DGS Manual, Chapter 3

Last updated: January 22, 2024 1

Chapter 3

Admissions

Contents

Chapter 3 ......................................................................................................................................... 1

Admissions ...................................................................................................................................... 1

A. Overview of DGS and Graduate School Responsibilities ............................................... 2

B. Slate.................................................................................................................................. 2

C. Application and Supporting Materials ............................................................................. 3

D. Application Deadlines ...................................................................................................... 6

E. Processing of Applications in the Graduate Admissions Office ...................................... 7

F. Departmental Review and Decision Recommendations .................................................. 8

G. Graduate School Processing of Recommended Decisions .............................................. 9

H. Required GRE/GPA for Admission to The Graduate School ........................................ 10

I. Non-Degree Admission ................................................................................................. 11

J. Student Response to an Offer of Admission .................................................................. 12

K. Steps to Matriculation .................................................................................................... 13

L. Information for Admitted Students ................................................................................ 14

MASTER’S NO AWARD POSSIBLE LETTER (TEMPLATE) ........................................ 16

MASTER’S DEPARTMENT NOTIFIES OF AWARD LETTER (TEMPLATE) ............. 18

MASTER’S NO MENTION OF AWARD LETTER (TEMPLATE) .................................. 20

MASTER’S EXTERNAL FUNDING LETTER (TEMPLATE) ......................................... 21

PHD EXTERNAL FUNDING LETTER (TEMPLATE) ..................................................... 23

PHD RESEARCH ASSISTANTSHIP LETTER (TEMPLATE) ......................................... 25

PHD STANDARD FELLOWSHIP LETTER (TEMPLATE) ............................................. 28

PHD TEACHING ASSISTANTSHIP LETTER (TEMPLATE) ......................................... 30

PHD DEPARTMENT NOTIFIES OF SERVICE LETTER (TEMPLATE) ........................ 30

DENY LETTER (SAMPLE) ................................................................................................ 35

DENY FROM WAITLIST LETTER (SAMPLE) ................................................................ 36

WAITLIST LETTER (SAMPLE) ........................................................................................ 37

DEPARTMENTAL SERVICE REQUIREMENTS LETTER INSTRUCTIONS &

TEMPLATE .......................................................................................................................... 38

Last updated: January 22, 2024 2

A. Overview of DGS and Graduate School Responsibilities

The process of admitting students for graduate study is a collaborative effort between The

Graduate School and the department. The Graduate School sets minimum criteria and

standards for admission and determines the documents required to complete an application

file. The graduate admissions office bears primary responsibility for:

1. Developing and making available application materials and general information about

Graduate School programs.

2. Collecting and processing applications and supporting documents.

3. Making applications available to the department and monitoring the status of

applications.

4. Notifying applicants of admission or rejection decisions.

5. Maintaining official data on the applicant pool.

The in-depth review of an applicant's credentials takes place within the department. Each

department must develop its own system of reviewing and ranking applications, ensuring

equal, fair, and timely consideration of all applicants. As the Director of Graduate Studies

(DGS), you are responsible for ensuring that: 1) each application receives a timely review;

2) decision recommendations are rendered in an expedient manner; and 3) all applicant

information used for review purposes is maintained in a secure and confidential

environment with access being granted only to those individuals who have official

responsibilities related to the admissions process.

This chapter provides a summary of graduate admissions procedures, outlining what you

can expect us to do versus what you, as DGS, should do. In addition to reviewing these

procedures, you should review the information posted on the Graduate School website

(http://gradschool.duke.edu/), so that you will better understand the applicant's view of our

admissions policies and procedures. The Graduate School’s website offers a brief overview

of each department, as well as a link to each individual department’s website. We ask that

you please facilitate our attempts to provide accurate information by making sure that your

department’s website is kept up to date. It is particularly important that any information

your website provides in reference to Graduate School guidelines be consistent with

the information posted on The Graduate School’s own website.

