All the application materials required by both the Graduate & International Admissions Center (GIAC) and by the Department of Economics may be found at GIAC's web site:
http://www.utexas.edu/student/giacThis site contains the electronic application form; downloadable recommendation letter forms; and the electronic personal statement form.
All applicants are required to submit the following materials by January 15:
1. Application for graduate admission, including the Supplemental Information Page.
2. Application fee ($50).
3. Official GRE scores (verbal, quantitative, and analytical sections); we cannot accept the GMAT in lieu of the GRE.
4. Three letters of recommendation: required of all applicants, even those who are not seeking financial aid. Academic references are preferred.
5. Official transcripts: Please send them in paper or electronic form to GIAC, and mail photocopies to the Economics Department.
6. Statement of Purpose. May be submitted electronically; please also send hard copy to the Economics Department.All application materials sent to the Department of Economics should be addressed as follows:
Graduate Coordinator Department of Economics BRB 1.116 University of Texas Austin, TX 787112-1173Please note that we do not accept nondegree-seeking graduate students. Also, we apply the same criteria for applicants seeking a Master's degree as we do for Ph.D. applicants because of the structural flexibility of our graduate program.
If you have not already visited our web site (http://www.eco.utexas.edu/) we strongly encourage you to do so. This site (soon to be expanded) should answer most of your questions about our program, faculty, admission requirements, etc. However, if you still have concerns or questions after your visit, please feel free to contact me.
Best wishes,
Vivian Goldman-Leffler
Responding to Requests for Admission/Award Possibilities:
Potential applicants frequently send detailed emails about their academic and professional background before applying and ask to be advised of their "chance" of being admitted with financial support. If your department is like Economics, we do not prescreen applicants by email. Everyone has to go through the application process. Here is the email stationery I have developed to respond to such requests. You may of course modify it to suit your program.
Dear
Thank you for your email. You have taken time to provide us with a lot of information about your background and qualifications, and we appreciate your efforts. However, we cannot advise you of your likelihood of being admitted and of receiving financial support on the basis of your email. All graduate applications are reviewed by a faculty committee, and all applicants are looked at in comparison with others in the applicant pool. While we take all elements of the application into consideration -- transcripts, test scores, letters of recommendation, and statement of purpose -- we pay particular attention to your performance in Economics and Economics-related courses and in your mathematical preparation.I look forward to receiving your application and assure you that it will be examined very carefully.
Best wishes,
Vivian Goldman-Leffler--
Related Sites
Graduate Select Admission Program - http://www.utexas.edu/ogs/admissions/select.html
http://www.austinchamber.com/index.php
http://austin.citysearch.com/
http://www.austin360.com/