Summer
2012
He
Graduate Admissions
Information for Advisors
Office of Graduate and International Admissions
Texas Tech University Graduate School
Updated June 2012
Summer 2012
GRADUATE ADMISSIONS
Table of Contents
Graduate Admissions .................................................................................................................................... 1
Introduction .................................................................................................................................................. 4
Schedule of Advisor Availability ................................................................................................................ 4
Section 1: Application Processing in the Office of Graduate and International Admissions ....................... 5
Graduate & International Admissions Staff .............................................................................................. 6
Graduate School Organizational Chart ..................................................................................................... 7
Graduate Application Processing .............................................................................................................. 8
Application Requirements .................................................................................................................... 9
The Evaluation Process ......................................................................................................................... 9
Official Transcripts and Diplomas ....................................................................................................... 10
Test Scores .......................................................................................................................................... 11
English Proficiency Measures.............................................................................................................. 12
Conditional Admission for English Proficiency.................................................................................... 12
Returned Application Decision Processing ............................................................................................. 13
Communication with Applicants ......................................................................................................... 14
Residency for Tuition Purposes............................................................................................................... 15
Holds ....................................................................................................................................................... 17
Bacterial Meningitis Vaccination Requirement for New Students ......................................................... 18
Additional Information Regarding International Applicants................................................................... 19
Conditional Admission for English Proficiency.................................................................................... 19
I-20 Issuance ....................................................................................................................................... 19
Types of I-20s ...................................................................................................................................... 19
Section 2: How-To Information for Graduate Advising Faculty and Staff .................................................. 21
Graduate Application Review for Advisors ............................................................................................. 22
Admission Decision Worksheets ............................................................................................................. 25
Worksheets for Same Major/Same Term Applications .......................................................................... 27
Running Graduate Admissions Reports in Cognos.................................................................................. 28
Looking Up TTU Transcripts in Banner .................................................................................................... 36
Looking Up TTU Transcripts in Raiderlink ............................................................................................... 37
Section 3: Appendices ................................................................................................................................. 39
Application Process Flowchart ................................................................................................................ 40
Area of Study Admissions Codes ............................................................................................................. 41
Conditions Boilerplate............................................................................................................................. 45
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I-20 Issuance Flowchart .......................................................................................................................... 46
Sample eRaider Activation Email ............................................................................................................ 47
Sample Acceptance Letter ...................................................................................................................... 48
Sample Acceptance Letter – Conditional Admission for English Proficiency .......................................... 49
Texas Education Code 51.842 ................................................................................................................. 51
Texas Education Code 51.917 ................................................................................................................. 52
Types of Visas .......................................................................................................................................... 53
Graduate Application Status Definitions and FAQ .................................................................................. 57
Acceptable Credentials for Graduate Admissions .................................................................................. 59
Glossary ................................................................................................................................................... 73
Frequently Asked Questions ................................................................................................................... 79
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GRADUATE ADMISSIONS
Introduction
Graduate Admissions: Information for Advisors was created to provide graduate faculty and
staff the knowledge and skills to use the tools provided by Texas Tech University as they review
prospective graduate student applications.
This manual is divided into three parts:
1.
Application Processing in the Office of Graduate and International Admissions (GIA) –
this section explains how GIA staff process prospective students throughout the
application lifecycle, including a staff directory.
2.
“How to” – this section explains how graduate advising faculty and staff can use various
resources such as Banner, the Graduate Application Review Page, Xtender, Cognos, and
more.
3. Appendix – this section includes various handouts which provide additional information
advisors may find useful, including Texas statutes affecting graduate admission,
acceptable credentials for graduate admission consideration, and frequently asked
questions.
This manual will not answer every question you may have, so please contact us by telephone or
email. Please feel free to contact me directly if I can provide any additional information or
assistance. I am available via telephone (742-2787), email (shelby.l.cearley@ttu.edu), or on
TTU’s Microsoft Lync instant messaging system. Thank you for helping us better serve our
graduate students!
With grateful appreciation,
Shelby L. Cearley, Director of Graduate & International Admissions
Schedule of Advisor Availability
AM
Domestic
International
PM
Domestic
International
Paperwork
Evelyn Arnold
Dede Brocklehurst
Melanie Chaffin-Poeling
Michael Johnson
Darina Brackeen (UG)
Terri Kirkpatrick
Emily Bonnett
Rebecca Enis
Phone/Walk-Ins
Terri Kirkpatrick
Emily Bonnett
Rebecca Enis
Evelyn Arnold
Dede Brocklehurst
Melanie Chaffin-Poeling
Michael Johnson
Darina Brackeen (UG)
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GRADUATE ADMISSIONS
Section 1: Application Processing in
the Office of Graduate and International Admissions
Applicant
Graduate
Department
Graduate &
Interational
Admissions
The Office of Graduate and International Admissions works with both applicants
and graduate departments to facilitate the admission of quality applicants to
Texas Tech University. This section outlines what our staff does during the
application process.
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GRADUATE ADMISSIONS
Graduate & International Admissions Staff
Interim Dean of the Graduate School
Director of Graduate & International
Admissions/Designated School Official
Peggy Gordon Miller
peggy.miller@ttu.edu
Shelby L. Cearley
shelby.l.cearley@ttu.edu
Graduate Recruiting Coordinator
Senior Advisor/Designated School Official
(Int’l UG)
Credential evaluation, processes admissions, initial I-20 issuance
Shannon Samson
shannon.samson@ttu.edu
Darina Brackeen
darina.brackeen@ttu.edu
Senior Advisor/Designated School Official
(Int’l GR)
Credential evaluation, processes admissions, matriculation
cleanup, initial I-20 issuance
Senior Advisor/Designated School Official
(Int’l GR)
Credential evaluation, processes admissions, matriculation
cleanup, initial I-20 issuance
Melanie Chaffin-Poeling
melanie.chaffin@ttu.edu
Rebecca Enis
rebecca.enis@ttu.edu
Senior Advisor/Residency Determination Officer
(Domestic GR)
Credential evaluation, processes acceptances, matriculation
cleanup, GPIDEA/Athletic admissions
Advisor (International GR)
Credential evaluation, data entry, reports
Evelyn Arnold
evelyn.arnold@ttu.edu
Michael Johnson
michael.johnson@ttu.edu
Advisor/Residency Determination Officer
(Domestic GR)
Credential evaluation, processes acceptances
Advisor
Reporting, prospective student email coordinator, electronic test
score maintenance
Terri Kirkpatrick
terri.kirkpatrick@ttu.edu
Bethany Evans
bethany.evans@ttu.edu
Assistant Advisor (Int’l UG and GR)
Graduate Admissions data entry, GTMP/PGRD decisions
Assistant Advisor (Domestic GR)
Graduate Admissions data entry, GTMP/PGRD decisions
Emily Bonnett
emily.bonnett@ttu.edu
Dede Brocklehurst
dede.brocklehurst@ttu.edu
Receptionist
Graduate School Reception and Mail Handling
Programmer/Analyst II
Vacant
Bj d’Orsay
bj.dorsay@ttu.edu
PC/Network Support Specialist
Programmer/Analyst II
Brian Enderson
brian.enderson@ttu.edu
Sam Brito
pg. 6
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Graduate School Organizational Chart
pg. 7
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Graduate Application Processing
There are two types of applicants, domestic and international. Domestic applicants are U.S.
citizens, immigrant permanent residents and undocumented illegal aliens. International
applicants are all other international applicants, including asylees and refugees. Applicants have
a choice of two applications:
1. ApplyTexas application (http://www.ApplyTexas.org) – online application mandated by
the State of Texas for all public higher education institutions. Applicants create a profile
which can be used for multiple applications, and they can submit their fee payment via
credit/debit card before submitting their application.
2. Paper application (available at http://www.gradschool.ttu.edu or in our office) –
application in PDF format. Applicants must submit payment either via our secure fee
payment webpage
(https://www.depts.ttu.edu/gradschool/admissions/AppFeePayForm.php) or by
submitting payment via mail or in person to our office. We encourage applicants not to
send cash through the mail.
