Thursday, January 6, 2011

Incomplete Emails and Incoming Materials

At this time of year, we send out a number of emails to freshman applicants letting them know that their files are incomplete. This is a standard email that is sent out roughly 10-15 days after a student has applied, and it is to alert the student that as of the time of the email creation, we did not have all the required materials in their file. NOW (and I put this in caps and bold letters for a reason), the email also states that an applicant should check their myStatus page to see what is in and what is missing, and that the myStatus page has the most up-to-date information. This means do not call us saying that the myStatus page shows you as complete but the email says incomplete.

There is about a one day delay between a document being put in a student's file and that information then being relayed to the email system. So, if the email is created today to be sent out early tomorrow morning, there could be a document that came in today that now completes the file, and that may be shown on the myStatus page on the next day (the same day that the incomplete email arrives). If you are one of the few people who gets an incomplete email but the myStatus page shows that everything is now in, you do not need to panic. The myStatus page is the most up-to-date system, and you should track your materials from there. The email is just a reminder to make sure you know what is going on with your file.

We will be getting a large volume of applications submitted over the next two weeks (I am guessing 3,000 or more), and a huge volume of materials (I am guessing 20,000 or more documents), so please be patient as we sort our way through everything. We will be working hard to get everything matched up with your file, but it will take a little while, especially right around the deadline. Again, be patient with us during this time.

Hopefully this helps explain the situation, and will ease your mind.

Go Dawgs!

36 comments:

  1. Hello! I have already been accepted and would like to change my last class, outdoor education to minimum day. I believe this will allow me to keep my academics up and possibly get a job while playing my sports. Is it okay if I do this? Will I need to send in a new transcript?
    Thank you!

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  2. Anon: I believe you also sent me an email about this, so hopefully that will answer your question. If an accepted student is only changing non-academic courses, or is making very small changes to their academic course load, then we do not have a problem. If they are suddenly dropping several Honors or AP courses, then we have a problem. No new transcript is needed, but an email should be sent for us to review any serious changes.

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  3. I have a question about this. My daughter is on a semester type schedule and she found out when she arrived after break that the AP Stats class she was planning to take is only now offered her last block "They only have 4 classes per semester" She is currently taking an AP Gov. class from last semester and it is in the time slot. She then chose to take a writing/Speech class in its place. The school does offer AP, but it is quite impossible with the scheduling to take a variety at one time. I don't think this will reflect on her transcript, but want to make sure it will not hurt her, due to being out of her control. Thanks!!

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  4. Mr. Graves, my teacher told me that she sent in her reccomendation letter way before the holidays. However, the mystatus page is saying it has not come in. (She sent it through the email). I am starting to get worried.

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  5. Mr. Graves, I have been looking for the mid-year report form on the admissions website however I cannot find it. Should I use the Common App mid-year report form? or is there a UGA mid-year report form on the website?

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  6. Anon: This issue should not impact her, and the school/counselor can always send an explanation note with the updated transcript.

    Starting to worry: If she sent it through an email, then I would not have specific knowledge about which email she sent it to right now. I would suggest she send it again as a pdf attachment to an email, and send it to admproc@uga.edu (and do not be worried about this, as it will be fine).

    Anon II: UGA has not had a mid-year report form for about 3 years, as we would rather have an updated transcript with all the grades, including first term senior grades. If you need to, you can use the common app form, but we would rather have a transcript.

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  7. Is it true that if you have a second recommendation sent in, it causes the rest of your application review to be less "holistic"?

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  8. i hope you can clear up some confusion here...my cousin said that when she applied regular decision (a couple of yrs ago), that she was then deferred, and was then notified of acceptance in early may. I thought we would learn in March whether or not we were accepted or denied...is it still possible that in March I could find out that I was once again deferred? I know there is the May date when the applicants who are accepted have a deadline to commit. Is this when the deferred rd applicants are chosen? or is my cousin giving me wrong info here?