B. Slate

1. Slate is a cloud-based admissions application and review software for faculty and

administrative staff who have access to review Gradate School applications. Applicants

log into Slate to work on their application. Once it is submitted, the application will be

immediately visible to departments. Applications must be reviewed and decisions must

be recommended in Slate. Ultimately, applicants will view their final decision letters and

financial aid awards (if any) in their Slate applicant portal.

2. To request access to Slate, please contact Chris Kizer, Slate Operations Manager, at

[email protected]. He will work with SISS to assist you in setting up your Slate

account, and in providing any training you may require. Only SISS can grant access to

Slate. Graduate Admissions simply facilitates the process for you.

Last updated: January 22, 2024 3

3. Common Technical Issues:

a. Slate is only compatible with modern web browsers. Please be sure you are using a

recent version of Chrome, Firefox, or Safari to log into Slate. Internet Explorer

and Edge users will encounter bugs while navigating the website.

b. For all other technical issues, contact the OIT Helpdesk.

C. Application and Supporting Materials

Things to Note

This link takes the applicant to the application instructions, including a link to the

online application: Graduate School Application Instructions

The graduate admissions office requires self-contained applications. Applicants must upload

all application documents prior to application submission (with the exception of official

GRE and TOEFL/IELTS scores, which are sent directly to The Graduate School from the

appropriate testing agency). Except in the case of official test scores, applicants are

instructed not to mail any application documents to The Graduate School. If The Graduate

School extends an offer of admission, the graduate admissions office will let the applicant

know what documents should be mailed to The Graduate School. Please do not direct

applicants to mail any application documents to The Graduate School unless an offer of

admission has been made. In exceptional cases where the mailing of application documents

during the review process is deemed necessary, the graduate admissions office will contact

the applicant directly to request the documents.

If any supporting documents are mailed directly to your office, bring them (with envelopes

attached, as the envelopes help us determine whether items are official/confidential) to the

graduate admissions office. We will add the documents to the applicant’s record in Slate.

Please do not send application documents through Campus Mail. Application materials

often contain confidential information, and lost documents may be difficult to replace.

Please bear the following points in mind:

1. All applications are submitted online.

2. The requirements for a complete application are as follows:

a. Transcripts: Essential to the review of the application are unofficial transcripts

from any institution where the applicant earned (or will earn) a degree, studied for

one semester or more, earned 12 or more hours of credit, or took courses that relate

to the applicant’s graduate study interests. The applicant is required to upload

scanned copies of transcripts from each institution listed in the application. The

applicant is also required to make certain all uploaded transcripts are legible. If you

notice that a transcript is missing, illegible, or not accompanied by an English

translation (if needed), contact the graduate admissions office and we will send the

applicant an email requesting the missing information. This communication will

Last updated: January 22, 2024 4

appear in the candidate’s timeline record in Slate. Once the missing documentation

is received, it will be added to the applicant’s file.

b. Statement of Purpose and Resume/CV: Each applicant must upload a Statement

of Purpose indicating purposes and objectives in undertaking graduate study, special

interests and plans, and strengths and weaknesses in the chosen field of study. A

resume or CV is also required. If you notice that the Statement of Purpose or the

resume/CV is missing or illegible, contact the graduate admissions office and we

will email the applicant to request another copy. This communication will appear in

the candidate’s timeline record in Slate. Once the missing item is received, it will be

added to the applicant’s file.

c. Letters of Recommendation: Three official letters of recommendation are

required for each application. The letters should come from persons best qualified to

evaluate the applicant's academic potential. At least two of the letters should come

from evaluators in the applicant’s chosen field of study. Letters of recommendation

must be submitted electronically through the online recommendation system (part of

the online application system). An email containing instructions for submitting the

evaluation is sent to each recommender. The recommendations automatically attach

to an applicant’s file as they are received.