Additionally, there are two types of admission:
•
•
Degree-Seeking
o Master
o Doctoral
Non-Degree-Seeking
o GTMP – Graduate Temporary student; up to 12 grad hours
o PGRD – Post-Graduate; undergrad classes only
o CPED – Continuing Professional Educational Development
o CERT – Teacher Certification (College of Education)
o FCSC – Family & Consumer Science Teacher Certification (College of Human
Sciences)
o GCRT – Graduate Certificate
There are certain situations in which an applicant will need to submit a different form.
•
•
•
Add/Change Form for New Graduate Applicants – this form is for TTU graduate
applicants who are not currently enrolled as graduate students and who wish to add to
or change their study objective or level of study. A note of “add” or “change” will appear
on the Admission Decision Worksheet.
Change of Initial Entry Date – an applicant can apply for a deferral of their admission or
of their application if the future term is less than 3 semesters in advance. A note of
“Change Entry Date” will appear on the Admission Decision Worksheet.
Request to Be Readmitted – students who have been accepted into the Graduate School
and fail to register or complete classes during a spring or fall semester (Re-Admit form)
or who are out for one calendar year or longer must reapply for graduate admission and
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submit another application fee. Our staff will send new worksheets to the student’s
department. There is no guarantee of readmission.
Application Requirements
Domestic Applicants
1. Application
2. Application fee - $50*
3. Residency Questionnaire **
4. Official transcripts of all post-secondary
college/universities attended
5. Resident Alien Card (permanent residents
only)
International Applicants
1. Application
2. Application fee - $75*
3. Official proof of English proficiency
4. Official transcripts of all post-secondary
college/universities attended, including official
English translation
5. Official diploma/degree certificate of all postsecondary degrees earned, including official
English translation
6. Proof of financial support (optional)
7. Passport Bio Page (optional)
* = The application fee for new domestic and international applications will increase to $100
beginning September 1, 2012. After the first application fee, any change form (including new
applications) will need to submit a $25 change fee.
The Evaluation Process
Advisors in the Office of Graduate and International Admissions begin the application
evaluation process by reviewing the application itself. We then review the academic
credential(s), which involves the following tasks:
•
•
•
Verifying accreditation of the issuing college/university,
Determining degree equivalency, and
Calculating GPAs
The Southern Association of Colleges and Schools’ Commission on Colleges (SACSCOC), our
regional accreditation body, mandates that a foreign bachelor’s degree must be equivalent to
120 semester credit hours in order to be considered equivalent to a comparable US bachelor’s
degree. A list of acceptable credentials for applicants who attend foreign schools is available in
the appendix and also on our website. A prospective student must have a credential in the
“Basic First Degree” column to be eligible for admission consideration. In some situations, we
must combine degrees (such as the 3-year BCOM from India plus a 1-year post-graduate
diploma course) to get an equivalent bachelor degree. We note this on the Remarks section of
the Admission Decision Worksheet. Please note that no transfer credit can be awarded if the
home country graduate degree is used in combination with another degree to equate to a US
bachelor’s degree.
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GRADUATE ADMISSIONS
Official Transcripts and Diplomas
We must receive at least six semesters (or three years) of bachelor-level coursework in order to
review an application. Unofficial documents are acceptable for evaluation purposes, but official
documentation must be received within the first semester of attendance. This is a SACS
accreditation issue, not a Graduate and International Admissions one. Notarized copies are not
considered official.
Prospective students must include all post-secondary colleges/universities attended on their
applications, and they must also provide official transcripts from those schools as part of their
application materials, even if transfer credit appears on another school’s transcript. Failure to
include that information on either the application or to submit those transcripts is considered
an omission of pertinent applicant information and is therefore a violation of Texas Tech
University’s academic integrity code; it can lead to automatic denial of admission or removal
from the university if the applicant has been admitted. As our advisors review applications, they
will contact applicants to ask for an updated application if there are any discrepancies between
the educational information on the application and credentials received. A copy of the email
will be available in the applicant’s Xtender record; samples of the email we send are available in
the appendix.
International transcripts and diplomas must be submitted in the original language and be
accompanied by an official English translation. Many schools provide English translations.
Applicants can also have professional translations done in their home country, but it must be a
literal, word-for-word translation. We prefer that applicants do not submit their own English
translation. We recommend that applicants use Fox Translate (www.foxtranslate.com) if they
need a professional translation.
Prospective students who have degrees earned outside the United States must also submit
official diplomas or degree certificates. Some degrees may not be complete at the time of
application, so a diploma/degree certificate is not required at time of application or of
admission. Official English translations are also required if the diploma/degree certificate is
issued in a language other than English.
pg. 10
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GRADUATE ADMISSIONS
Test Scores
All test scores are posted upon receipt on SOATEST in Banner. GRE/GMAT scores are not
required by the Office of Graduate and International Admissions. We will defer applications
without these scores if we have everything we need to evaluate. This policy was confirmed at
the January 18, 2007, special meeting of the Graduate Council. The notes from this meeting are
available on our website. Test score information will be included on the worksheet, if received
before a worksheet is generated.
•
Test Score Information – which includes all test scores received. Block Information includes:
o Test code
o Test code description
o Test score – look at the bottom of the form to see the possible score range of the line
item
o Test date
o Admission request*
o Source – which may be coded as:
STUD
TAPE
HARD
Student-supplied
Testing agency upload; indicates official
Official hard copy manually entered
* – The Admission Request will only populate if that particular test code (TF04 for TOEFL Total or IEL5 for
IELTS Total) is required to complete the item on the Application Checklist on SAAADMS.
pg. 11
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GRADUATE ADMISSIONS
English Proficiency Measures
We currently accept six measures of English proficiency:
Measure
TOEFL (Test of English as a Foreign Language)
IELTS (International English Language Testing Service)
PTE Academic (Pearson Test of English Academic)
Cambridge CPE (Certificate of Proficiency in English)
Cambridge CAE (Certificate of Advanced English)
ELS Certification of Completion
Minimum Required Score
Paper-based: 550
Internet-based: 79
Overall band score: 6.5
60
Grade C
Grade B
Level 112
Below is the list of countries we consider exempt from the English proficiency requirement at
this time. This list comes from the University Catalog and also in the Operating
Policy/Procedures Manual (OP 64.01: Admission to the Graduate School).
1. Australia
2. Canada (except the Province of Quebec)
3. Commonwealth Caribbean Countries:
a. Anguilla
j. Grenada
b. Antigua
k. Guyana
c. The Bahamas
l. Jamaica
d. Barbados
m. Montserrat
e. Belize
n. St. Kitts and Nevis
f. British Virgin Islands
o. St. Lucia
g. Bermuda
p. St. Vincent
h. Cayman Islands
q. Trinidad and Tobago
i. Dominica
r. Turks and Caicos Islands
4. Republic of Ireland
5. Liberia
6. New Zealand
7. United Kingdom (England, Scotland, Northern Ireland, and Wales)
8. United States
Official proof of English proficiency is required from all other countries, unless the applicant has
received a degree from an accredited college/university in one of the above-listed countries.
Conditional Admission for English Proficiency
Prospective international students who meet the minimum academic requirements for
admission consideration except for proof of English proficiency may apply for conditional
admission through ELS University Admissions. If an international graduate student is admitted
conditionally, the student must complete ELS Level 112 plus any additional departmental
requirements before beginning an academic program at Texas Tech University.
pg. 12
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GRADUATE ADMISSIONS
Returned Application Decision Processing
An application is deferred for departmental review if the applicant meets the minimum
requirements. An Admission Decision Worksheet becomes available on the Graduate
Application Review Page as soon as the application decision “Deferred to Department” is saved
on SAADCRV. The second part of GIA’s application processing comes after the Admission
Decision Worksheet is returned to our office.
At present, there are eight possible application decision codes which indicate a final decision on
an application:
1. Withdrawals
• WB (Withdrawn Before Acceptance) – This code is used when an applicant informs GIA
that they wish to withdraw their application before the department makes an admission
decision or if the department indicates “This student is no longer an applicant” on the
Admission Decision Worksheet. It is also used if we are notified by the student or the
department that the student will not attend TTU after the acceptance has been entered
and if the student had prior TTU history.
• WA (Withdrawn After Acceptance) – This code is used if we are notified by the student
or the department that the student will not attend TTU after the acceptance has been
entered and if the student had no prior TTU history.
