Application Status UPDATE
You hit submit. Whew. Take a breather, you’ve earned it. I understand that now you want to follow up and confirm we’ve received materials. However, give us some time. We have HUNDREDS of applications and pieces of applications pouring into our office every day. It takes time to process all of that snail mail and to download the electronic documents. Here’s a peak into what happens once the materials leave your hands.
Admission counselors are the face of the process. You see us at college receptions, high school visits, and fairs. However, a tremendous amount of work on your application is actually processed by individuals you don’t see. The Admissions Processing Center (APC) hosts the fairy godmothers (and fathers) of OUA.
First, mail arrives at our door. Every day we take in pieces from around the globe and trust me the mailman doesn’t sort it for us. Our first job is to figure out what’s in all of these envelopes. Below is a picture of a portion of the mail we received on November 1st. I went down to the APC around 10:30 a.m. and they’d already made a significant dent in that day’s load.
Once we’ve unveiled all of the day’s mail it needs to be entered into our database. Sometimes we simply record in our system that we received it (such as a letter of recommendation), other times we enter data points into our system (such as official test scores).
Once data is entered it is placed in bins to be filed. APC workers take every single piece of paper and ensure it is placed in the correct manila file assigned to every applicant.
Since we enter all mail (both electronic and snail) into our database, we know when your file is officially complete. Once you send all required items and once we record and file all items, the file goes to our Admission Analysts. These are pros who decipher and arrange your unique materials into an easy-to-read format. They catch crucial mistakes (such as the transcript for John Doe in the folder for Jane Doe) and take an initial assessment of the application.
Finally, your application arrives on your counselor’s desk. To be accurate, into our reading bins.
As you can tell from the massive pile of mail in the above picture, we’re swamped right now. It takes approximately one week for us to record and file your application pieces. Since the Early Decision I deadline just passed this week some items are taking two weeks for processing.
Thus, don’t call the moment after you hit submit. Give everyone a breather. All year we will be sending periodic incomplete notices via email. As long as you keep checking your email, you will know if we are missing something. A caveat, though: you may receive an incomplete notice simply because something has not wound its way through our APC, yet.
If you submitted something a month ago and you receive an incomplete notice, then it’s time to check with your college counselor and, perhaps, your Vanderbilt admission counselor to identify the problem.
For Fall 2010 admission we had 21,811 applications – that is a lot of mail! We do our best to get it right. Your college counselor is processing tons of paperwork and they are doing their best. Sometimes, though, mail disappears. Don’t freak out. We will simply ask you to resend items to our office.
Questions? Post here.
November 3rd, 2010
If a student applies Early Decision I, but has not received his or her acceptance (or rejection, for that matter), is it possible to withdraw the application without being blacklisted by Vanderbilt, or without being blacklisted by other colleges?
November 3rd, 2010
Robert: Prior to us mailing decision letters for ED I you may choose to switch to Regular Decision or to withdraw your application entirely. To do so, please email your request to your admission counselor. Remember to include your name, address, and specific request in the body of the email. Hope this helps!
November 4th, 2010
Thank you for the information!
So does that mean that one’s name will not be shared with other schools, and that one’s chance of admission at Vanderbilt for RD (because of the choice to switch decisions) will not be reduced?
November 4th, 2010
Robert: correct.
November 4th, 2010
OUt of the 21,000 applications, do you know how many were ED applications?
November 4th, 2010
In Fall 2009 we had 19,353 applications and 1,659 of those were Early Decision applications. You can find that information on the Common Data Set every college must complete. For Fall 2010 we had more applications (21,811) and more Early Decision applications, although that number is not finalized. Keep an eye on the CDS for official, final numbers.
November 5th, 2010
Thank You!
November 6th, 2010
When do students who applied early decision have the opportunity to schedule alumni interviews?
November 7th, 2010
Todd: Watch your email. You’ll receive a link to our alumni interview website soon after completing your Common Application.
November 6th, 2010
When should we receive an email notifying us that the staff has our application and it is not missing any parts?
November 7th, 2010
HIlary: You will receive an email if you are missing any parts to your application. If you do not receive an incomplete notice, we have your materials. If you prefer to personally check on your application you may call seven business days after submitting all pieces of the application.