d. GRE Scores: The Graduate School requires Graduate Record Examination (GRE)

general test scores from applicants to most programs. In addition to self-reporting

scores, the applicant must also request that ETS send official GRE scores to

institution code 5156 (no departmental code is needed). Scores must not be more

than five years old. While self-reported scores may suffice for departmental review

purposes, official scores must be received before admission can be offered. Note:

For the 2022-23 cycle, many programs have waived the GRE test score

requirement. A complete list is visible at

https://gradschool.duke.edu/admissions/apply/gre-scores

Applicants to any programs listed as “GRE Optional” on our webpage may submit

GRE scores if they feel the scores enhance their application.

Alternate test requirement available:

• Bioethics & Science Policy (MA): Applicants may provide MCAT scores

instead.

• Bioethics & Science Policy (JD/MA): Applicants may provide LSAT

scores instead.

• Business Administration (Ph.D.): Applicants may provide GMAT scores

instead.

• Global Health (MS): Applicants may provide MCAT scores instead.

• Population Health Sciences (MS): Applicants may provide MCAT scores

instead.

Last updated: January 22, 2024 5

Applicants who chose to submit MCAT scores will need to provide the AAMC ID

and the Verification Code in the application. If the applicant is recommended for

admission, the graduate admissions office will use this information to verify the self-

reported scores and record them as official.

e. TOEFL or IELTS: Scores from the Test of English as a Foreign Language

(TOEFL) or the International English Language Testing System (IELTS) are

required of any applicant whose first language is not English. The applicant must

self-report the TOEFL or IELTS scores (or state a future TOEFL or IELTS exam

date) in the application.

i. The TOEFL is administered by Educational Testing Service (ETS). In addition to

self-reporting scores, applicants must also request that ETS send official scores to

institution code 5156 (a departmental code is not needed). The Graduate School

generally seeks total scores no less than 90 for the Internet-based TOEFL.

ii. The IELTS is administered by Cambridge ESOL, British Council, and IDP:

IELTS Australia. More information about the test is available at www.ielts.org.

In addition to self-reporting scores, applicants must request that official IELTS

score reports be sent directly to the graduate admissions office. The Graduate

School generally seeks total scores no less than 7.0 for the IELTS.

iii. For the 2022-23 cycle, The Graduate School will continue to also accept

Duolingo English Test examination results as an alternative to TOEFL and IELTS

examinations to accommodate applicants facing test schedule disruptions caused

by the COVID-19 Pandemic. The Graduate School generally seeks total scores no

less than 125 for Duolingo.

iv. Scores for either test must not be more than two years old, and an official score

report must be sent to the graduate admissions office directly from the testing

agency. Personal copies are not acceptable, nor are “attested” or notarized copies.

f. Supporting Documents: The applicant may use the Additional Information

section of the application to upload any miscellaneous items the applicant feels

should be reviewed by the department.

g. Application Fee: The application fee is $95. No application is processed without

the application fee. Applicants pay the application fee by credit card at the time of

application submission.

h. Ph.D. Degree Holders: Applicants holding Ph.D. degrees or their equivalent are

generally not eligible for admission to Duke University for a second Ph.D. The Dean

of The Graduate School will consider exceptions only if the department or program

demonstrates that the proposed field of study is unrelated to the field of the first

Ph.D., and that the educational experience afforded by the proposed doctoral field is

essential for the applicant’s long-term research objectives. Please note that

applicants who have not yet had the opportunity to benefit from a doctoral education

will be prioritized in the admissions and financial aid process.

Last updated: January 22, 2024 6

What about an applicant who cannot afford to pay the fee? Does The

Graduate School ever waive application fees?

For the 2022-23 cycle, The Graduate School is piloting the formalization of a

centralized application fee waiver program which will waive the $95 fee for eligible applicants

on a first come, first served basis. See details on our website here:

https://gradschool.duke.edu/admissions/application-instructions/application-fee

If an applicant contacts you to request a fee waiver prior to or by the appropriate deadline,

instruct them to follow the directions on the new webpage above.