2. Denials
• RL (Rejected-Low English Proficiency) – This code is used when an international
applicant’s English proficiency scores do not meet the minimum requirements.
Admission decision worksheets will not be available for these applicants.
• RJ (Denied Admission) – This code is used either for departmental or Graduate
Admissions rejections. Some applications will be rejected by GIA before the application
is deferred. This usually happens when the applicant does not have the required
bachelor’s degree equivalent. We will enter a new item on the checklist so that both you
and the applicant can see the reason for the rejection. The new item is called “Essential
Form Function” (EFF), and there will be a brief description in the Item Description, such
as “Bachelor not equivalent”. There will also be a Graduate Remark (GRRM) on
SAAADMS/Sources, Interests, Comments.
3. Acceptance
• AD (Student Admitted) – This code is used when an applicant is admitted and does not
need to provide any additional materials to GIA.
• CD (Student Admitted Conditionally) – This code is used when a student needs to submit
at least one missing item from their SAAADMS checklist. Graduate conditions are
viewable on SAAADMS/Sources-Interests-Comments tab as a GRCD (Graduate
Comment).
• GD (Graduate Admit) – This code is primarily used for those applicants who have prior
or current Texas Tech matriculations. Banner will not allow us to use the regular admit
codes because it doesn’t want us to accidentally close out a current matriculation.
Please allow additional time for the matriculations for these students to be opened, as
pg. 13
Summer 2012
•
GRADUATE ADMISSIONS
they require numerous additional steps to complete the acceptance. GD is also used
when a conditionally admitted student submits the required items. We cannot change
them to AD anymore because Banner will not allow us to change them from CD to AD.
NF (Need Financial Guarantee) – This code is used when an international applicant is
accepted by the department but has not provided proof of enough financial support for
an I-20 to be issued. This is an acceptance code, but a matriculation will not be created
and no time ticket will be issued. If adequate financial support documentation is
submitted, the application status will be updated to either AD or CD (as appropriate),
and a matriculation opened, and a time ticket and I-20 issued.
Communication with Applicants
Applicants are sent an eRaider activation account within a few days of their application
uploading into Banner. This is the only scheduled communication our office sends out. The
email instructs applicants to activate their account immediately so that they can check their
application status frequently. A sample eRaider activation email is available in the Appendix.
Advisors can check GUIMAIL to see if/when an applicant’s eRaider activation email was sent:
An acceptance letter will populate on the Application tab in Raiderlink for applicants who are
admitted with a decision code of AD, CD or GD; it appears as link underneath the application
status. The link opens as a PDF in a new internet window, and the applicant will be available
until the start of the semester for which the student is admitted. A sample acceptance letter is
available in the Appendix. Letters are not created for applicants who are denied admission.
Additional email communication is required for international applicants. Those international
applicants who are coded as NF receive an email from GIA which instructs them to check their
status to find out what amount of funding they must provide, along with a request for
additional forms required for I-20 issuance and preference for I-20 delivery (express mail or
regular airmail). Those international applicants who are coded as AD or CD receive an email
asking for additional forms required for I-20 issuance and preference for I-20 delivery. Samples
of both emails are available in the Appendix.
pg. 14
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Residency for Tuition Purposes
Students at Texas Tech University pay tuition based on their residency status. There are four
types of residency used: Resident (R), Non-Resident (N), Foreign (F), and Resident-HB 1403 (A).
The Higher Education Coordinating Board requires that all public higher education institutions
receive “core questions” (a.k.a. a Residency Questionnaire) from incoming applicants so that
the applicant’s residency for tuition purposes can be determined. Schools must use the core
questions as is and may only add fields to require names/identifiable information. The core
questions:
•
•
•
Are included in the domestic graduate ApplyTexas application
Separate form required if paper application submitted OR if student wants to be
reclassified
Includes questions about:
o Previous enrollment
o Residency claim
o Acquisition of high school diploma/GED
o Dependency status
o Immigration status for student/parent
o Info regarding domicile for student/parent
o Certification statement
o Affidavit for undocumented illegal aliens
Note: All exemptions/waivers (bordering county, military, TA/RA, competitive scholarship, etc)
are processed by Student Business Services.
There are two main rules which govern residency for tuition purposes: THECB Rules, Chapter 21
Subchapter B (amended February 2012) and the Texas Education Code §54.052-§54.057.
The residency status of domestic applicants is automatically set at non-resident. Domestic
applicants are required to submit the core residency questions with their applications. These
questions are included as part of the ApplyTexas application, so a separate residency
questionnaire is not required. The ApplyTexas application database auto-determines residency
for most applicants, and the residency type will upload into Banner along with the application.
For domestic applicants who submit the PDF application, they must submit a separate
residency questionnaire, and the residency status will be manually updated as needed after
review by our office.
Each school is allowed two residency determination officials. Senior Advisor Evelyn Arnold and
Advisor Terri Kirkpatrick serve in that capacity for the Office of Graduate and International
Admissions.
There are two types of classification: initial determination of residency status and
reclassification of residency status. Both types have separate workflows.
pg. 15
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GRADUATE ADMISSIONS
Initial Residency Determination Process
Residency Redetermination Process
pg. 16
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Holds
Banner does not allow us to place conditions on newly admitted students. Instead, we created
two comment codes to use on SAAADMS:
•
GRRM – Graduate Remark
•
GRCD – Graduate Condition
GRRM is used throughout the application process to indicate missing items and/or special notes
(e.g., 3-yr BOT+1-yr MOT=US Bachelor equivalent; no transfer credit allowed). GRRM comments
that indicate conditions are changed to GRCD if the applicant is admitted.
We use the same two-digit alpha-numeric codes for missing items that we did in TechSIS, our
previous student records database. A copy of the “Conditions Boilerplate” is included in the
Appendix.
A final check of Xtender is made during the application decision entry. If GRRM items have been
received, the GRRM comment is deleted, and the student is admitted with a decision code of
AD. If GRRM items are still missing, the GRRM is deleted and replaced with a GRCD. The
application decision is updated to:
•
•
CD (Student Admitted Conditionally) – if the student has no prior TTU history
GD (Graduate Admit) – if the student has current/prior TTU history
The matriculation is created automatically if the admit code is CD or manually if the admit code
is GD. A TB (TTU Registration & Transcript) hold is placed on WOAHOLD. Multiple holds may be
required if more than one item is required. This is due to character limits on the Hold
Description field. Effective dates for the hold depend on the term admitted:
•
Spring – 03/01/yyyy
•
Summer/Fall – 10/01/yyyy
Processing the Hold Report
The FFG007 (Admit Conditions Remaining for Already Admitted Graduate Students) report is
run approximately 4 times per semester. GIA advisors check Xtender for GRCD-listed items. If all
items received, the hold cleared on WOAHOLD, and the admission decision changed to GD on
SAADCRV. If some items received, that particular hold cleared on WOAHOLD, and the admission
decision left as is on SAADCRV. If the condition is for a TTU bachelor’s degree and the student
didn’t graduate, the admission decision changed to “Withdrawn”. The matriculation manually
changed back to UG, and the student notified via email about the change and to contact
Graduate Enrollment Management for permission to take GR classes as an undergraduate
student.
GIA no longer sends hold letters. Currently, students know about holds via these methods:
•
•
•
•
Admission letter, although conditions are not individually listed
Raiderlink – a red flag appears on the student’s record if they have holds
TechAnnounce – a notice is posted before the 12th class day in fall/spring
Social Media – Shannon posts messages on our Facebook and Twitter accounts.
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GRADUATE ADMISSIONS
Bacterial Meningitis Vaccination Requirement for New Students
Pursuant to SB 1107 enacted by the State of Texas, all entering students enrolling at Texas Tech
University starting Spring 2012 must provide proof that the meningitis vaccination was
administered at least 10 days prior to the first day of the term. Vaccinations must have been
received or renewed within the last 5 years. Proof must be submitted to:
Texas Tech University
Student Health Services
Box 43095
Lubbock, TX 79409-3095
Proof of vaccination must include the date of vaccination. Acceptable forms include: an official
immunization record, an official school record or a physician’s note.
The legislation exempts students who:
•
•
•
•
•
•
•
Are 30 years of age or older by the first day of the start of the semester.
