AdmissionsPolicies
September,2016
1.
ApplicationsOutsidetheOnlineSystem
2.
LateApplications
3.
Applicationfee:$75
4.
FeeWaivers
5.
EnglishLanguageandTOEFLRequirements/Scores
6.
Non-StandardTestScores
7.
TimingofAdmissionsDecisions
8.
WaiverofRequiredGREScores
9.
Dean’sNoticeofAcademicQualifications(formerly“Dean’sReview”)
10.
DeferralsandAdmissionsFellowships
11.
SubmittingPaperworkattheEndoftheAdmissionsProcess
12.
OfficialTranscripts
13.
AdmissioninFullorAdvancedStanding
14.
AdmissionsRecordsRetention
1.
ApplicationsOutsidetheOnlineSystem
Applicationsthataresubmittedoutsidetheonlinesystem(CollegeNET)complicatesystemsfor
processingapplicationsanddecisions.Werecognizethattheremaybelegitimatereasonstopermitan
applicanttosubmitanapplicationoff-line,butthisoptionshouldbepermittedonlyforextraordinary
reasons,sparinglyandonlyuponrequestbytheprogram.(Asapointofreference:forthefall2016
cohort,wereceived11outofourroughly4,300applicationsoutsidetheonlinesystem.)
Uponrequestfromaprogram,wewillprovideablankversionoftheapplicationPDF,whichaprogram
canpassontoanapplicant.Aftertheapplicanthassubmittedtheapplication,theprogramstaffmust
(a)completeabriefdataentryformintheCollegeNETsysteminordertocreateanonlinerecordfor
thatapplicant,and(b)uploadandattachacompletesetofapplicationmaterialstothatonlinerecord,
usingtheAdmitmodule.
Applicationssubmittedoff-linearenoteligibleforfeewaivers.Applicantscanpaywithacheckmade
outtoEmoryUniversity,submittedwiththeapplication.
2.
LateApplications
Therearelegitimatereasonsforprogramstoacceptoccasionalapplicationsaftertheirstateddeadline
datesandtheonlineapplicationgraceperiod(fivedays),butlateapplicationsshouldbeacceptedonly
forextraordinaryreasons,andsparingly.
Lateapplicationsmustbesubmittedoff-line.Seeitem#1.
Atsomepoint,thelatenessofanapplicationcompromisesthepossibilityofafairandthoroughreview
andappropriatecomparisonwiththeapplicantpoolasawhole.Tominimizethepotentialforthis
detrimentalimpact,applicationstoPhDprogramsmaynotbeacceptedafterJanuary31.Exceptions
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tothisrequireawrittenappealtotheDean,whichshouldbesubmittedtoTamikaHairston,Managerof
EnrollmentProcessesandRecords,[email protected].
3.
Applicationfee:$75
4.
FeeWaivers
ApplicationssubmittedbyOctober31,2016(bymidnight,Pacifictime)willreceiveanautomatic
applicationfeewaiver.(Thisdoesnotapplytoapplicationssubmittedoff-line.)
Wealsoprovideautomaticfeewaiversforunderrepresentedminoritieswhohaveparticipatedin
programsthatencourageandpreparethemtopursuegraduatestudy.Theseprogramsinclude:
• EmorySTEMResearchandCareerSymposium
• GatesMillenniumScholars
• McNairScholars
• MMUF-MellonMaysUndergraduateResearchFellowship
• GraduateHorizonforNativeAmericanStudents
• IRT-InstituteforRecruitmentofTeachers
• LSAMP-LouisStokesAllianceforMinorityParticipation
• GEM-NationalConsortiumforGraduateDegreesforMinoritiesinEngineeringandSciences
• NNENationalNameExchange
• MARC-MinorityAccesstoResearchCareers
• RISE-ResearchInitiativeforScientificEnhancement
• IMSD-InitiativeforMaximizeStudentDevelopment
• ABRCMS-AnnualBiomedicalResearchConferenceforMinorityStudents
• SACNAS-AdvancingChicanos/HispanicsandNativeAmericansinScience
• ERN-EmergingResearchConference
• FisktoVanderbiltBridgeProgram
• Project1000
• HoppsResearchScholarsProgram
• NIHPrep/GraduateProfessionalSchoolFair
• UNCF-UnitedNegroCollegeFund
Ifapplicantsrequestafeewaiverduetoeconomichardship,pleaseaskthemtocontactDamon
Williams,DirectorofCommunity,DiversityandRecruitment,[email protected].
Off-lineapplicationsarenoteligibleforfeewaivers(seeitem#1).
5.
EnglishLanguageandTOEFLRequirements/Scores
ApplicantswhosenativelanguageisnotEnglishmustdemonstratetheirabilitytoparticipatein
educationandresearchintheEnglishlanguage.TheLaneyGraduateSchoolhasnospecificrequirement
forhowthisshouldbeaccomplished,anddifferentprogramssettheirownpolicies.Manyprograms
requiresomeminimumTOEFLtestscore,butsomeprefertorelyonwritingsamplesandother
evidence.