3. Within three business days of application submission, the applicant will receive an email

with instructions on how to view the status of the application. The completion of the

application file is the applicant’s responsibility.

4. During the regular admissions season, submitted applications will be made available to

departments for review once the application fee has been paid. If an applicant claims to

have already submitted an application and you do not see the applicant’s record in Bin 1

within the Department Workflow in Slate, please contact your assigned Department

Specialist in the graduate admissions office.

D. Application Deadlines

Any application submitted before or on the appropriate deadline date will be given full

consideration. Programs may allow individuals with extenuating circumstances to submit

after the program’s application deadline. Please notify Scott Andrews

(mailto:[email protected]) or Chris Kizer (mailto:[email protected]) of any

applicants for whom you wish to extend your deadline.

1. Spring Semester:

October 3 – The deadline date for submission of all applications for the spring semester.

No spring applications will be accepted after this date.

2. For the Fall Semester:

Deadlines vary by program. Please check the Admissions website for details:

https://gradschool.duke.edu/admissions/application-deadlines

Also reference our Admissions Calendar in our Box folder here

March 10 - This is the date by which all Ph.D. programs will close.

April 15 - No new acceptance letters or financial aid awards can be processed after this

date without special permission from the Dean of The Graduate School.

June 1 - This is the date after which no new applications will be processed.

Last updated: January 22, 2024 7

What happens to late applications?

An applicant will not be able to start or submit an application once the program’s

application deadline has closed. If a program wishes to allow a late application, the

DGS must contact the Associate Dean of Graduate Admissions.

E. Processing of Applications in the Graduate Admissions Office

Once an applicant submits the application, the application is sent directly to Bin 1 of the

departmental workflow within Slate for review. To prevent any delay in departmental access

to applications, all submitted applications, regardless of their fulfillment of the

requirements, are accessible to the department at the time of submission. Therefore, it is

possible that your department will be reviewing applications with illegible or missing

transcripts, less than the required number of recommendations, and/or no official

standardized test scores.

How long does it take for applications to be processed?

During the regular admissions season, newly submitted applications are sent directly

to Bin 1 of the department workflow for review. If an applicant claims to have already

submitted the application and you do not see the application record in Bin 1, please wait one

business day before contacting your assigned Department Specialist in the graduate admissions

office.

1. Illegible Documents: Occasionally, some part of the application may be illegible or

missing.

a. If you notice that an item is missing or illegible, please notify your Department

Specialist. A communication will be sent to the applicant requesting an acceptable

document.

2. Schools Not Listed: In the application instructions, applicants are asked to locate each

institution for which they will be uploading a transcript. In the event that an applicant is

unable to locate an institution in our database, the graduate admissions office instructs

the applicant to enter it as “School Not Listed”. A graduate admissions staff member

reviews each School Not Listed entry and updates the database with the school name.

3. GPAs: Each applicant must self-report a cumulative undergraduate grade point average

(UGPA) on a 4.0 scale.

a. If an applicant is unable to convert the UGPA to a 4.0 scale or leaves the UGPA

section of the application blank, a Department Specialist will perform the UGPA

calculation.

b. All self-reported UGPAs that do fall within the 4.0 scale are NOT checked by a

Department Specialist unless and until the department recommends the

applicant for admission.

c. If you have questions about a self-reported UGPA, please ask your Department

Specialist to recalculate the UGPA.

Last updated: January 22, 2024 8

F. Departmental Review and Decision Recommendations

IMPORTANT:

The department must not make a commitment to an applicant, verbal or written,

concerning admission OR financial award until the recommendation for admission has been

approved by the Associate Dean for Graduate Admissions.