Enroll only in 100% online or other distance education courses.
Enroll in a continuing education course or program that is less than 360 contact hours, or
continuing education corporate training.
Enroll in a dual credit course which is taught at a public or private K-12 facility not located on a
higher education institution campus.
Are incarcerated in a Texas prison.
Submit an affidavit or certificate signed by a duly licensed physician that states, in the
physician’s opinion, that the vaccination would be injurious to the health and well-being of the
student.
Submit a form requesting exemption for reasons of conscience. There are two types of
exemptions:
o For students living off-campus – the “Affidavit for Exemption from Immunizations for
Bacterial Meningitis for Reasons of Conscience” form must be used.
o For students living on campus – The “Affidavit Request for Exemption from Immunizations
for Reasons of Conscience" from the Texas Department of State Health Services must be
used. Allow up to six months to submit and have the form approved by the Texas
Department of State Health Services. The affidavit must be requested online at
https://webds.dshs.state.tx.us/immco/affidavit.shtm.
An entering student is defined as a student who is a first-time student of an institution of
higher education, a transfer student from another college, or a returning student who has had a
break in enrollment of at least one fall or spring semester.
The Office of Graduate and International Admissions will automatically place holds on students
new to Texas Tech University whose campus location is not coded as distance education.
Extensions for submission of proof of vaccination or of the State Health Services Vaccine
Exemption Affidavit form may be granted on a case-by-case basis. Please contact Student
Health Services for information.
pg. 18
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Additional Information Regarding International Applicants
Conditional Admission for English Proficiency
Prospective international students who meet the minimum academic requirements for
admission consideration except for proof of English proficiency may apply for conditional
admission through ELS University Admissions. If an international graduate student is admitted
conditionally, the student must complete ELS Level 112 plus any additional departmental
requirements before beginning an academic program at Texas Tech University.
I-20 Issuance
An I-20 is a “Certificate of Eligibility for Non-immigrant (F-1) Student Status for Academic and
Language Students.”I-20 forms are issued by Designated School Officials. The completed form
verifies that an international student has been admitted to an academic program for full-time
enrollment and has shown evidence of financial support. The form is used by international
students to request student visas (F-1) and student immigration status (F-1). It is not a visa. The
I-20 is the document that TTU issues via the SEVIS database to prove to USCIS and DOS that a
student has been lawfully admitted and is expected to enroll at TTU. This form is one of the
most important official documents while the student is enrolled and studying in the US. The
student should have the I-20 at ALL times, especially when travelling outside the US or close to
the borders.
Types of I-20s
1. Initial attendance – issued for a student new to school in the United States or one that has
2.
3.
4.
5.
been absent from the U.S. for more than 5 months. Initial attendance I-20s for TTU students
are issued by the Office of Graduate & International Admissions, except for student athletes
and for third-party sponsored students.
Continued Attendance – issued at the beginning of each academic term by the Office of
International Student & Scholar Services; this is a requirement of SEVIS maintenance.
Change of Level/Program – issued when a student changes their current level of study (e.g.,
bachelor’s to master’s) or their current program of study (e.g., Agricultural Engineering to
Civil Engineering); issued by the Office of International Student & Scholar Services.
Change of Visa Status – issued when a student needs to change from one non-immigrant
visa type to F-1 student status (e.g., from F-2 to F-1); issued by the Office of International
Student & Scholar Services. USCIS approval is required before the change is granted, and
adjudication typically takes between 3-4 months.
Transfer – issued when an F-1 student currently studying in the US is transferring their
SEVIS record from one institution to another; issued by the Office of International Student &
Scholar Services
International admissions advisors contact newly admitted international students to request
additional forms (the Supplemental International Student Information form and Supplemental
Dependent Information form); samples of the forms are available in the Appendix. Some
students are also required to submit proof of financial support if it was not included in their
original packet or if they must provide additional financial documentation.
pg. 19
Summer 2012
GRADUATE ADMISSIONS
F-1 visa holders must be in a degree-granting program or in the CERT or GCRT programs. They
cannot be a PGRD or CPED student. They can only be a GTMP during OPT. J and H1B visa
holders can be GTMPs. Certain visa types are eligible either for only work or only school. Some
are eligible for both. A list of visa types and what they are eligible to do is available in the
Appendix.
F-2 visa holders cannot enroll in or register for classes. B-2 visa holders can enroll in IEP but not
in academic classes. They must be accepted into a degree-granting or Intensive English program
and then apply for a change of visa. Changing from an F-2 to an F-1 takes a minimum of 4
months or more.
pg. 20
Summer 2012
GRADUATE ADMISSIONS
Section 2: How-To Information for
Graduate Advising Faculty and Staff
Application
Credentials
Other
Materials
Application Decision
Banner, Xtender, Cognos – oh my! This section outlines how to use various
IT products to help you process graduate applications.
pg. 21
Summer 2012
GRADUATE ADMISSIONS
Graduate Application Review for Advisors
The Graduate Application Review page lists all applicants for a given department, major, and
term. It is a snapshot of information from Banner, and it also contains links to an applicant’s
Admission Decision Worksheet and Financial Assistance Form.
New faculty/staff needing access to the Graduate Application Review must complete the
Application Review Request form online at
http://www.depts.ttu.edu/gradschool/admissions/appRevReq.php.
•
•
•
The Graduate Advisors’ Review Page is available at this link:
https://banapps.tosm.ttu.edu/ITIS/GradAppReview/ApplicationReviewOpt.aspx.
Choose Department, Major and Term and click “List of Names”. You can also sort by Degree
and Concentration, although this is not required. Note: the Major drop-down box will only
show the majors which have current applicants. For example, if your department offers 4
majors, but you can see only 3 majors in the drop-down box, the fourth major has no
current applicants.
Names are listed alphabetically, and the last name appears first. Click on a name to review
the information available.
pg. 22
Summer 2012
GRADUATE ADMISSIONS
Graduate Application Review for Advisors (cont.)
Information about your applicants is arranged by the following tabs:
•
•
General Information: This tab will contain biographical and contact information for the
applicant.
Requirements: This tab includes information about the status of application requirements
for the student
pg. 23
Summer 2012
GRADUATE ADMISSIONS
Graduate Application Review for Advisors (cont.)
•
Institutions Attended: This tab provides information about previous institutions that the
applicant has attended, as well as the dates attended and degrees awarded.
•
Test Score: The most recent GRE, GMAT, TOEFL, and IELTS scores will be available from this
tab. All test scores received are available on form SOATEST in Banner.
•
Xtender |Worksheet
o A link to Xtender is provided for your convenience. You will need to enter the
applicant’s name or TechID number.
o If the “Worksheet” is ready for printing, it will be red. You can then click the link to
open the worksheet to print the Admission Decision Worksheet, make the decision,
sign it, and return it to the Office of Graduate and International Admissions.
pg. 24
Summer 2012
GRADUATE ADMISSIONS
Admission Decision Worksheets
Banner worksheets do not include the same information as TechNet worksheets did. Free-form
text entry is limited. It is not possible to include the prior college major that is entered on
SOAPCOL (Prior College History).
You must use print
the worksheet
using this link, not
the printer icon or
CTRL-P.
Prior college
degree/GPA;
cannot list previous
majors
We enter special
remarks in this
section.
Test score history;
only includes most
recent test scores.
FINANCIAL
ASSISTANCE:
This information
must be answered,
even if you award
NO financial
assistance before
we will process the
returned decision.
If you award an assistantship to an international student, you
MUST answer this question before returning the worksheet.
pg. 25
Summer 2012
GRADUATE ADMISSIONS
Admission Decision Worksheets (cont.)
•
•
•
Prior college majors are located on the Majors, Minors, Concentration tab on SOAPCOL.
Majors are only entered for the schools where the applicant received a degree.
The majors table lists only TTU majors. XMJR (External Major) is used when the applicant’s
major is not offered at TTU.
Click on Majors, Minors,
Concentrations
Major
IMPORTANT WORKSHEET NOTES
• There is no longer a separate Financial Assistance form. This information is now included on
all Admission Decision Worksheets. However, you only need to complete this section for
international applicants. You must indicate a decision on financial assistance before the
decision will be processed. If no decision is indicated, we will return the worksheet to your
department.
