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Graduate Admissions Information for Advisors

Summer 2012

Office of Graduate and International Admissions Texas Tech University Graduate School

Updated June 2012

Summer 2012 GRADUATE ADMISSIONS

pg. 2

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


pg. 4

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 ([email protected]), 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

Paperwork Phone/Walk-Ins AM Domestic Evelyn Arnold

Dede Brocklehurst Terri Kirkpatrick

International Melanie Chaffin-Poeling Michael Johnson

Darina Brackeen (UG)

Emily Bonnett Rebecca Enis

PM Domestic Terri Kirkpatrick Evelyn Arnold Dede Brocklehurst

International Emily Bonnett Rebecca Enis

Melanie Chaffin-Poeling Michael Johnson

Darina Brackeen (UG)

mailto:[email protected]


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Section 1: Application Processing in the Office of Graduate and International 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.

Applicant

Graduate & Interational Admissions

Graduate Department


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Graduate & International Admissions Staff Interim Dean of the Graduate School Peggy Gordon Miller [email protected]

Director of Graduate & International Admissions/Designated School Official Shelby L. Cearley [email protected]

Graduate Recruiting Coordinator Shannon Samson [email protected]

Senior Advisor/Designated School Official (Int’l UG) Credential evaluation, processes admissions, initial I-20 issuance Darina Brackeen [email protected]

Senior Advisor/Designated School Official (Int’l GR) Credential evaluation, processes admissions, matriculation cleanup, initial I-20 issuance Melanie Chaffin-Poeling [email protected]

Senior Advisor/Designated School Official (Int’l GR) Credential evaluation, processes admissions, matriculation cleanup, initial I-20 issuance Rebecca Enis [email protected]

Senior Advisor/Residency Determination Officer (Domestic GR) Credential evaluation, processes acceptances, matriculation cleanup, GPIDEA/Athletic admissions Evelyn Arnold [email protected]

Advisor (International GR) Credential evaluation, data entry, reports Michael Johnson [email protected]

Advisor/Residency Determination Officer (Domestic GR) Credential evaluation, processes acceptances Terri Kirkpatrick [email protected]

Advisor Reporting, prospective student email coordinator, electronic test score maintenance Bethany Evans [email protected]

Assistant Advisor (Int’l UG and GR) Graduate Admissions data entry, GTMP/PGRD decisions Emily Bonnett [email protected]

Assistant Advisor (Domestic GR) Graduate Admissions data entry, GTMP/PGRD decisions Dede Brocklehurst [email protected]

Receptionist Graduate School Reception and Mail Handling Vacant

Programmer/Analyst II Bj d’Orsay [email protected]

PC/Network Support Specialist Brian Enderson [email protected]

Programmer/Analyst II Sam Brito
















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Graduate School Organizational Chart


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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

http://www.applytexas.org/

http://www.gradschool.ttu.edu/

https://www.depts.ttu.edu/gradschool/admissions/AppFeePayForm.php


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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 International 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)

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 post-secondary 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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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.

http://www.foxtranslate.com/


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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 Student-supplied TAPE Testing agency upload; indicates official HARD 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.


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English Proficiency Measures We currently accept six measures of English proficiency:

Measure Minimum Required Score TOEFL (Test of English as a Foreign Language) Paper-based: 550

Internet-based: 79 IELTS (International English Language Testing Service) Overall band score: 6.5 PTE Academic (Pearson Test of English Academic) 60 Cambridge CPE (Certificate of Proficiency in English) Grade C Cambridge CAE (Certificate of Advanced English) Grade B ELS Certification of Completion 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 b. Antigua c. The Bahamas d. Barbados e. Belize f. British Virgin Islands g. Bermuda h. Cayman Islands i. Dominica

j. Grenada k. Guyana l. Jamaica m. Montserrat n. St. Kitts and Nevis o. St. Lucia p. St. Vincent q. Trinidad and Tobago 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.

http://www.toefl.org/

http://www.ielts.org/

http://www.pearsonpte.com/pteacademic

http://www.cambridgeesol.org/exams/generalenglish/cpe.html

http://www.cambridgeesol.org/exams/generalenglish/cae.html

http://www.els.edu/

http://www.els.edu/en/UniversityAdmissions


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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. 14

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.


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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.


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Initial Residency Determination Process

Residency Redetermination Process


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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.


pg. 18

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.

http://www.legis.state.tx.us/tlodocs/82R/billtext/html/SB01107F.htm

http://www.thecb.state.tx.us/reports/PDF/2554.PDF?CFID=28228795&CFTOKEN=84338756

http://www.thecb.state.tx.us/reports/PDF/2554.PDF?CFID=28228795&CFTOKEN=84338756

https://webds.dshs.state.tx.us/immco/affidavit.shtm


pg. 19

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

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.

2. 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.

3. 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.

4. 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.

5. 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.

http://www.els.edu/en/UniversityAdmissions


pg. 20

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. 21

Section 2: How-To Information for Graduate Advising Faculty and Staff

Banner, Xtender, Cognos – oh my! This section outlines how to use various IT products to help you process graduate applications.