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Pleasenote:ETSconsidersTOEFLscoresvalidforonlytwoyears.Foranexampleofthispolicy,see
http://www.ets.org/toefl/ibt/scores/.
AlladmittedstudentswhosenativelanguageisnotEnglishmustparticipateinEnglishlanguage
assessmentthroughtheEnglishLanguageSupportProgram
(http://www.gs.emory.edu/academics/elsp/index.html).
6.
Non-StandardTestScores
IfprogramsacceptscoresotherthanandinadditiontothestandardonesrequiredbytheLaney
GraduateSchool,theyareresponsibleforobtainingofficialverificationofthesescoresbycompleting
theScoreVerificationForm,andattachingtheofficialverificationtotheapplicant’sonlineapplication
record.(StandardtestsareGRE(general),GMAT,andTOEFL.Non-standardscoresmayincludeLSAT,
MCATorothers.)
7.
TimingofAdmissionsDecisions
AdmittedapplicantsareundernoobligationtorespondtoofferspriortoApril15andmaynotbe
compelledtoacceptoffersbeforethatdate.Thispolicyimplementsthe“ResolutionRegarding
GraduateScholars,Fellows,TraineesandAssistants”developedbytheCouncilofGraduateSchoolsand
supportedbyEmoryUniversity.Theresolutionisavailableat
http://www.cgsnet.org/portals/0/pdf/CGS_Resolution.pdf.
Internationalstudentsneedpromptnotificationofadmissionsdecisionsbecauseofthetimeittakesto
obtainvisas.TheLaneyGraduateSchoolrecommendsthatprogramsidentifyapplicantswhoarenot
competitiveforadmissionasearlyaspossible.
Important:AfterApril15,noprogrammaymakeanofferofadmissionwithoutpriorapprovalfromthe
DeanofLaneyGraduateSchool.Afterthatdate,requeststomakeanoffershouldbesenttoRosemary
Hynes,AssistantDean,ProgramPlanningandStrategicInitiatives,[email protected].
Therearenomid-yearadmissions.Inanextraordinarycase,DirectorsofGraduateStudiesshould
consultRosemaryHynes,AssistantDean,ProgramPlanningandStrategicInitiatives,at
[email protected].
8.
WaiverofRequiredGREScores
Unlessaprogramisexemptedfromtherequirement,allapplicantsofferedadmissionmusthaveofficial
scoresfromthegeneraltestoftheGREaspartoftheirapplication.“Officialscores”meansscores
receiveddirectlyfromETS,eitherviathedirectscoredeliveryintoOPUS(andthentransferredto
ADMIT),orviaaphonecallorotherverification.ETSwillnotprovideorverifyscoresthataremorethan
fiveyearsold.
Ifaprogramwishestowaivethatrequirementforanapplicant,theDGSshouldsubmitarequest,
includingasubstantiverationaleforthewaiver,totheLaneyGraduateSchool.SubmitrequeststoUlf
Nilsson([email protected]).
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9.
Dean’sNoticeofAcademicQualifications(formerly“Dean’sReview”)
Dean’sNoticeLettersshouldbesubmittedafterapplicantswhofallunderthecriteriabelowacceptan
offerofadmission.
Whenanapplicantwhofallsintooneormoreofthesecategoriesacceptsanofferofadmission,the
programshouldsubmitaDean’sNoticeLettertotheLGSsignedbytheDGS(1)explainingwhyfaculty
believethestudentwillsucceedatEmory(forexample,richresearchexperience)and,ifapplicable,(2)
describingamentoring/monitoring/enrichmentplantoassurestudentprogress.Attachthelettertothe
applicant’srecordintheonlineapplicationsystem,andsubmitittotheLGSwiththestudent’sfile(see
item#11).
ADean’sNoticeLetterisrequiredwhenanapplicantwhohasacceptedadmissionhasthefollowing
performancerecord:
•
twoGRE(orthreeGMATforbusiness)scoresbelowthefiftiethpercentile,or
•
oneGRE(orthreeGMATforbusiness)scorebelowthefiftiethpercentileandaGPAof3.0or
less,or
•
noofficialGRE(GMATforbusiness)scores.Submittheapprovedwaiverrequest(seeitem#8)
alongwiththeDean’sNotice.
(Whenapplicantshavetakenastandardizedtestseveraltimes,usethehighestavailablescoreforeach
sub-testtodeterminewhetheranapplicantmeetsthecriteriaabove.)
10.
DeferralsandAdmissionsFellowships
Studentsmayrequestthatadmissionbedeferredforoneyearfollowinginitialadmission.Programsmay
recommenddeferredadmissiontotheDean,and,ifapproved,theLaneyGraduateSchoolwillreserve
thestudent’smeritawardforadmissioninthefollowingyear.Anapplicantmaybegrantedonlyone
deferral;afterthat,heorshewouldneedtoreapplyinordertobeconsideredforadmission.Upon
recommendationbytheprogramandapprovaloftheDean,admissionsfellowships(Woodruff,EGDF)
mayalsobedeferredforoneyear.WhetheraLaneyGraduateFellowshipmaybedeferredisaprogram
decision.RecommendationsfordeferralofadmissionandadmissionsfellowshipsshouldbesenttoUlf
[email protected],assoonaspossibleafteranadmittedstudentrequeststhedeferral.Itis
importanttoconsidertheconsequencesforprogramplanningofgrantingadeferralbeforeagreeingto
anapplicant’srequest.