• Please do NOT include departmental conditions on worksheets. There is no longer a place
for departmental conditions, as our office does not track departmental conditions.
• Please return ALL Admission Decision Worksheets for all applicants each semester.
o If an applicant has not supplied the necessary departmental requirements or is no
longer an applicant for your department, please check “Withdraw Application”.
• It is critical that departments return Admission Decision Worksheets as quickly as possible
so that decisions can be processed in a timely manner. This is especially important for
international applicants who must make any necessary visa/travel arrangements in order to
arrive in time for classes.
• If decisions are not returned by the 12th class day of the semester, the decision will be
changed to “No Department Decision Received”.
pg. 26
Summer 2012
GRADUATE ADMISSIONS
Worksheets for Same Major/Same Term Applications
Due to a coding issue with the review page, the Graduate Application Review Page only allows
one worksheet per major (regardless of degree level) per semester. An example is below. The
applicant would be listed twice on your list of applicants for a particular term:
This applicant was admitted into the first application’s level. When you click on the second
application, you will see the following:
You will need to send an email to graduate.admissions@ttu.edu to request a worksheet for the
second application. We apologize for the inconvenience, but this is not something that the
software vendor has been able to resolve successfully for us yet.
pg. 27
Summer 2012
GRADUATE ADMISSIONS
Running Graduate Admissions Reports in Cognos
Graduate applicants can be tracked via both the Graduate Application Review Page and through
two reports in Cognos: IMG021 Graduate Applicant Status Report and Detailed Report of
Deferred Applicants.
How to Run IMG021
1. Log into http://cognos.texastech.edu. Click on “My home”.
2. Click on “Student”.
3. Click on “TTU”.
pg. 28
Summer 2012
GRADUATE ADMISSIONS
Running Graduate Admission Reports in Cognos (cont.)
4. Click on “Admissions Reports”.
5. Click on “Shortcut to IMG021 Graduate Admissions Applications Status Report 002”.
pg. 29
Summer 2012
GRADUATE ADMISSIONS
Running Graduate Admission Reports in Cognos (cont.)
6. Select your desired parameters. The only item that must be selected is the term. You can
select all the choices in each parameter box by clicking the “Select All” link at the bottom of
the box. Then click “Finish”.
7. A dialog box will open. Click on “Select a Delivery Method”:
pg. 30
Summer 2012
GRADUATE ADMISSIONS
Running Graduate Admission Reports in Cognos (cont.)
8. Another dialog box will open. Click on “Email Report”.
9. The email dialog box will open. The default email address is the one assigned to your
eRaider account. Click “OK”.
10. You will receive an email when the report is complete.
Click on the Excel document to open the report.
pg. 31
Summer 2012
GRADUATE ADMISSIONS
Running Graduate Admission Reports in Cognos (cont.)
How to Run the Enhanced Deferred to Department Report
1. Log into http://cognos.texastech.edu. Click on “My home”.
2. Click on “TTU Graduate School”.
pg. 32
Summer 2012
GRADUATE ADMISSIONS
Running Graduate Admission Reports in Cognos (cont.)
3. Click on “Admissions – Department Reports”.
4. Click on “GR_DD_DetailReportForDepartmentalUsage”.
5. Cascading prompts are used here. That means that when you select a parameter, the report
will generate the next set of parameter values for you to choose from. Begin by choosing a
term; choose multiple terms by holding down the CTRL button.
pg. 33
Summer 2012
GRADUATE ADMISSIONS
Running Graduate Admission Reports in Cognos (cont.)
6. Next choose the department.
7. The degree field in this example shows “All Degrees” by default; otherwise, choose your
degree(s).
8. Choose the desired major(s).
9. The next prompt asks for concentrations, something not all programs have. Either choose a
concentration, or choose “All Concentrations”.
10. Click “Finish”.
pg. 34
Summer 2012
GRADUATE ADMISSIONS
Running Graduate Admission Reports in Cognos (cont.)
11. In Internet Explorer, you can follow the procedures outlined in the IMG021 instructions to
have the report emailed to you.
12. In Mozilla Firefox, a dialog box will appear. Click “OK” to open the report in Excel.
13. The report is now ready for you to filter and process.
pg. 35
Summer 2012
GRADUATE ADMISSIONS
Looking Up TTU Transcripts in Banner
You can view TTU courses, grades and credits in Banner. However, you will only be able to see
courses and grades, not the total hours taken or a final GPA.
1. Log into Banner. Type SHACRSE in the “Go To…” box and hit “Enter”.
2. You will be taken to SHACRSE. This form displays courses and grades the student has
completed for a specific term or for all terms. GPA’s are not displayed on SHACRSE. Go to
the SSB system to view the unofficial transcript with GPA. Enter the TechID or do a name
search, and then click “Next Block”. Use the scrollbar on the right to navigate to the bottom.
pg. 36
Summer 2012
GRADUATE ADMISSIONS
Looking Up TTU Transcripts in Raiderlink
The Faculty/Advisor portal to Self-Service Banner (SSB) is now available, which means that we
can look up the “pretty” version of TTU transcripts.
1. In your internet browser, go to http://portal.texastech.edu/. Log in with your eRaider
username and password, and you should get the following page:
2. You will have a number of tabs under the black title bar, depending on your status at TTU
(student/faculty/staff). To view the SSB portal, click on the Advisor tab.
3. You should see three columns filled with various channels (the separate boxes of
information). In the “Advisor Dashboard” channel, select the current TTU term and enter
the TechID (not the Social Security number) or the applicant/student’s name. Then click
“Both”.
pg. 37
Summer 2012
GRADUATE ADMISSIONS
Looking Up TTU Transcripts in Raiderlink (cont.)
4. You should then see either the advisee’s name or a list of possible matches. There are three
tools available in the dashboard: transcript, test scores (which shows all the test scores
listed on Banner form SOATEST), and email address (which lists the TTU Admissions email
address listed on Banner form GOAEMAL). Click on the transcript icon to view the Texas
Tech transcript.
5. Choose the transcript type (undergraduate or graduate) term you want from the drop-down
box and click “Display Transcript”.
6. The Tech transcript will appear. You will then see everything that would appear on a TTU
transcript, including current degree information, current level, transfer credit, and any TTU
degree awarded.
pg. 38
Summer 2012
GRADUATE ADMISSIONS
Section 3: Appendices
Glossary
FAQ
Graduate &
International
Admissions
Flowcharts
Sample Communications
This section provides various handouts which provide
additional information advisors may find useful.
pg. 39
Summer 2012
GRADUATE ADMISSIONS
Application Process Flowchart
pg. 40
Summer 2012
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Area of Study Admissions Codes
pg. 41
Summer 2012
GRADUATE ADMISSIONS
Area of Study Admissions Codes
pg. 42
Summer 2012
GRADUATE ADMISSIONS
Area of Study Admissions Codes
pg. 43
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Area of Study Admissions Codes
* Some programs require concentrations, so check with your prospective department.
∆ = Concentration Required †=150-Hour Program ‡=Current TTU Undergraduates Only
pg. 44
Summer 2012
GRADUATE ADMISSIONS
Conditions Boilerplate
Code
Definition
1B
Official copy of bachelor's diploma/degree certificate or provisional certificate
1D
1M
ELS
Official final doctoral transcript and diploma with official English translation
Official copy of master's diploma
Official copy of final bachelor's transcript and diploma showing successful
completion
Official copy of final transcript showing the awarding of master's degree
Official copy of final doctoral transcript and diploma
Official Cambridge Certificate of Advanced English results
Certificate of Naturalization form (NOT a photocopy of USCIS form)
Residency Questionnaire
Official Cambridge Certificate of Proficiency in English results
Approval required from Associate Dean of Graduate Enrollment Management prior
to deferral
Proof of successful completion of ELS Level 112 (transcript and certificate) required
FI
IL
MU
PR
PT
TC
TM
TO
TR
TT
Proof of sufficient financial support required before an I-20 will be issued
Official IELTS results
Official transcript showing the awarding of master's degree
Copy of the front and back of your Resident Alien card
Official Pearson Test of English Academic results
Complete, official transcript showing the awarding of a bachelor's degree
Completion of TTU master's degree
Official TOEFL results
Complete official transcript(s) from all colleges/universities attended
Completion of TTU bachelor's degree
2B
2M
9B
CAE
CF
CO
CPE
DAPR
pg. 45
Summer 2012
GRADUATE ADMISSIONS
I-20 Issuance Flowchart
pg. 46
Summer 2012
GRADUATE ADMISSIONS
Sample eRaider Activation Email
Dear __________:
Thank you for applying to Texas Tech University Graduate School!
