CONFIGURE ONLINE APPLICATION TEXT
The following text is offered as some standard language being utilized successfully
by many departments on campus. The samples include text for:
 Application Instructions
 Letters of Recommendation (LOR) Module
 Supplemental Questions
A few tips (5 minutes reading these could save you hours):
 Before you begin, please sign up and attend the MyGradColl training if you
have not already done so. The process is not as intuitive as you may think
(and as we would like). You will spend much less time attending class than
you would with no prior knowledge of how this powerful tool can work for
you. You can sign up in MyGradColl.
 Apply. Create your own applicant account in MyGradColl and familiarize
yourself with the online application. Change your status from domestic to
international, select a program, view supplemental questions from other
departments (just don’t pay the fee and submit). Once you are done,
remember to delete the application so it does not show up as an incomplete
application for that department.
 Don’t provide conflicting instructions. If you ask them to upload their
Statement of Purpose in the Supplemental Questions, don’t ask them to mail
it in to the department in your Application Instructions.
 Enter your supplemental questions using the “Program” tab. Avoid entering
them on the Subject tab.
 Phrase your questions in a manner to get exactly the answer you need from
the applicant.
 Provide the applicant with the appropriate answer field type. The type of
answer fields available are:
o Text – a small box that isn’t limited (unless you designate a character
limit). Can be used for short answers of no more than a sentence or
two.
o Text Area – a large box that isn’t limited for lengthy answers and data.
o Dropdown – provide a list of values (LOV) and have the applicant
select a specific value. Applicants can only make one selection per
question.
o Document upload – provides a box for them to upload a PDF, Word,
TIFF, GIF, PNG or JPEG file.
o Instructions – Info they should know but not anything they can or
should answer.
 View your questions in the “View Questions” mode found at the bottom of the
Supplemental Questions area. Utilizing this view mode will provide a very
good idea of what the applicant will see when he/she is actually answering
the supplemental questions.
 Make questions required of the applicant when it is appropriate. Don’t require
a domestic student to provide a TOEFL score. Consider a work-around such
as “NA.”
 Activate your supplemental questions before you notify us to “flip the
switch.”
When you feel you are ready, e-mail Teresa Embry to review your instructions and
questions. Once she turns on the master switch any changes you make will be
“live” and in real time. Questions added after the master switch is activated need
only be activated by you in order for them to appear to the applicant.
SAMPLE APP INSTRUCTIONS:
Thank you for your interest in The University of Arizona Department of
DEPARTMENT NAME. Your application will be considered once you have
submitted all required documentation. Incomplete applications will not be
reviewed and will be automatically denied. Paper applications will no longer
be accepted, please submit all materials via this online application.
Please contact the Graduate Coordinator in DEPARTMENT NAME if you have
specific questions, E-MAIL.
Once your application has been submitted, you may check the status of your
application at anytime by logging in to this account and opening this
application. Please do not call the department regarding the status of your
application. You will be notified via email as soon as a decision has been
reached.
Information regarding the department, our faculty, and the courses we offer
can be found at DEPARTMENT WEBSITE OR GRAD PROGRAM DESCRIPTION.
**************************************************************
Thank you for your interest in The University of Arizona Department of
DEPARTMENT NAME. Your application will be considered once you have
submitted all required documentation. Incomplete applications will not be
reviewed and will be automatically denied. Paper applications will no longer
be accepted, please submit all materials via this online application.
Through the online application you will have the ability to upload various
requirements for consideration by the admission committee. For this
application you will be asked to upload the following (edit out or include more
as needed):
1.
2.
3.
4.
Statement of Purpose
Resume/ Curriculum Vitae
Unofficial transcripts
The names and contact information of who will be submitting Letters of
recommendation on your behalf.
Please contact the Graduate Coordinator in DEPARTMENT NAME if you have
specific questions, E-MAIL.
Once your application has been submitted, you may check the status of your
application at anytime by logging in to this account and opening this
application. Please do not call the department regarding the status of your
application. You will be notified via email as soon as a decision has been
reached.
Information regarding the department, our faculty, and the courses we offer
can be found at DEPARTMENT WEBSITE OR GRAD PROGRAM DESCRIPTION.
SAMPLE LETTOR OF RECOMMENDATION (LOR) INSTRUCTIONS FOR
APPLICANT:
The department requires each applicant to have a minimum of # letters of
recommendation submitted on their behalf. The # letters of recommendation
should be written by faculty or employer that can speak about your academic
and research ability. Should you or the recommender have questions about
submitting the Letter of Recommendation please email the department, EMAIL.
SAMPLE LOR INSTRUCTIONS FOR RECOMMENDER:
The DEPARTMENT would like to thank you in advance for providing a letter of
recommendation for this candidate to our program. The recommendation
should be written by faculty or employer that can speak about the applicants
academic and/or research ability. Should you have any questions or concerns
please email the department directly, E-MAIL.