November 7th, 2010
First off, I’d just like to say your blog is phenomenal – its so insightful and interesting. Reading some of the posts make me even happier I chose Vanderbilt. My question for you is – will my application status be available online or do I have to wait for it to come via snail mail?
November 7th, 2010
Spencer: You will receive an admissions decision via snail mail. It will not be available online. Thank you for reading and for your compliment!
November 7th, 2010
Thank you for your response. This next month is going to be so stressful!! Haha
November 9th, 2010
What could be the earliest someone is notified about ED?
November 9th, 2010
Tami: We will mail decisions on December 15, 2010. If you live in the Nashville area you may be lucky enough to receive your decision by the next day. Most areas of the country will receive those decisions within a day or two. We will allow you to call to check on your status seven days after we mail letters if you have still not received it.
November 9th, 2010
So, i received an e-mail today telling me that I still am missing my ED1 agreement, but i checked my commonapp application status and it says that my part of the ED agreement was submitted on October 3rd and my mom signed the ED agreement and it was submitted on October 5th. Is there another part to the ED1 agreement because I don’t see how it would still be missing.
Also, will this affect my chances of getting in?
November 9th, 2010
Actually I just re-checked my commonapp application and all of the school forms say downloaded by college, except for the ED1 agreement that my mom had to sign. It still just says submitted on 10/5/10. Help!?
November 10th, 2010
Taylor: I just wrote a blog this morning addressing next steps, check it out.
November 11th, 2010
Thank you!
November 13th, 2010
Hi, I ‘m Chen,an applicant from China. I have a problem about my materials. what’s the 6th and 7th semester? I just entered my 5th semester. In China, high school contains just Grade 1 (10th grade), Grade 2(11th grade) and Grade 3(12th grade),and I’m now in Grade 3. My 9th grade was in another junior high school. What should I do?Also, what is an official school transcript? I remember I have submitted with my teacher’s evaluation in a smaller envelope,sealed with our school’s official seal.
Looking forward to your reply.
Yours Sincerely
Chen
November 14th, 2010
Chen, we read applications in context so we understand that the Chinese transcripts will be different from American transcripts. An official school transcript comes from your high school office.
November 14th, 2010
Hello, I am about to send my Regular Decision application in the next 24 hours. I am sending everything online with the Common Application, but may I also send proof of my achievements (Governor’s Honors Program certificate, award copies, et cetera) in the mail as one document? I want to ensure I do everything I can, but I do not want admissions counselors to get annoyed if I send something they deem unnecessary.
November 15th, 2010
Danielle, if you wish to send “proof of achievements” in the mail, you are welcome to do so. However, please be aware that we consider the Common App to be a document of proof itself. Once you sign it, you attest that everything reported is accurate. Therefore, we do not require proof for any activities or awards.
November 15th, 2010
Thank you very much! I am excited to hear back from Vanderbilt in April.
January 17th, 2011
What’s the highest amount of financial aid any international student has earned from Vanderbilt University?
January 17th, 2011
Reefat: It is possible for an international student to receive a full merit-based scholarship. We do no have need-based financial aid for international students.
January 31st, 2011
Hi. I was wondering if any application decisions for Regular Decision will come before April. Thanks.
January 31st, 2011
Brittany: For the most part, no. Nearly every single Regular Decision application will have to wait until April 1 for their decision letters. However, the small exception is our merit scholarship recipients. Those who receive a merit scholarship are told in the early to mid-March of their award and will, thus, also learn they received admission.
February 6th, 2011
Is it possible to get accepted with a 3.6 GPA but a whole ton of extra curricular activities?
February 7th, 2011
Sneha: As I’ve said in many previous posts and comments, I don’t know. Your application is a puzzle of different pieces. We care about more than just your GPA; that said, academics are the most important piece to your puzzle. Check out How We Read a File.
February 9th, 2011
I’m sorry if this is a repeat question but is there a way we can check our application status online?
February 10th, 2011
Antonio: There is no way to check your status online. You will receive an email when your application is complete. You will also receive emails when your application is incomplete. Check your junk mail as many of our notices often go into these folders.
February 10th, 2011
Should my midterm grades be sent via the common app site or is there another delivery method? My counselor has indicated she sent via the common app method.
February 10th, 2011
Tyler: Common App is fine. You can also send them via mail or as an email attachment to your admissions counselor.