As you begin your journey here at Texas Tech, the essential next step is to IMMEDIATELY activate your
eRaider account. Your eRaider username and password will allow you to log into the Raiderlink Portal,
which is the official and most efficient mode of communication between yourself and Texas Tech
University.
Through this site, you will:
*Check your application status
*Register for classes
*Make tuition payments
*Access financial aid information
Most graduate programs require additional application information (e.g., letters of recommendation,
statements of purpose, resumes, etc.); please contact your prospective department for more
information regarding additional requirements and deadlines. You will send all of the information that is
specifically required by the department to the department.
Please remember that all official communication with Texas Tech University and TTU Graduate School,
including notification of your admission decision, is conducted online in the interest of providing
students with the most up-to-the-minute information.
*To activate your account, go to http://eraider.ttu.edu/.
*Once you have activated your eRaider account, you may check your application status by visiting
http://www.depts.ttu.edu/gradschool/admissions/appstatuscheck.php
*If you receive an error message at any time, please call 806.742.HELP or email ithelpcentral@ttu.edu
*For any other Graduate Admissions questions, please email Graduate.Admissions@ttu.edu
Your eRaider account information:
Username:
********
Activation code:
******
pg. 47
Summer 2012
GRADUATE ADMISSIONS
Sample Acceptance Letter
pg. 48
Summer 2012
GRADUATE ADMISSIONS
Sample Acceptance Letter – Conditional Admission for English Proficiency
Page 1 of 2
pg. 49
Summer 2012
GRADUATE ADMISSIONS
Sample Acceptance Letter – Conditional Admission for English Proficiency
Page 2 of 2
pg. 50
Summer 2012
GRADUATE ADMISSIONS
Texas Education Code 51.842
Sec. 51.842. ADMISSION AND SCHOLARSHIP FACTORS FOR GRADUATE AND PROFESSIONAL PROGRAMS. (a) A
graduate or professional program of a general academic teaching institution or medical or dental unit may
consider the following factors in making an admissions or scholarship decision for admissions into or competitive
scholarships for the graduate or professional program:
(1) an applicant's academic record as a high school student and undergraduate student;
(2) the socioeconomic background of the applicant while the applicant attended elementary and
secondary school and was an undergraduate student, including any change in that background;
(3) whether the applicant would be the first generation of the applicant's family to attend or graduate
from an undergraduate program or from a graduate or professional program;
(4) whether the applicant has multilingual proficiency;
(5) the applicant's responsibilities while attending elementary and secondary school and as an
undergraduate student, including whether the applicant was employed, whether the applicant helped to raise
children, and other similar factors;
(6) to achieve geographic diversity, the applicant's region of residence at the time of application and, if
the applicant graduated from a public high school in this state within the preceding 20 years, the region in which
the applicant's school district is located;
(7) the applicant's involvement in community activities;
(8) the applicant's demonstrated commitment to a particular field of study;
(9) for admission into a professional program, the current comparative availability of members of that
profession in the applicant's region of residence while the applicant attended elementary and secondary school;
(10) whether the applicant was automatically admitted to a general academic teaching institution as an
undergraduate student under Section 51.803; and
(11) the applicant's personal interview.
(b) An applicant's performance on a standardized test may not be used in the admissions or competitive
scholarship process for a graduate or professional program as the sole criterion for consideration of the applicant
or as the primary criterion to end consideration of the applicant. If an applicant's performance on a standardized
test is used in the admissions or competitive scholarship process, the applicant's performance must also be used to
compare the applicant's test score with those of other applicants from similar socioeconomic backgrounds to the
extent that those backgrounds can be properly determined and identified by the general academic teaching
institution or medical and dental unit based on information provided in the institution's or unit's admissions or
competitive scholarship process. This subsection does not apply to a standardized test used to measure the English
language proficiency of a student who is a graduate of a foreign institution of higher education.
(c) A general academic teaching institution or medical and dental unit may not assign a specific weight to any
one factor being considered in the admissions or competitive scholarship process for a graduate or professional
program.
(d) Not later than one year before the date that applications for admissions and competitive scholarships are
first considered for a graduate or professional program under this subchapter, each general academic teaching
institution or medical and dental unit shall publish in the catalog of the institution or unit a description of the
factors to be considered by the institution or unit in making those admissions and competitive scholarship
decisions and shall make the information available to the public.
(e) The requirements of Subsection (d) do not apply to admissions and competitive scholarships for the 2002
fall semester. Each institution or unit covered by Subsection (d) shall make the required information available to
the public and to applicants to its graduate and professional programs not later than December 1, 2001, for the
2002 fall semester. This subsection expires September 1, 2002.
Added by Acts 2001, 77th Leg., ch. 1039, Sec. 1, eff. June 15, 2001. Renumbered from Education Code Sec. 51.822
by Acts 2003, 78th Leg., ch. 1275, Sec. 2(25), eff. Sept. 1, 2003.
pg. 51
Summer 2012
GRADUATE ADMISSIONS
Texas Education Code 51.917
Sec. 51.917. FACULTY MEMBERS; USE OF ENGLISH. (a) In this section:
(1) "Institution of higher education" has the meaning assigned by Section 61.003 of this
code, but does not include a medical or dental unit.
(2) "Faculty member" means a person who teaches a course offered for academic credit
by an institution of higher education, including teaching assistants, instructors, lab assistants,
research assistants, lecturers, assistant professors, associate professors, and full professors.
(3) "Governing board" has the meaning assigned by Section 61.003 of this code.
(b) The governing board of each institution of higher education shall establish a program or
a short course the purpose of which is to:
(1) assist faculty members whose primary language is not English to become proficient
in the use of English; and
(2) ensure that courses offered for credit at the institution are taught in the English
language and that all faculty members are proficient in the use of the English language, as
determined by a satisfactory grade on the "Test of Spoken English" of the Educational Testing
Service or a similar test approved by the board.
(c) A faculty member may use a foreign language to conduct foreign language courses
designed to be taught in a foreign language.
(d) This section does not prohibit a faculty member from providing individual assistance
during course instruction to a non-English-speaking student in the native language of the
student.
(e) Each institution of higher education shall submit to the Texas Higher Education
Coordinating Board a description of the program or short course established under this section,
and the coordinating board shall approve and monitor the program or short course established
at each institution of higher education.
(f) The cost of such English proficiency course as determined by the coordinating board
shall be paid by the faculty member lacking proficiency in English. A faculty member must take
the course until deemed proficient in English by his or her supervisor. The cost will be deducted
from said faculty member's salary.
Added by Acts 1989, 71st Leg., ch. 975, Sec. 1, eff. Sept. 1, 1989.
pg. 52
Summer 2012
GRADUATE ADMISSIONS
Types of Visas
pg. 53
Summer 2012
GRADUATE ADMISSIONS
Types of Visas
pg. 54
Summer 2012
GRADUATE ADMISSIONS
Types of Visas
pg. 55
Summer 2012
GRADUATE ADMISSIONS
Types of Visas
pg. 56
Summer 2012
GRADUATE ADMISSIONS
Graduate Application Status Definitions and FAQ
•
•
•
•
•
•
Application Status
 Blank - This means that your file has
not yet been evaluated by one of
our admission advisors.
 Pending - Pending means that we
have all the materials we need to
evaluate your file, and your file has
been added to the queue to be
reviewed by one of our advisors.
Your transcript's status will be
updated when an advisor evaluates
your file.
 Deferred to Department - Deferred
to Department means that our
office completed the preliminary evaluation of your file (which includes credential
evaluation and review of English proficiency scores) and created paperwork for your
prospective department to review. This also means that our office is awaiting a final
admission decision pending departmental evaluation.