1. Departmental Review: Each department determines its own procedures for reviewing

applications. You, the DGS, are responsible for ensuring the following during the review

process:

a. All applicant information used for review purposes is maintained in a secure and

confidential environment with access granted only to those individuals who have

official responsibilities related to the admissions process. Duke considers Box.com

to be a secure environment for sharing information and provides free Duke Box

accounts to all employees: https://duke.account.box.com/login

Is there a policy about who can review applications?

See the “Policy on Confidentiality of Graduate Student Files” on the website at:

Graduate School Application Data Security Policy. Currently enrolled graduate

students are strictly prohibited from accessing any of the data mentioned in the confidentiality

policy, whether the data pertains to fellow students or to applicants.

b. All applications are reviewed, and appropriate and fair treatment is given to every

applicant. It is up to you to ensure that all matters related to the consideration of

applicants are handled equitably and, where necessary, are documented.

How can a department switch an application to another department?

Due to the interdisciplinary nature of much of the research in departments and

programs, it sometimes happens that an application file starts out in one department

before the faculty reviewers realize that it is more appropriate for the file to be reviewed by

another department. When an application file is transferred to another department after either of

the programs’ application deadlines, The Graduate School must have documentation of a) the

applicant’s agreement to the change (an email message is acceptable), b) an email from the

DGS of the new department stating a willingness to review the application, and c)

confirmation from the DGS of the department to which the applicant originally applied stating

their confirmed intention to release the application to the new department. Contact your

Department Specialist for more information.

c. Relevant information communicated by the applicant to the department is relayed to

your assigned Department Specialist so that the applicant’s file can be updated.

What do I do if an applicant asks to withdraw before a decision is made?

Please forward the applicant correspondence to your assigned Department

Specialist. The graduate admissions office will add the email to the applicant’s file

Last updated: January 22, 2024 9

for documentation purposes and take the appropriate steps to withdraw the

applicant.

d. Decisions are submitted in a timely fashion in Slate for every applicant who applies

to your department.

Is there a deadline by which the department needs to make decisions?

The Graduate School requires that all Ph.D. applicants receive notification of the

status of their files no later than two weeks before April 15. Departments should

submit their decision recommendations by March 29 to allow time for the graduate admissions

office to send out decision letters a full two weeks prior to April 15. Many applicants are well

aware of the April 15 agreement stated in the Council of Graduate Schools “Resolution

Regarding Graduate Scholars, Fellows, Trainees, and Assistants” (http://cgsnet.org/april-15-

resolution).

The earliest decisions are usually made in January, with the review process continuing

for most departments into February and early March. Whatever the department's

schedule, bear in mind that it is crucial that applicants be informed of admission

decisions as soon as possible.

2. Decision Recommendations: Only the DGS in each department has the security access

in Slate to submit recommended decisions to the graduate admissions office. Slate

allows for the submission of one of three recommended decisions: Recommend Deny,

Recommend Waitlist, or Recommend Admit.

G. Graduate School Processing of Recommended Decisions

Submitted decisions will trigger a series of actions on the application in Slate. After one

business day, The Graduate School will perform several final checks on the applications.

These checks must be completed before the recommended decision can be approved by

the Associate Dean for Graduate Admissions.

1. Recommend Deny: After a Recommend Deny decision is registered for an applicant,

the graduate admissions office notifies the denied applicant that a decision has been

made and asks the applicant to log into their Slate Applicant Portal to view the decision.

Does it matter whether or not the department keeps track of deny reasons?

Yes. An applicant who has been denied admission will often contact the graduate

admissions office requesting an explanation. In such situations, the graduate

admissions office tells the applicant to contact the department directly to determine the

reason for the denial.

2. Recommend Waitlist: After a Recommend Waitlist decision is registered for an

applicant, the graduate admissions office notifies the waitlisted applicant that a decision

has been made and asks the applicant to log into their Slate Applicant Portal to view the

decision. The applicant can choose to withdraw from the waiting list from their

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Applicant Portal. Unless the applicant withdraws from the waiting list, the DGS will be

required to enter a final decision for the waitlisted applicant in Slate at a later date.

