Structure of the Admissions Office
In general, US universities handle undergraduate admissions centrally, as high school curricula are similar and the focus is on overall potential. Graduate programs, however, are more specialized, with each field requiring different skills and qualifications. Therefore, graduate schools admit students separately; each college runs its own process, and within each college, departments compare applicants against each other.
Thus, the graduate admissions office is roughly divided into two parts: the overall Admissions Office of the college and the departmental Admissions Committee.
The Application Processing Workflow
Regarding the Online Application Form
From the moment you begin filling out the online form, theoretically, the admissions office can see all the information you save. So if you make a mistake, you can create a new account.
However, if you have already submitted an application, do not submit a second one. If you discover an error, don't panic; simply email the admissions office and ask them to correct it for you.
This will not negatively affect your application, as the staff who make these corrections—often called 'secretaries'—do not have the final say on admissions decisions.
But if you submit a new application, it will create a duplicate entry in the system, which carries potential risks.
After receiving applications, all applicant information is typically packaged and processed through a document management system that handles each application on an assembly line, ensuring it is complete, valid, and meets all requirements.
Application Processing Steps
Step 1: Personal Documents
The admissions office checks that your Personal Statement (PS), CV, and two letters of recommendation (some schools require three) are included. Although most systems support uploading PS, CV, and recommendation letters in various formats such as doc, txt, and pdf, we strongly recommend using PDF format for two main reasons:
First,
A PDF looks identical on any device, whereas a Word document can have formatting changes due to system compatibility issues—for example, a one-page resume might split onto two pages, or alignment may be off.
Second,
As mentioned, the admissions office uses a document processing system, and some formats are not easily recognized by that system.
If a format cannot be identified, it may cause unnecessary delays or formatting errors when the office converts your materials into a readable format, such as PDF. To avoid risks, it is safer to submit your application materials in PDF yourself.
While content is paramount, formatting creates a first impression that must not be overlooked. Final decisions often involve subjective factors, so do not let a preventable detail cost you the desired outcome.
Step 2: Test Scores
The office verifies your official test scores, including TOEFL/IELTS and GRE/GMAT. Note that both the GRE and TOEFL are administered by the same organization, ETS. ETS now sends electronic score reports to institutions.
When you order a score report, you will receive an ETS Registration Number. It is a good idea to record this number. If the school later reports not having received your scores, you can email the office with your ETS Registration Number and inquiry, making it easier for them to locate your scores.
Step 3: Transcript Evaluation
Review and evaluate your undergraduate transcripts. This is the most labor-intensive part of the admissions office's work.
Because US schools are aware of past instances of fraudulent transcripts from Chinese students, they have become increasingly strict in verifying the authenticity of Chinese transcripts in recent years. If falsification is discovered, it will have extremely serious consequences for the applicant.
Thus, you must be truthful in your application. You can compensate for GPA deficiencies or the prestige of your undergraduate institution with strong GRE, TOEFL, and other scores.
Applicants come from all over the world, so admissions staff must convert grades from various educational systems into the US 4.0 GPA scale. Therefore, if you manually enter a high GPA because your school's grading scale differs from the US system, do not be too pleased—your self-reported GPA is not taken as the final basis.
Conversely, if the school calculates a low GPA for you, do not be too discouraged; using a standard algorithm might yield a higher result.
Regarding Failed Courses
Another aspect of transcript evaluation is the number of failed courses. Every transcript is scrutinized, and the number of failed courses is counted and clearly marked. If you have only one or two failures but still maintain a high overall GPA, it is acceptable. However, if you have failed five or more courses, your chances are slim.
How Failures Are Counted
Any score below 60 on a 100-point scale is considered a failure. If a Chinese transcript shows a retake with a score of 60 or the same course appearing twice with the first attempt marked as 60 and no credits earned, those count as failures. A 'D' grade is not counted as a failure unless the transcript explicitly states otherwise. Only an 'F' in a letter-grade system or a designation of 'fail' (不通过) counts as a failure.
The admissions office also considers each university's transcript explanation; if something is unclear, they will contact the institution for clarification. The caliber of your undergraduate institution is also factored into the evaluation, and a corresponding tier is assigned. This tier list varies by graduate school based on their own priorities—some value STEM, others the humanities—so the rankings used differ.