 Waiting for Test Scores (international applicants only) - Waiting for Test Scores means that
we have not received either student-supplied or official TOEFL or IELTS scores. These scores
are only valid for two years.
Decision Date - This indicates the most recent update to your decision status, and it includes
decision statuses of Pending, Deferred to Department, and Waiting for Test Scores. It does not
necessarily mean that an admission decision has been made on your application.
College Transcript - This code is designated for the final/official receipt of transcripts in our office.
College Transcript Pending - Our database only allows us to code transcripts and diplomas as
received if they are final and official. We created a separate requirement College Transcript
Pending to indicate when either incomplete or unofficial transcripts are received.
Degree/Diploma/Certificate - This will be updated once your file is reviewed by an admissions
advisor.
IELTS or TOEFL Scores (international applicants only) - Only official scores will be listed. Our
database does not allow us to input student-supplied scores on the checklist.
I applied at least a week ago. Why have I not received my eRaider username and activation
code?
Neither the Office of Graduate Admissions nor Texas Tech University's IT Help Central issues nor
creates eRaider usernames and activation codes. Please DO NOT call/email IT Help Central or
Graduate Admissions to request your eRaider username/activation code. These items are created
by a separate TTU system entity, and our offices do not have any control over how long that
creation process takes. However, most eRaider usernames/activation codes are created within 5 to
10 business days. Once these items are created, the database will send out eRaider activation
codes to each email address listed on the applicants' application.
pg. 57
Summer 2012
GRADUATE ADMISSIONS
Graduate Application Status Definitions and FAQ (cont.)
I am a former Tech student, and I’ve not received my eRaider activation email. What should I do?
Also, you will not receive a new eRaider username if you have previously been admitted to Texas
Tech University, even if you never registered for or attended classes. You will need to contact IT
Help Central (806-742-HELP; ithelpcentral@ttu.edu) to get your eRaider account reactivated.
I activated my eRaider account but cannot log in to the Raiderlink portal. What should I do?
Please make sure that you are logging into the correct website (http://raiderlink.ttu.edu/). There
will not be an Applications tab in the eRaider Manager (http://eraider.ttu.edu/). Please contact IT
Help Central if you log into the Raiderlink portal and receive an error upon log on or do not have an
"Applications" tab.
Why are my transcripts listed as not received?
Our database only allows us to code transcripts and diplomas as received if they are final and
official. We created a separate requirement College Transcript Pending to indicate when either
incomplete or unofficial transcripts are received.
Why are my GRE/GMAT scores not listed?
The Office of Graduate Admissions does not require GRE/GMAT scores, so this item is not listed on
our checklist. However, if you submitted either student-supplied or official scores, these will be
available for your prospective graduate advisor to review.
Why are my documents listed as not received? I sent my documents to your office already.
It takes between 3-6 weeks for us to enter materials received into our database due to the volume
of applications and application materials we receive. These packets are processed in the order in
which they were received. We encourage applicants to continue to check online as we cannot
confirm receipt of packages via e-mail or telephone due to the volume of materials. Our office is
working diligently to update materials as quickly as possible.
Do I need to submit my Sponsor's bank statement or Copy of my Passport Bio page for my
application to be processed?
These items are not mandatory to process. You may submit at the time of application if you have
copies or you may wait until a final admission decision has been made. By providing at the time of
applying it should speed up the time to process your I-20 if accepted. However you may choose to
wait until an official admission decision is made, at which time our office will contact you with the
estimated amount needed to prepare your I-20.
How will I know when a decision is made regarding my application?
All admission decisions will be posted on your application status. Please continue to check your
status online at http://raiderlink.ttu.edu/.
My department told me I was admitted. When will my I-20 be issued?
At peak processing times, your admission and I-20 processing may take 3-6 weeks after your
paperwork has been returned to our office. We realize that visa and travel arrangements must be
made, but in an effort to be fair to all admitted applicants, all initial attendance I-20s are issued in
the order in which we received decisions back from departments.
pg. 58
Summer 2012
GRADUATE ADMISSIONS
Acceptable Credentials for Graduate Admissions
pg. 59
Summer 2012
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Acceptable Credentials for Graduate Admissions
pg. 60
Summer 2012
GRADUATE ADMISSIONS
Acceptable Credentials for Graduate Admissions
pg. 61
Summer 2012
GRADUATE ADMISSIONS
Acceptable Credentials for Graduate Admissions
pg. 62
Summer 2012
GRADUATE ADMISSIONS
Acceptable Credentials for Graduate Admissions
pg. 63
Summer 2012
GRADUATE ADMISSIONS
Acceptable Credentials for Graduate Admissions
pg. 64
Summer 2012
GRADUATE ADMISSIONS
Acceptable Credentials for Graduate Admissions
pg. 65
Summer 2012
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Acceptable Credentials for Graduate Admissions
pg. 66
Summer 2012
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Acceptable Credentials for Graduate Admissions
pg. 67
Summer 2012
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Acceptable Credentials for Graduate Admissions
pg. 68
Summer 2012
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Acceptable Credentials for Graduate Admissions
pg. 69
Summer 2012
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Acceptable Credentials for Graduate Admissions
pg. 70
Summer 2012
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Acceptable Credentials for Graduate Admissions
pg. 71
Summer 2012
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Acceptable Credentials for Graduate Admissions
pg. 72
Summer 2012
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Glossary
pg. 73
Summer 2012
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Glossary
pg. 74
Summer 2012
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Glossary
pg. 75
Summer 2012
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Glossary
pg. 76
Summer 2012
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Glossary
pg. 77
Summer 2012
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Glossary
pg. 78
Summer 2012
GRADUATE ADMISSIONS
Frequently Asked Questions
1. I don’t have access to the Student Folder in Xtender. How can I get it?
Completion of the FERPA workshop is a pre-requisite prior to gaining access to the Xtender system.
To complete a FERPA workshop; contact Rachel Galley (rachel.galley@ttu.edu) to set up a workshop.
If you have already completed the FERPA workshop, you will need to submit a BUG request to EAS
to have Xtender added to your security.
How to submit a BUG request for Xtender
·
Go to… http://bugs.itis.ttu.edu
o Log in using your eRaider username/password
o Click on Enter a new bug report
o Click on Banner Enterprise Products
o Click on EAS: Enterprise Application Security (EAS) Support
§ In the Component window
·
Scroll down and Highlight Xtender
§ In the Summary Box
·
Type in Xtender Access Requested
§ In the Description Box
·
Type in …
o Your Name
o Department
o Oracle ID
o eRaider Username
§ Click the Commit button
§ You will receive an email from the EAS team
2. I have access to view Xtender, but the website keeps shutting down. Why?
Typically, there are two reasons why this may happen. First, the Google toolbar’s pop-up blocker
must be disabled, as it will immediately close your internet browser window if you try to view a
document in Xtender. Second, you may not have all the ActiveX controls installed to be able to view
documents. You can contact IT Help Central (742-4357) for assistance installing these files.
3. What is FERPA?
FERPA is an acronym for the Family Educational Rights and Privacy Act of 1974; it is sometimes
referred to as the Buckley Amendment. This federal law governs the access and release of student
education records maintained by Texas Tech University and Texas Tech University Health Sciences
Center. TTU provides FERPA training in conjunction with Banner training. You can register for the
class on the TTU Administration and Finance Information System Management website
(http://www.depts.ttu.edu/afism/AFISMClassRegistration/ClassCatalog.aspx). Additional
information is available at
http://www.studentaffairs.ttu.edu/CampusCrime/buckleyamendment.asp.
pg. 79
Summer 2012
GRADUATE ADMISSIONS
Frequently Asked Questions (cont.)
4. How can I get access to the Graduate Application Review Page?
You must complete the Graduate Application Review Page Access Request form, available on our
website at http://www.depts.ttu.edu/gradschool/admissions/appRevReq.php. Please allow 1-2
business days for the request to be processed. You will be notified when/if your request is
approved.
5. Why don’t my worksheets have GRE/GMAT scores anymore?
Per the January 2007 decision by the Graduate Council, the Office of Graduate Admissions no longer
requires GRE or GMAT scores as part of our admission requirements; a copy of the meeting notes is
available online (http://www.depts.ttu.edu/gradschool/docs/facstaff/gcminutes/Min0118_07.pdf).