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  9. I know this has nothing to do with this blog topic but I was hoping that you could clear up some confusion. Okay I'm aware that the requirement to transfer into UGA as a sophomore is 30 transferrable credits but my question is do I need to have 30 credits at my home institution or do I just need enough credits to the point that when they transfer they will equal up to 30. The reason I ask this is because I'm a freshman and now attend georgia perimeter college. I've been able to earn just from 1st semester 18 credits that will transfer to 18 credits at UGA and now I'm taking classes for the 1st half semester at GPC so I will be able to apply by the April 1st deadline. I've already registered for my 1st half semester classes but I have a question about this 1 course in particular. The course earns me 1 semester hour at GPC but the course is worth 3 semester hrs at UGA so I wasn't sure if it would be alright for me to take the class here although it goes toward my degree at gpc but it only earns me institutional credit at UGA. I was just wondering if I take this class it will leave me with only 28 credits at gpc by the time apply but will earn me 30 transferrable credit at UGA..so is it possible for me to still apply and get accepted with only 28 credit but they count as 30 to UGA?

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  10. Mr. Graves, I meant to say she sent it through the regular mail and not email. Will regular mail take very long?

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  11. rec: This is a new rumor for me. No, we are okay with a second teacher recommendation letter, but please limit it to two at most (and most people do not need two!). Recommendation letters should be from people who know you and can share insight into what you are like as a person and a student. They should not just be a letter of recommendation because you feel like you need another one.

    confused: Most colleges have what is called a "wait list", and UGA does as well. These letters go out in late March along with all the final decisions. A wait list is a group of students who we cannot admit, but if space were to come open due to fewer students saying yes to UGA, then they would be the first ones we would contact to see if they wanted to attend. Students on the wait-list could be deferred EA or RD, and we generally are able to communicate with wait-list students in May.

    Anon: First, I would suggest that you attend a UGA transfer information session, which is held on Fridays at 1 (sign up through the Visitors Center website). Second, we need 30+ transferable hours of work from your institution, so 30+ hours of work on your other college's transcript. I have issues with a course being one hour at GPC but three at UGA, as this does not seem correct to me. As well, GPC may not be able to get out a transcript with half-semester classes by April 1, as they usually are not ready until the end of the true semester (probably mid-May). Again, come to a transfer information session, as this seems too confusing for a simple post to answer.

    Starting to worry: Yes, things take longer coming through the postal service, and I do not know what timeline "well before the holidays" actually means. I would suggest she sends us an email with the letter attached, and send it to admproc@uga.edu .

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  12. Understanding that ya'll have a lot of applications and such coming in, how long during this part of the year does it normally take to accept (or decline) someone for a transfer admissions after all of their paperwork (application with payment and transcript) arrives at UGA and is accounted for?
    Thanks!

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  13. Curious: Here is a quote from my recent transfer post:

    "At this point in time, we have received approximately 100 Summer and 300 Fall transfer applications. The next two months or so will be tied up with several issues, from the update of Spring freshman and transfer files as Fall 2010 work comes in, to the review of the estimated 5,000-6,000 freshman applications that we still expect to apply by the Regular Decision application deadline of January 15. As you can guess, December and January are busy clean-up months, and there is not a great deal of down time.

    I expect that by the end of January, our office will begin to review the transfer applications. We will begin with Summer transfers, as they are the first to enroll and need to have their decisions before the Fall applicants. As well, though, these go a little quicker as there are not as many Summer transfer applicants as compared to Fall (last year it was about 300 vs. 1,500), so these should go quickly. When that process is done, we should go straight into Fall transfers starting in mid-February, and go forward from there."

    As for an individual file and the time it takes to review, it depends on the application. If the transfer applicant has attended one college, and it is a college that we have worked with for a while, it takes between 15-45 minutes to admit a student. We must not only admit them, but also post the courses and grades into our system so that the work will apply towards a UGA diploma, and also post the HOPE grades if the applicant is a GA resident. A denial in this case is about the same timeframe, as we double check the grades and hours.

    If the applicant has attended multiple colleges, and/or the colleges are ones where we have to do a great deal of research on the courses (Oregon State University for instance), then it could take someone 2-4 hours at least to review the file. International files take even longer, due to the courses and grades and how the academic courses transfer into UGA.

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  14. I'm a deferred applicant and already submitted Part 2 and got my teacher reco. However, since I'm applying to some back-up schools, I just opened my extra "sealed" transcript to take a look at what you all see and the schedule my H.S. attached, doesn't match what I'm taking 2nd semester. Specifically, instead of AP Spanish the erroneous schedule says I'm taking Visual Arts. I contacted HS guidance this morning and they'll correct for the sealed one that I have, but what about the ones I've already sent out? (Concerned that UGA may think my reported list of classes is a work of fiction. Suggestions?