11.
SubmittingPaperworkattheEndoftheAdmissionsProcess
AllapplicationsandallapplicationmaterialsmustbeenteredintotheCollegeNETonlineapplication
system.Thisincludesapplicationsandsupportingitemsreceivedoff-line,whichshouldbeuploadedas
attachmentstotheapplicants’recordintheAdmitmodule(seeitem#1).
Forapplicantswhohaveacceptedanofferofadmission,LGSasksprogramstosubmitcompletestudent
filesthroughtheCollegeNETsystem,andtousethechecklistscreeninthatsystemtoindicatethatan
applicationiscomplete.
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Forapplicantswhoweredeniedadmissionorwhodeclinedanofferofadmission,theapplicationand
supportingmaterialsintheCollegeNETsystemservesastherecordtoberetainedforthreeyears.
Programsshoulddestroyanddeleteallapplicationrecordskeptinanyothermediumorlocation.(See
item#14.)
12.
OfficialTranscripts
Eachapplicantwhoacceptsanofferofadmissionmustsubmitanofficial,degreegranting(when
applicable),printedandsealedtranscriptfromeachundergraduateandgraduateeducationalinstitution
heorshehasattended.Thisincludesinstitutionstheapplicantintendedbutdidnotreceiveadegree
from,ifthosearelistedaseducationalexperiencesontheapplication.Onetranscriptmustconfirmthat
thestudenthasreceivedaBachelor’sdegree(oritsequivalent)fromanaccreditedinstitution.All
transcriptsshouldbereceivedbytheLaneyGraduateSchoolnolaterthanAugust1.
Ifanewlyadmittedstudentsubmittedofficial(degreegranting,printedandsealed)transcriptstoa
programaspartofhisorherapplication,pleasemakeacopyfortheprogramrecordsandthensendthe
originaltoyouradmissionsspecialistattheLaneyGraduateSchool.
Thenewlyadmittedstudentswhohavenotyetsubmittedofficialtranscriptsshouldarrangefor
transcripts(official,degreegranting,printed,sealed)tobemaileddirectlytotheLaneyGraduateSchool.
Contactyouradmissionsspecialisttoarrangeforcopiesforprogramfiles.
13.
AdmissioninFullorAdvancedStanding
IfnewstudentsshouldbeadmittedinAdvancedStanding,programsshouldusetheCollegeNETchecklist
(seeitem#11)toindicatethis.Thefinaldeadlineforchangingtheacademicstandingofnewlyadmitted
studentsisattheendofthedrop/addperiodofthestudent’sfirstsemester.Retroactivechangesof
standingatadmissionwillnotbeaccepted,sothisdeadlineisfinal.
14.
AdmissionsRecordsRetention
Ourgeneralobligationistopreserveforthreeyears“recordsthatdocumenttheapplicationand
evaluationprocessforstudentsapplyingtoenteranacademicgraduateprogram”[emphasisadded]
(http://records.emory.edu/content/records/graduate-students-denied-admissionno-show-records).
Thoserecordscanbeelectronic.
(a)ApplicationRecords
TheLaneyGraduateSchoolrequiresprogramsto(1)createrecordsintheCollegeNETsystemforall
applicationsreceivedoff-line,and(2)uploadandattachallitemsreceivedoff-linetotherelevant
recordsintheCollegeNETsystem.
Forapplicantswhoacceptanofferofadmission,programsshouldensurethattheCollegeNET
applicationrecordiscomplete,orcontainswaiversforcertainitems,soLGScanusetheCollegeNET
recordasthestartingpointforastudentfile(seeitem#11,above).
Forapplicantswhowillnotbeenteringasstudents,applicationsremainaccessibleintheCollegeNET
systemforfiveyears,andafterthatareretainedindefinitelyonoff-systemservers.Consequently,the
applicationsintheCollegeNETsystemsatisfyourretentionobligation.
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Programsareencouragedtodeleteanddestroyallapplicationmaterialsthatwillnotbeincorporated
intonewlyadmittedstudentfiles,includingofficialtranscriptsreceivedfromapplicantswhowillnotbe
enrollingintheLaneyGraduateSchool.Sincesomepaperrecords(includingtranscripts)maycontain
sensitiveinformation,itshouldbeshredded,ifpossiblethroughasecureshreddingbin.
(b)EvaluationProcessRecords
Programsarerequiredtoretainitemsthatdocumenttheselectionprocess–forexample,notesfrom
committeemeetingsorrankingsfromfacultyreviewers–forthreeyears.
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