In summary, transcript evaluation is not particularly tricky: the better your grades and the stronger your undergraduate institution, the more you will stand out.
Step 4: Summary
A final evaluation and check. First, all requirements are rechecked to ensure your file is complete; then all the information gathered about you—standardized test scores, calculated GPA, etc.—is compiled into a summary report. This report, along with all your original documents, is forwarded to the relevant departmental admissions committee for review.
The review process varies by program, but the most important factors remain GPA, TOEFL/IELTS, and GRE/GMAT scores, as these can be quantified and ranked. Top scores naturally receive priority. After all, if you want to admit a student, you need to justify why this applicant over others, and strong scores serve as the best evidence of academic ability.
However, some applicants with relatively lower scores are also admitted:
First, if your personal statement effectively conveys your motivation and provides a convincing explanation for any academic shortcomings, giving the committee ample reason to believe in your ability to succeed;
Second, it takes a bit of luck. If there are too many stronger applicants—remember, there are thousands of applications each year—not every file may catch the eye of a discerning reviewer.
That concludes our introduction to the admissions process. As the 2020 application season approaches, CheersYou（清柚教育） advisors have summarized several application tips. We hope you will read them carefully and keep them in mind.
CheersYou（清柚教育） Advisors' Suggestions for the 2020 Application Season
Plan Ahead for Graduate Studies
Once you decide to study abroad, you will be on a path different from your peers who are pursuing domestic postgraduate study or job hunting, but that does not mean you can simply 'leave everything behind.' In other words, studying abroad is not an escape from reality. What do you hope to learn in graduate school? What career do you envision? Do you plan to stay abroad or return home? How will you achieve your career goals? Before you submit your application, you should have clear answers to these questions.
Most importantly, start your application planning early and do it right, and seek professional help when needed. Junior year is the golden period for graduate school preparation; your actions during this year are crucial for the progress of the actual application season.
Focus on Program Content, Not Just the Name
The curricula of many programs are highly flexible; cross-registration across departments or even between different schools is often possible. Yet the difficulty of admission and the number of applicants can differ dramatically between programs.
For example, within the same college, Computer Science and Information Science may have vastly different admission competitiveness, but considerable course overlap. Choosing a program with appropriate content and a flexible course selection mechanism can be a more strategic, advanced approach to achieving your goals.
Online Courses Can Be a Game-Changer
For those still planning to switch fields, taking one or more online courses related to your target discipline is extremely valuable. This not only helps you meet prerequisite requirements for certain programs but also demonstrates to schools your determination and commitment to the transition. The new knowledge gained from online courses will also help you adapt quickly after enrollment. Common platforms include Coursera, Udacity, and edX.
Location Has a Major Impact on Employment
In an era when many returnees flood the job market, overseas work and internship experience gives you an edge in China. For those planning to stay in the US, making full use of OPT time for H1B lottery is even more critical.
So beyond rankings, the connection between a school's location and your career direction becomes particularly important. For applicants with weaker backgrounds who still want to stay in the US after graduation, choosing a better-located but lower-ranked school can be a viable strategy.
Get Your Standardized Test Scores as Early as Possible!
Especially for students not fully confident in their language abilities, do not rely entirely on intense summer boot camps. Without a study environment, you will need strong self-discipline to improve your scores quickly. Moreover, everyone crowds into summer test registrations, making test seats very scarce.
Prepare Materials in Advance and Submit Early
Leave yourself time to double-check the online application and submit transcripts and test scores. Don't wait until the deadline day to realize, "I haven't reviewed my application!" or "My video/writing sample hasn't been uploaded!"
Maintain a Strong GPA
GPA is the most important component of your application. While CheersYou（清柚教育） will do its utmost to help in other areas, GPA is something you must work hard to uphold yourself. GPA requires long-term effort; we hope you start planning your academic path as early as possible.
Plan Your Internships Carefully
A good internship not only polishes your resume but also provides genuinely valuable hands-on experience, which is beneficial for both graduate school applications and future job searches. If you have relevant internship experience, don't hold back—share it generously in your personal statements, resumes, and other materials.
