By James Goonan
Director of Graduate Admissions
University of Scranton

When applying for admission to a graduate school program, a student is asked to submit a variety of personal information for consideration. Although admissions selection criteria may vary for each university, most institutions will ask for at least the following information: the completed application for admission form, official transcripts, letters of reference, an essay outlining reasons for pursuing the degree, standardized test scores such as the Test of English as a Foreign Language (TOEFL), Graduate Management Admissions Test (GMAT), or Graduate Record Examination (GRE). The goal of the admissions office is to identify students that will be successful in their studies. The purpose of this article is to explain how and under what conditions a graduate admissions office might decide if a student will be admitted to a graduate program. It is worth looking at each of the items mentioned above individually and commenting on how the admissions office uses the information provided.

Application for Admission Form

The application form provides the admissions office with basic demographic information, the student's program of interest, employment history, and offers the applicant an opportunity to describe special characteristics about themselves in detail. Admissions offices pay close attention to information provided on the application form and it is a good idea to double check items for accuracy. After all, it is difficult to send a letter of acceptance to someone with an incomplete address -- especially an incomplete international address.

Transcripts

Academic transcripts consist of an itemized list of courses an individual has completed at a particular institution and the grades the individual earned in those courses. The transcript also indicates the name and type of degree conferred, the date of degree conferral, and the student's cumulative grade point average. The aim of the admissions office is to first make sure a bachelor's degree was conferred for the student. Next, the transcript is analyzed to confirm that all of the required background work in the intended area of study was covered. The quality, rigor and array of courses are appraised, as well as the reputation of the institution granting the degree. For normal admission, the cumulative grade point average is expected to be at least at the minimum acceptable level for the program of study and for the institution as published in the graduate catalog.

Letters of Reference

An applicant should identify a few individuals that can comment on his/her academic ability, motivation, and potential for success as a graduate student. Good sources for references are former college professors, colleagues, and work supervisors who know you well. In the case of difficult or borderline admissions decisions, having good references might mean the difference between getting admitted and getting a rejection letter.

Essay

An essay outlining reasons for pursuing a particular degree can give the graduate school some insight into an applicant's goals and motivation. The evaluator will want to determine if the desired program can help accomplish the stated goals. In addition, the essay can also serve as a writing sample. 

Test Scores

GMAT and GRE scores are often required for admission to graduate programs. These scores can provide information on a potential student's aptitude and how the student compares with others who have taken the exam. Percentiles are used to rate the student's quantitative, verbal, and analytical abilities. International students coming from countries where English is not the native language are generally required to prove their English proficiency. This is usually accomplished by submitting a score from the TOEFL exam. A school will usually indicate the minimum score requirement. 

Types of Admissions Decisions

There are several types of admissions decisions an institution can make depending on the student's background. The names of these decisions can vary from one institution to another, but the explanations are often very similar. Let's look at each one individually. 

• Rejection - An applicant that has not met the admissions requirements for a particular program gets a letter of rejection. Sometimes advice is given if it appears that the applicant can take corrective action and reapply at a later date.

• Regular Admission - Applicants are admitted under this category if they have satisfied all of the requirements of the graduate school and program of study.

• Probationary Admission - Applicants who do not meet all of the criteria for regular admission but show reasonable promise for success may be accepted on a probationary basis. The graduate school usually keeps a close watch on individuals admitted under this category until they have proven themselves capable of doing graduate work. This is usually accomplished by completing several courses with a grade of "B" or better in each course. Failure to accomplish this can result in the student's dismissal from the program.

• Provisional Admission - Applicants pursuing a degree outside of the area of their undergraduate major, but have otherwise demonstrated they are capable of graduate work can be admitted under this category. A prescription of undergraduate course work is added to the graduate degree requirements and will appear on the letter of acceptance.

• Special Admission - Students taking courses for enrichment, self-improvement, certification, or for transfer to another program are admitted under this category. International students are not generally admitted under this category, since they are required to be enrolled in a degree-seeking program.

Advice to Applicants

If you apply to a graduate school program, keep in mind that you are in essence selling yourself to that institution. Don't be timid about listing your accomplishments. Follow up with the graduate office to make sure your documents were received and to determine if all admissions requirements have been satisfied. It is also worth making contact with faculty in the area you wish to study. They can prove to be a valuable resource.