Application Decision

Other Materials

Credentials

Application


pg. 22

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.

http://www.depts.ttu.edu/gradschool/admissions/appRevReq.php

https://banapps.tosm.ttu.edu/ITIS/GradAppReview/ApplicationReviewOpt.aspx


pg. 23

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. 24

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. 25

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. 26

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.

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”.

Click on Majors, Minors, Concentrations Major


pg. 27

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 [email protected] 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. 28

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”.

http://cognos.texastech.edu/


pg. 29

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. 30


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. 31


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. 32


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”.

http://cognos.texastech.edu/


pg. 33


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. 34


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. 35


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. 36

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. 37

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”.

http://portal.texastech.edu/


pg. 38

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. 39

Section 3: Appendices

This section provides various handouts which provide additional information advisors may find useful.

FAQ Glossary

Flowcharts Sample Communications

Graduate & International Admissions


pg. 40

Application Process Flowchart


pg. 41

Area of Study Admissions Codes


pg. 42



pg. 43



pg. 44


* Some programs require concentrations, so check with your prospective department. ∆ = Concentration Required †=150-Hour Program ‡=Current TTU Undergraduates Only


pg. 45

Conditions Boilerplate Code Definition

1B Official copy of bachelor's diploma/degree certificate or provisional certificate

1D Official final doctoral transcript and diploma with official English translation 1M Official copy of master's diploma

2B Official copy of final bachelor's transcript and diploma showing successful completion

2M Official copy of final transcript showing the awarding of master's degree 9B Official copy of final doctoral transcript and diploma CAE Official Cambridge Certificate of Advanced English results CF Certificate of Naturalization form (NOT a photocopy of USCIS form) CO Residency Questionnaire CPE Official Cambridge Certificate of Proficiency in English results

DAPR Approval required from Associate Dean of Graduate Enrollment Management prior to deferral

ELS Proof of successful completion of ELS Level 112 (transcript and certificate) required FI Proof of sufficient financial support required before an I-20 will be issued IL Official IELTS results MU Official transcript showing the awarding of master's degree PR Copy of the front and back of your Resident Alien card PT Official Pearson Test of English Academic results TC Complete, official transcript showing the awarding of a bachelor's degree TM Completion of TTU master's degree TO Official TOEFL results TR Complete official transcript(s) from all colleges/universities attended TT Completion of TTU bachelor's degree


pg. 46

I-20 Issuance Flowchart


pg. 47

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 [email protected] *For any other Graduate Admissions questions, please email [email protected] Your eRaider account information: Username: ******** Activation code: ******

http://eraider.ttu.edu/

http://www.depts.ttu.edu/gradschool/admissions/appstatuscheck.php




pg. 48

Sample Acceptance Letter


pg. 49

Sample Acceptance Letter – Conditional Admission for English Proficiency Page 1 of 2


pg. 50

Sample Acceptance Letter – Conditional Admission for English Proficiency Page 2 of 2


pg. 51

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. 52

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. 53

Types of Visas


pg. 54

Types of Visas


pg. 55

Types of Visas


pg. 56

Types of Visas


pg. 57

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. 58

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; [email protected]) 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.


http://raiderlink.ttu.edu/

http://eraider.ttu.edu/



pg. 59

Acceptable Credentials for Graduate Admissions


pg. 60



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pg. 73

Glossary


pg. 74

Glossary


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Glossary


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Glossary


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Glossary


pg. 78

Glossary


pg. 79

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 ([email protected]) 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.


http://bugs.itis.ttu.edu/

http://www.depts.ttu.edu/afism/AFISMClassRegistration/ClassCatalog.aspx

http://www.studentaffairs.ttu.edu/CampusCrime/buckleyamendment.asp


pg. 80

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 Minimum Required Score TOEFL (Computer-Based Test) 550 TOEFL (Internet-Based Test) 79 IELTS (Academic Version) 6.5 Overall Band Score Cambridge Certificate of Proficiency in English B Cambridge Certificate of Advanced English C Pearson Test of English Academic 60 ELS Certificate of Completion Level 112

http://www.depts.ttu.edu/gradschool/admissions/appRevReq.php

http://www.depts.ttu.edu/gradschool/docs/facstaff/gcminutes/Min0118_07.pdf


pg. 81

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-64 – PhD Program in B A GFS-3F-24 – MBA, Flexible Part-Time GFS-3F-96 – MS in B A GFS-3F-05 – MBA, Full Time 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 ([email protected]; 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.

http://www.gradschool.ttu.edu/



http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.917


pg. 82

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 Decision Status C – Complete AD – Student Admitted PE – Pending D – Decision Made CD – Student Admitted

Conditionally RJ – Denied Admission

I – Incomplete DD – Deferred to Department RL – Denied/Low English Proficiency

FE – Application Fee Needed WA – Withdrawn After Acceptance

GD – Graduate Admit WB – Withdrawn Before Decision

NF – Need Financial Guarantee WS – Waiting for Test Scores

http://www.depts.ttu.edu/gradschool/admissions/admissForms.php


pg. 83

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 non-immigrant 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 [email protected] 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.


graduate admissions - ttuthe office of graduate and international admissions works with both...

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