The preferred method to receive the letter is through this web-based
mechanism, if however that is not possible please send a hard copy on
letterhead with original signature to:
DEPARTMENT NAME
University of Arizona
PO BOX
Tucson, Arizona 85721
**************************************************************
SAMPLE SUPPLEMENTAL QUESTIONS:
Transcript Instructions: You are required to submit official transcripts
from all previous colleges and universities attended. For detailed information
on what constitutes official transcripts please review the following web site:
http://grad.arizona.edu/admissions/admissions-requirements/alldegree/transcript-requirements. This application will permit you to upload
scanned or electronic versions of your transcripts and diplomas for initial
evaluation purposes only and does not eliminate the need for official
transcripts to be submitted.
Please upload a scanned or electronic version of your transcript(s), including
the “key” from each university or college. The “key” is often on the back of
your transcript, the side or bottom margin, or comes as a separate page from
the university. If your college or university does not provide electronic copies
you may have your hard copy transcripts scanned for this purpose. You may
upload all transcripts and keys as one file or you may separate by university
or career and upload each set individually. Please be aware that there are
only 5 upload areas to accommodate your transcripts and plan accordingly.
Transcript 1:
(new
(new
(new
(new
question)
question)
question)
question)
Transcript
Transcript
Transcript
Transcript
2:
3:
4:
5:
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Area of Interest and Faculty Advisor: The most important thing you can
do is to make contact with potential advisors to determine if their area(s) of
research matches your own interests. Finding a good fit between you and a
faculty mentor will be critical to your success in graduate school. Please
review our faculty members and their research interests on our web site
[insert link to web site]. This will give you a good sense of what they and
their students are doing.
**************************************************************
Resume/Curriculum Vitae: Please upload your current resume or
Curriculum Vitae which includes education, honors, memberships and
participation in professional organizations, employment history, research and
scholarly activities and publications.
**************************************************************
Statement of Purpose: What are your goals and objectives for pursuing
this graduate degree? What are your qualifications and indicators of success
in this endeavor? Please include career objectives that obtaining this degree
will provide.
***********************************************************
Writing Sample
Upload one Writing Sample of original work that is academic, technical,
professional, or artistic in nature. The Writing Sample should be 15 to 20
pages, typed, and double spaced.
***********************************************************
Academic and Professional Awards and Honors: List all awards, honors,
scholarships, and prizes (including induction to honorary societies) you have
received during your academic and professional career. Include: the title of
the award or honor, the year awarded, and the sponsor (e.g., department,
agency, society).
***********************************************************
Industry, Teaching or Research Experience: Include what type of
experience, for whom, where, and when this experience or teaching
occurred. If none, enter N/A
***********************************************************
The Graduate Record Examination (GRE) is required for admission.
Please indicate the date you have taken, or plan to take, the general GRE
(mm/dd/yyyy):
(new question) Please indicate your GRE Verbal score in the following
format: Score/percentage
(new question) Please indicate your GRE Quantitative score in the following
format: Score/percentage
(new question) Please indicate your GRE Analytical score in the following
format: Score/percentage
**************************************************************
English Proficiency: English proficiency is one of the conditions for
admission for all applicants whose native language is not English. Applicants
must submit a minimum TOEFL (Test of English as a Foreign Language) score
of 550 paper based (PB), 79 internet based (iBT), or IELTS (International
English Language Testing System) composite score of 7 (no subject area
below a 6).
What is your native language?
**************************************************************
NOTE TO DEPARTMENTS: BELOW ARE INDIVIDUAL QUESTIONS YOU
MAY USE TO OBTAIN TOEFL AND IELTS INFORMATION. IT IS
RECOMMENDED TO MAKE THESE NOT REQUIRED.
International Applicants Only: Please tell us the month and year you took
or plan to take the TOEFL or IELTS (MM/YYYY).
International Applicants Only: Please upload a copy of your official TOEFL
score report or IELTS scores if it is available.
International Applicants Only: Please tell us your TOEFL or IELTS overall
score.
International Applicants Only: Please tell us your TOEFL Reading score
(score/percentile).
International Applicants Only: Please tell us your TOEFL Listening score
(score/percentile).
International Applicants Only: Please tell us your TOEFL Speaking score
(score/percentile). Please enter “NA” if not applicable.
International Applicants Only: Please tell us your TOEFL Writing score
(score/percentile).
**************************************************************
NOTE TO DEPARTMENTS: DO NOT USE THIS TEXT IF YOU PLAN TO
UTILIZE THE LOR MODULE. THE TEXT BELOW IS TEXT FOR AN
OPTIONAL SUPPLEMENTAL QUESTION IF YOUR DEPARTMENT IS NOT
USING THE LETTER OF RECOMMENDATION (LOR) MODULE:
Letters of Recommendation: Three (3) letters of recommendation from
referees who can address your potential for success in graduate school are
required. Please indicate the Name, Telephone number, and Email
address for each of your referees in the text box below.
The original letters of recommendation should be mailed, in sealed envelopes,
to the following address:
DEPT/PROGRAM NAME
University of Arizona
PO Box XXXXXX
Tucson, Arizona 85721