3. Recommend Admit: After a Recommend Admit decision is registered for an applicant,

an Admissions Specialist reviews the applicant’s file to ensure that all Graduate School

admissions requirements have been fulfilled and that all necessary financial award

processing (where applicable) has been completed. Once this review is complete, the

applicant’s file is sent to the Associate Dean for Graduate Admissions for approval.

IMPORTANT:

If the department sends a financial award letter to an applicant, the department

should also send a copy of this letter (signed or unsigned) to the graduate

admissions office so that this correspondence can be added to the applicant’s Slate

file. Please email the letter to [email protected].

a. During this process, it may be determined that the applicant’s file requires an

additional review by either the Associate Dean for Graduate Admissions or the

Senior Associate Dean of Academic Affairs before the decision is approved.

b. If the Associate Dean for Graduate Admissions approves the DGS’s decision

recommendation, the graduate admissions office notifies the applicant that a decision

has been made and asks the applicant to log into their Slate Applicant Portal to view

the decision. The applicant can accept or decline their offer of admission from their

Applicant Portal until April 15 or 15 days after the decision notification, whichever

is later. The DGS and the DGSA can easily see when an applicant has received

his/her decision letter by logging into Slate. The letter will be visible on the

Timeline and also in the Departmental Workflow.

Departmental Service Requirements Letter: Each admitted Ph.D. applicant should

receive a departmental service requirements letter within two weeks of being admitted. A

template for the letter is included at the end of this section of the DGS manual.

H. Required GRE/GPA for Admission to The Graduate School

The Graduate School does not specify a strict cut-off point for GRE scores or undergraduate

grade point averages. While we obviously seek to admit above-average students, we realize

that scores and grades do not provide a complete picture of an applicant.

While GRE scores are often a controversial subject, most departments continue to find them

a useful tool for making comparisons among applicants. In an effort to ensure that scores are

used appropriately, the GRE Board sets usage policies and publishes guidelines that are

distributed to test takers as well as score users. For more information, view the ETS

guidelines at http://www.ets.org/gre/institutions/scores/guidelines. Only if we follow the

guidelines established by the GRE Board can we expect their support if an admission

decision is ever legally challenged. It is most important to remember that GRE scores are

only one component of an applicant's file. While useful, they should never be

considered apart from all available credentials, and they should never be the sole basis

Last updated: January 22, 2024 11

for rejecting or accepting an applicant. The Graduate School's approach to the GRE can

best be described as vigilant yet flexible; we keep a watchful eye on our school-wide

averages but review each applicant’s file in a holistic manner, as we expect departments to

do.

The GRE test reports the Verbal Reasoning and Quantitative Reasoning measures on a 130

– 170 score scale in 1-point increments. A sample pdf of the score report is available here:

http://www.ets.org/s/gre/pdf/institution_score_report.pdf.

I. Non-Degree Admission

In the online application, applicants very few options to apply for non-degree admission.

There are two types of non-degree applicants: a) applicants to the Office of Continuing

Studies and b) international exchange students. In the rare case that an applicant should be

admitted as a non-degree student within your department, please contact the Graduate

School Admissions office to discuss next steps.

1. Non-Degree Applicants: Applicants who wish to undertake non-degree graduate work

at Duke University must be formally admitted to The Graduate School by the

Admissions Dean. Non-degree admission is granted in two different categories: (1)

admission as a non-degree student through an affiliated international exchange

institution with a specific department, or (2) admission through the Office of Continuing

Studies (CED) as a non-degree student without department affiliation.

a. Prerequisites for admission include a four-year U.S. bachelor’s degree (or the

equivalent) from a regionally accredited institution, unofficial transcripts from each

institution listed in the application, a statement of purpose, and two official letters of

recommendation. Applicants who do not speak English as a first language must also

submit official TOEFL or IELTS scores.

b. Duke graduate course credits earned by a non-degree student before the student is

granted full admission to The Graduate School may be transferred to a graduate

degree program if: (1) the action is recommended by the student’s DGS and

approved by the Dean; (2) the coursework is not more than two years old; (3) the

credit awarded does not exceed one full-time semester; and (4) all coursework

received grades of B or higher. This is considered retroactive credit, not a transfer of

credit. More information about retroactive credits can be found on The Graduate

School website.