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  15. DGraves

    I saw that someone said their relative was waitlisted. What would cause someone to be waitlisted? Was it mostly GPA? Rigor? or SAT/ACT scores?

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  16. Anon: Just have the second transcript sent, and we will add it to the file. When we review the two transcripts, we will be able to see the date received, the courses you listed on your application, etc., and we will know what the situation is (this is not uncommon).

    Kellie: Every year, we will make decisions in late March, but these decisions are based on projected estimates of how many of the accepted students will actually decide to enroll. If slightly fewer students accept our offer of admission and send in a deposit, we will then go to a wait-list.

    The wait-listed students are the ones that, after our holistic review process, are considered strong applicants but are a small step below what it took to be admitted. We let them know that we cannot admit them in late March, but offer them a place on the wait-list in case space opens up. We have had years where we admitted less than 20 off the wait-list, and some years where we admitted several hundred students off the list. More details can be seen from a post from last year, http://ugaadmissions.blogspot.com/2010/03/wait-listed-students.html .

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  17. DGraves,

    I have followed your blog and have been quite impressed. However, I wanted to know ask you if there has been any talk to get rid of the Hope Scholarship at UGA? After reading a NY Times Article, it is quite worrying. Is there any truth to this?

    Thanks
    http://www.nytimes.com/2011/01/07/us/07hope.html?_r=3&pagewanted=1&ref=todayspaper

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  18. Anon: I have no inside information about the HOPE Scholarship, so I would be guessing just like anyone else. This article, along with all of the others, does not say that the HOPE Scholarship will go away, only that it needs to be tweaked to make sure that it is stable for years to come. How that is tweaked is up to the GA Legislature.

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  19. I have four questions
    1. What is the deadline for prospective students if they wanted to send an additional transcript that included their first semester grades for their senior year?
    2. How long does it take for the counselor evaluation to appear in your system? Like if they filled it out on Jan 15 would the application be considered on time?
    3. Does level of interest play a role in the admission process?
    4. Does the date the application is submitted determine the order in which it is reviewed? Like if one applicant submitted an application on the 17th and another the 21st would their applications be looked at in order received?

    Thanks I really love this blog btw

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  20. Anon: The deadline to get in an updated HS transcript is Feb. 1. Generally, it takes about 2-3 business days for an online counselor rec. to then show up on the myStatus page. It takes longer for one sent in by mail due to the travel time, opening, entering, etc. The level of a student's interest has no bearing on a decision. The date of a file being complete may cause an earlier review, but our system is not built on this. And the date of a review does not impact when a decision will be sent out, as we do not have "rolling admission", but have specific dates when decisions go out (look under the label timelines in the bottom right of the blog).

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  21. Bradwell: My teacher sent in my recommendation in October. It is now January and my application status for the teacher recommendation says missing. I am really worried about this. What do I do?

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  22. Bradwell: Since it has been 3+ months since your teacher sent in the recommendation, it is definitely time to contact us (although you did not mention when you applied, which has an impact on the situation). I would suggest sending an email to admproc@uga.edu and let us know your information, how it was submitted (mail, online, fax) and the name used on the recommendation (did she use Bradwell, Brad, or a middle name). Remember, we might be out on Monday due to the weather, so it may be mid-week before we can respond. We will then try to track down the letter or let you know what to do then.

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  23. I just submitted my application and I know it takes several days to check my status in the system. My counselor and teacher rec are being sent electronically. However, I was told by my counselor that they need my application in the system to properly post the rec. Will I be able to check my status by Jan 15th to make sure all of my proper documents are in? Should I have them sent by mail so they are postmarked by Jan 15th just in case?

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  24. If you would like to send supplemental material, is it recommended that it be emailed in a pdf file to admproc@uga.edu? I read on the very informative :) blog that if you needed to add or change information this is where it should be emailed. Would it be acceptable to mail the material to the UGA Office of Undergraduate Admissions and if so would it have to be received by Jan 15th or just postmarked?