February 26th, 2011
Hello. I was sent a message on January 17 saying that I missed sending SAT Score to complete my application which was sent on January 7 by collegeboard. How do I check my application status?
February 27th, 2011
Marbo: You can call our main office line – (800.288.0432) to check your status.
March 8th, 2011
Does Vanderbilt have anyway of checking to see if a student who has been accepted ED actually does then withdraw applications from other schools?
March 8th, 2011
Curious: I’m sure we could, but we rely on the student to be honest and forthright in the process. Our reliance on honesty in the process serves us well, about 98-99 percent of our ED students do eventually enroll and honor their commitment.
October 24th, 2011
Does Vanderbilt have a way to check admission status and receipt of all documentation on-line? If so, how?
October 24th, 2011
Currently, there is not a way to check admission status or receipt of application pieces online. Our office sends applicants an email to let them know when their application is complete. We will also email students a couple weeks after the deadline if we are missing pieces of their application. Additionally, students are welcome to call our office to ask which pieces of their application have been received.
October 24th, 2011
Is there a way to update my freshman application? Can I send an email? I submitted my application two weeks ago, but I just received recent honors and would like to add them to my application.
October 25th, 2011
Hi Meredith. Common App does not allow students to make changes to an application after it has been submitted (a student can create multiple versions of their application for different schools, but cannot make changes to an application already submitted to a school). However, you are welcome to send us additional information once the application has been submitted. You can either mail or fax us supplemental information (be sure to include full name and date of birth) or email the additional information directly to your admissions counselor, who can add it to your file. A list of Vanderbilt’s undergraduate admissions counselors can be found here: http://admissions.vanderbilt.edu/counselor.php.
November 1st, 2011
I sent my test scores from ACT two weeks ago and just recieved a message from Vanderbilt saying that my test scores were missing from my application. Should I resend them?
November 1st, 2011
No, please do not have the scores resent at this time. We anticipate receiving scores from the Oct. 22 ACT test later this week—in plenty of time to be added to your EDI application file. You are welcome to check back with us Tuesday or Wednesday next week. Also, be aware that you will receive an email from our office once your application is complete.
November 10th, 2011
How many letters of recommdation are required for Vanderbilt? I currently have one from my academic advisor and one from a teacher.
November 10th, 2011
Thanks for your question, Michael. Please see our Application Quickguide for answers to all application-related questions: http://admissions.vanderbilt.edu/college-application-process.php. You will need two recommendations from academic teachers and one from a guidance counselor.
November 13th, 2011
Will an email be sent that to applicants as soon as their application has been received?
November 14th, 2011
Thanks for your question. An email will be sent as soon as the application has been completed. During the process, we will periodically email a student if additional items are needed to complete the application. Also, please note that it can take up to five days to process new materials upon delivery to our office.
November 27th, 2011
Is there any way to see what we’re missing for our application?
November 28th, 2011
Thanks for your question, Kevin. Applicants to Vanderbilt cannot track their application pieces electronically. However, our office sends out missing items email notices throughout the application season. We will always let you know if a missing items email is the final notice you will receive. We also will send you an email letting you know that your application is complete. Please be aware that it can take several days, and up to 10 business days at busy times, for us to process your application pieces once they are received in our office.
December 1st, 2011
How am I able to view my application decision?
December 1st, 2011
Currently, we don’t have an online status check system in place, so I’ll refer you to our Dates and Deadlines page, which will give you a good sense of when we begin to mail decision letters. Please note that these dates may change by a day or two on either side of the posted date.
http://admissions.vanderbilt.edu/dates-deadlines.php
December 11th, 2011
Will students be emailed of the decision on Dec. 15th, or is snail mail the only way decision letters are sent?
December 12th, 2011
When are the letters being sent out for Early Decision. When should I expect to hear back?
December 13th, 2011
EDI decision letters were mailed earlier today.
January 4th, 2012
Is there anything I can do if I submitted my application December 1st and just got an email today that I am missing my counselor recommendation letter, teacher recommendation, and high school transcript?
January 4th, 2012
Hi Nick. It can take as much as two weeks for us to process how much mail we have (there’s a ton!), so if you’ve already submitted those items, just hold tight. If you haven’t submitted, you need to do this ASAP. Let me know if you have any other questions. Or feel free to give us a call.