Our advisors will defer files when all Graduate Admissions requirements for evaluation are met.
These worksheets may or may not already contain GRE/GMAT scores. However, the worksheet will
auto-populate with that information when it arrives, so you can print out a new worksheet with
scores from the Graduate Application Review Page.
6. How often are official test scores received?
Official GRE, GMAT and TOEFL scores are received electronically throughout the week and are
uploaded into Axiom (a third-party program used to push electronic applications and test scores into
Banner). We log into Axiom daily to push through test scores and ApplyTexas applications. IELTS,
Pearson Test of English Academic, Cambridge Certificate of Advanced English, and Cambridge
Certificate of Proficiency in English results are manually entered when we receive them. IELTS and
PTAE scores are not currently received electronically. The University of Cambridge Local
Examinations Syndicate sends a Test Results Form (TRF) to the Office of Graduate Admissions upon
the test-taker’s request; an applicant can also submit a copy of his/her personal TRF. Our staff then
logs into the IELTS TRF Verification website and verifies if the test scores are valid/genuine. If so, we
will then manually enter the scores into Banner form SOATEST using the source code “HARD”. ELS
completion certificates are received periodically throughout the year.
7. What is the minimum English proficiency score required for admission?
We accept six measures of English proficiency. Our minimum required scores are listed below:
English Proficiency Measure
TOEFL (Computer-Based Test)
TOEFL (Internet-Based Test)
IELTS (Academic Version)
Cambridge Certificate of Proficiency in English
Cambridge Certificate of Advanced English
Pearson Test of English Academic
ELS Certificate of Completion
Minimum Required Score
550
79
6.5 Overall Band Score
B
C
60
Level 112
pg. 80
Summer 2012
GRADUATE ADMISSIONS
Frequently Asked Questions (cont.)
8. What are the institution codes for the GRE, TOEFL, GMAT, and IELTS tests?
The GRE and TOEFL institution codes are 6827. There is no institution code for the IELTS or PTAE
tests; test-takers are able to choose TTU from a drop-down menu when they take the exam or
request additional Test Result Forms. There is no institutional code for Cambridge results. There are
six GMAT codes for TTU:
GFS-3F-17 – Master’s in Accounting
GFS-3F-24 – MBA, Flexible Part-Time
GFS-3F-05 – MBA, Full Time
GFS-3F-64 – PhD Program in B A
GFS-3F-96 – MS in B A
GFS-3F-29 – Other Programs
9. What types of international credentials are accepted for admission to graduate programs?
A list of acceptable credentials for graduate admission is available on our website
(http://www.gradschool.ttu.edu).
10. How can applicants check their application status online?
An applicant can check their status online via the Applications tab on the Raiderlink portal
(http://raiderlink.ttu.edu/). An applicant is sent an eRaider activation email within 1-2 weeks of their
application uploading into Banner. This email instructs them how to activate their eRaider account,
and it also gives them a link to the Application Status Check Frequently Asked Questions. Applicants
who have previously been enrolled at Texas Tech University but are not now attending may not
receive an eRaider activation email. If they do not, they need to contact IT Help Central
(ithelpdesk@ttu.edu; 806-742-4357) to request that a new one be created. Our office does not have
any involvement in the creation of eRaider activations.
11. What is the International Teaching Assistant workshop, and why does my new international TA
have to take it? Isn’t their English proficiency test score enough?
The current International Teaching Assistant (ITA) workshop was created in response to the passage
of Texas Education Code Chapter 51.917 (available online at
http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.917), which regulates the use of
English by faculty members at Texas public higher education institutions. This statute requires
faculty members (including ITAs) to achieve a satisfactory score on the Test of Spoken English (TSE)
or another approved test, and it also requires institutions to provide a program or short course to
meet the needs of those faculty members (including ITAs) who do not achieve a satisfactory TSE
score.
In addition to the state mandate, TTU Operating Policies 64.03 and 32.19 require that ITAs and
international graduate part-time instructors (GPTIs) whose native language is not English participate
in the annual ITA workshop. Only those ITAs and international GPTIs who are certified by the ITA
workshop faculty as classroom ready will be allowed to teach; those who are not certified as
classroom ready will be required to take additional English proficiency training before assuming
teaching responsibilities.
pg. 81
Summer 2012
GRADUATE ADMISSIONS
Frequently Asked Questions (cont.)
12. What are the deadlines for applications?
There are no deadlines for domestic applicants. The preferred deadlines for domestic applicants are
June 1st (Fall), September 1st (Spring), and March 1st (Summer). Priority deadlines for international
applicants are January 15th (Fall and Summer) and June 15th (Spring). International applications may
be submitted after those dates, but we cannot guarantee that late applications will be processed in
time to allow admitted applicants to make any necessary visa/travel arrangements.
13. Does the Office of Graduate and International Admissions issue acceptance letters?
Yes. Acceptance letters for newly admitted graduate students will appear on the applicant’s
application status in Raiderlink the instant that the acceptance decision is entered in Banner.
Students will see a “Letter of Acceptance” link. When clicked, the acceptance letter will open as an
Adobe PDF document in a new window. We do not issue denial letters.
14. Where are the Graduate Admissions forms located?
Graduate Admissions forms are available on our website
(http://www.depts.ttu.edu/gradschool/admissions/admissForms.php) or in hard copy form in our
office in Holden Hall Room 3.
15. What do the status codes mean in Banner and Cognos reports?
Application Status
C – Complete
D – Decision Made
I – Incomplete
Decision Status
AD – Student Admitted
CD – Student Admitted
Conditionally
DD – Deferred to Department
FE – Application Fee Needed
GD – Graduate Admit
NF – Need Financial Guarantee
PE – Pending
RJ – Denied Admission
RL – Denied/Low English
Proficiency
WA – Withdrawn After
Acceptance
WB – Withdrawn Before
Decision
WS – Waiting for Test Scores
pg. 82
Summer 2012
GRADUATE ADMISSIONS
Frequently Asked Questions (cont.)
16. Which form does an applicant/student need to submit to modify their application?
That depends on what kind of modification the applicant/student needs to make.
a. The Request to Change the Current Study Objective form is designed for graduate applicants
who are not currently enrolled as graduate students and who wish to add to or change their
study objective or level of study.
b. The Request to Change the Initial Entry Date form is designed for applicants who have applied
within the last 3 semesters but have not attended and wish to change the initial entry date on
their application. Both domestic and international applicants can use this form.
c. The Request to be Re-Admitted form is designed for Tech graduate students not currently
enrolled but who have attended the Graduate School within the last 3 semesters. However, if
the student has not attended graduate classes for more than 3 semesters, a new Admission
Application and a new application fee is required.
17. What is an I-20?
An I-20 is a U.S. Department of Homeland Security document issued by TTU that provides
supporting information for the issuance of a student visa or change of status (F, J and M nonimmigrant statuses). There are two kinds of I-20s: student and dependent. Students can enter the
U.S. up to 30 days before their report date. They must arrive by their report date. If they will be late,
they must notify us as soon as possible.
An I-20 is not a contract between the department and the student. Departments can withdraw any
or all financial assistance awarded to a student, even if that amount is on their I-20. If aid is
withdrawn before the student arrives, please notify both the student and us in writing. We will
amend the official I-20 record, but a new I-20 will not need to be issued.
18. What is a visa?
A visa allows a foreign citizen to travel to a U.S. port of entry and request permission from the U.S.
immigration officer to enter the United States. It does not guarantee entry into the U.S. A student
can be denied entry at the port of entry. Most of our int’l students will receive an F-1 non-immigrant
visa. However, there are numerous visa categories in which study is allowed. Please contact us if you
have any questions.
19. One of my distance education students has a bacterial meningitis hold. Why? How can it be
cleared?
Students are exempted from the bacterial meningitis hold if their campus/site locations are coded
as “TTU Distance Education”. This is why it is vital for prospective students to choose the correct
location on their applications. If your student’s location is coded as TLB, that is why they have the
hold. Please submit an email request to graduate.admissions@ttu.edu requesting the location code
be updated. If your student contacts us, we will confirm with you that the student’s code should be
changed before making any changes to the matriculation.
pg. 83