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  25. Anon I: If you submitted your application this weekend, then it will take about 1-3 business days to get it into the system (and if we are out due to bad weather, that will not be a business day), which should be enough time for your counselor. In addition, we will be holding the online counselor and teacher recommendations open for a number of days after the Jan. 15 deadline to allow for this situation. It is much easier and quicker for both our office and your counselor if you have them do it online and not by mail, especially since we will be getting 20+ bins of mail in over the next two weeks. Be patient about items showing up on myStatus, as deadlines are always hectic times for admission offices.

    Anon II: I would suggest emailing something like this to admproc@uga.edu, as we would add it to your file quickly, in comparison to the huge volume of mail we will be getting over the next 2 weeks. It is fine to mail it, but it will get into your file a lot slower.

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  26. When should decisions be released in regards to regular decision applicants?

    Thank you so much for this blog! It has been a great help throughout this process!

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  27. Anon: For almost all RD applicants, they will be receive a decision in late March. For a small number of RD applicants who meet EA standards, they will hear of an admission offer in late Feb., but this will only be a small number of RD applicants. See http://ugaadmissions.blogspot.com/2010/02/february-wave-of-admits.html from last February about why we do this.

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  28. Bradwell: I applied earlier this month.

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  29. Bradwell: If you applied earlier this month, and today is Jan. 10, then you have not given us much time (four business days) to match things up, especially since we only came back on Jan. 4, and we are out today and tomorrow due to weather issues. Be patient for a little while longer due to your application only being submitted a short while ago.

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  30. Bradwell: Ok. Thank you for the feedback. I really appreciate it. I had intentions to submit my application around the time she submitted the recommendation, but due to other complications I was unable to.

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  31. i am having issues with copying and pasting my essays from word. I do as it says and retype the quotations marks,etc. but still cannot get the site to accept the essays. It took one but not the others. Is there a quick fix to this problem or do i need to retype the essay into the box? I I am using an apple but with word. could that make a difference?
    j

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  32. j: Here is a copy of what I wrote earlier today:
    "Since I cannot look at your essay specifically, I cannot say exactly. My suggestion is to open your Word document, and select "Save As", then save your file as an Open Document Text (I believe this clears away the odd Microsoft formatting). Then cut and paste from the Open Document text into your essay. If all else fails, and if the application does not show your issues, then you can always write in "see emailed essays" and email the 4 essays together as a pdf attachment to admproc@uga.edu, and we will add it to your file." Word docs sometimes cause problems due to their formatting, and with how that translated both word counts and special characters.

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  33. hey Mr DGraves, i mailed my fee waiver during the time that the university was closed due to snow (1/10/11) but my application status still shows that it has not been received.I am pretty sure i sent it to the correct address , but just to be on the safe side do i make an online payment if it still doesn't show up on my status by the 1/20? please suggest.

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  34. Anon: We have only been back a few days, and are somewhat overwhelmed by the mail. We had 6 bins of mail on Friday, and another 9 or so bins today. As well, any checks or fee waivers have to go through a few extra steps due to auditing purposes, so just be patient and we will post it. If in about 10 business days it is not showing up, then contact us. I always speak in business days, as nobody was in the office opening mail during the snow/ice days.

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  35. I'm currently taking half term classes at gpc in order to ear 30 transferrable credit hours. I was told that at gpc grades for the 1st half term will go in March 7th. I was also told that I would be able to send an official transcript as long as I request to my registrar that my 1st half term grades be place on the official transcript. (I was told this by an admissions official at UGA). The problem is I was emailed by the gpc recruitment office and told that they do not send out official transcripts until the end of the semester. My question is do you think that it is possible for me to withdraw from GPC after my 1st half term grades are submitted and just ask for an official transcript after I withdraw, because I'm going to need one anyways because I plan on applying to another institution for the summer semester and I'm going to need to request an official transcript from GPC by May in order to apply. So I'm right that they won't be able to deny me my transcript especially if I'm not taking any classes after the 1st half term and am leaving the institution after 1st half term grades go in? If you could reply as soon as possible, it would be greatly appreciated. :)

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  36. Anon: First, you should ask questions of GPC that need to be answered by GPC, as I could not answer this question. I will tell you that most colleges with short sessions do not print out transcripts until the end of the term, so I would doubt that withdrawing would still make the transcript available. It is not about "denying" you a transcript, but about when it is possible to print one, and this has to do with their student information system. But again, this is not a question for UGA, but for the GPC Registrar's office.

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