January 4th, 2012
I am submitting an art supplement to Vanderbilt, but one that is independent from the Common App. I am only now finishing up some of the pieces that are going in it, and am afraid that mailing the supplement in now might be too late. Is it too late to send the supplement in now, since the deadline for application passed yesterday?
January 5th, 2012
Hi Alexandra. Yes, you can still submit the art supplement, but I would encourage you to do this ASAP. Please let us know if you need anything else.
January 24th, 2012
Is there anyway I can track my application? ..now that there is no online check system.
January 24th, 2012
Hi Judith. You are free to contact your admissions counselor by visiting http://admissions.vanderbilt.edu/your-counselor/. S/he should be able to give you an update on the status of your application materials, so long as you’ve allowed enough time for them to be read and processed.
February 5th, 2012
Hi, Vanderbilt sent me an email saying I am missing an international Financial aid app, there are no links to where I can fill out the app and I don’t know how to send it in. Help please, thanks!
February 6th, 2012
Hi Susanna! You can find a link to the International Financial Aid Application here: http://admissions.vanderbilt.edu/apply/international.php (it’s #7 on the list). If you have additional questions related to your application, please contact your admissions counselor: http://admissions.vanderbilt.edu/your-counselor/.
February 7th, 2012
Hello, are all the regular application decisions sent out on April 1st or will some be send earlier?
February 7th, 2012
Hi Katerina. All Regular decisions should be sent *by* April 1st. We will publish a post on our blog the day they get mailed.
February 7th, 2012
Hi. I applied as a transfer student and sent my app on Dec 31st. When will I hear back from you?
February 8th, 2012
Thanks for your interest in Vanderbilt! Transfer decisions are mailed on a rolling basis starting in mid-April, and then mailed out about once a week. Feel
free to contact your admissions counselor with additional questions: http://admissions.vanderbilt.edu/your-counselor/.
February 12th, 2012
Hello. I sent in my application, transcript, and counselor recommendation form for undergraduate admission. Is there anything more that I would need to send such as Mid-Year reports or Final Year Report?
February 13th, 2012
Hi Erick. Your best bet here would be to email your admissions counselor (http://admissions.vanderbilt.edu/your-counselor/) or give us a call at 615-322-2561. Doing so will enable a counselor to review your file and give you the most accurate report.
February 14th, 2012
Hello, how should I check whether my application is complete or incomplete?
February 14th, 2012
Hi Stella. You can give our office a call at (615) 322-2561 or (800) 288-0432 and someone will be able to retrieve that information for you.
March 6th, 2012
kei I was just chatting with my coworker about this today at lunch . Don’t remember how we got on the subject in fact, they brought it up. I do recall eating a wonderful steak salad with cranberries on it. I digress…
I was just chatting with my coworker about this today at lunch . Don’t remember how we got on the subject in fact, they brought it up. I do recall eating a wonderful steak salad with cranberries on it. I digress…
October 28th, 2012
Hi, what is the address to which I need to submit my high school transcript?
October 29th, 2012
Hi Laura. You can send your transcript to:
2305 West End Ave.
Nashville, TN 37203
November 14th, 2012
After turning in my EDI application I realized I wanted to apply for the US Naval Academy as well. I’m not sure if I’d rather go to the Academy or Vanderbilt, but would like to keep my options open. In the eyes of Vanderbilt admissions would I lose face for changing my decision plan to regular decision?
November 14th, 2012
If you would like to change your application from Early Decision to Regular Decision, send an email to your admissions counselor with that request as soon as possible. Make sure to include your birth date and high school name and location so we can be sure to change the correct file. Making this change will not negatively affect your chances of admission, though our Regular Decision applicant pool is typically much larger and more competitive than Early Decision.
November 18th, 2012
Hello, if i submit my commonapp to Vanderbilt do I still need to submit my recommendations and transcripts even though they are already on commonapp?
November 19th, 2012
Hi Eugene,
You only need to submit your recommendations and transcript once. If they have already been submitted via the CommonApp, you do not need to resend them.
December 12th, 2012
Are ed2 applicants compared with applicants in the regular decision group? Also, this year a ton of kids from my high school applied to vanderbilt, way out of the ordinary. Does this decreace my chances of getting in?
December 12th, 2012
Each student who applies will be given the same consideration in our process, regardless of how many other students from their schools apply. We do not have quotas for specific high schools or geographic regions.