2. International Exchange Applicants: The Graduate School has entered into a number

of international exchange program agreements to promote international collaboration in

the exchange of educational, intellectual, and cultural ideas. Applicants admitted to these

programs are pre-screened and allowed one year of non-degree study.

a. Prerequisites for admission include a four-year U.S. bachelor’s degree (or the

equivalent) from a regionally accredited institution, unofficial transcripts from each

Last updated: January 22, 2024 12

institution listed in the application, a statement of purpose, and two official letters of

recommendation. Applicants who do not speak English as a first language must also

submit official TOEFL or IELTS scores.

b. Each student’s tuition and stipend costs are covered according to the terms of Duke’s

agreement with the host institution. There are no monetary costs to the department.

In addition to being recommended for admission by the DGS, the exchange student

must be admitted to The Graduate School through the regular channels.

J. Student Response to an Offer of Admission

Once a candidate accepts or declines an offer of admission, their record in Slate will update

accordingly. The department staff should notify The Graduate School whenever they receive

an applicant's response to an offer of admission that is not reflected in Slate and should ask

the applicant to officially record the response by entering the decision through the Applicant

Portal in Slate

1. Decision Deadlines: The deadline for officially accepting the offer of admission is April

15 or two weeks from the receipt of the admission notification, whichever is later.

a. Duke University is a signatory of the Council of Graduate Schools resolution

regarding student obligation for accepting financial support prior to April 15. Under

the resolution, students are under no obligation to respond to offers prior to April 15.

b. If the given deadline passes, and the graduate admissions office has not heard from

the applicant, the applicant will be administratively withdrawn.

2. If the applicant declines: Applicants are asked to officially decline offers of admission

from their Slate Applicant Portal. The graduate admissions office will track decline

reasons and make them available in the yearly report. Application information will be

stored by The Graduate School for one year, should the applicant decide to reapply.

3. If the applicant accepts: Applicants are asked to officially accept offers of admission

using their Slate Applicant Portal. The matriculation process cannot start until the

student has accepted the offer online.

What if an applicant wants to defer to a future term?

All deferral requests must begin at the department level, with the applicant emailing

their request with specific rationale. If the DGS supports an applicant’s deferral

request, then the DGS must submit the request through our form in Slate (guide provided in our

Box folder here). The DGS’s request must state a legitimate reason for the deferral and the

length of the requested deferral period (no more than one year from the admission term). This

request will be reviewed and decisioned by the Associate Dean for Admissions. Deferrals are

seldom granted and most likely the applicant will need to reapply. The Graduate School defers

Last updated: January 22, 2024 13

the applicant’s accepted offer and not their admission offer. Valid reasons for a deferral include

health issues, visa issues beyond the student’s control, or military service. The official steps for a

deferral request can be found on our webpage here.

K. Steps to Matriculation

After the applicant accepts the admission offer online, the matriculation process proceeds as

follows:

1. The graduate admissions office sends the student an email requesting official,

confidential transcripts from each institution listed in the online application. Once the

official transcripts are received, an Admissions Specialist compares the grades and

GPAs listed in the official transcripts to those listed in the student’s unofficial

transcripts. The graduate admissions office also checks the official transcripts to confirm

that any degrees the student was expected to receive have been conferred.

IMPORTANT:

The Graduate School reserves the right to rescind any offer of admission if any

discrepancies are found between the unofficial transcripts uploaded to the application and the

official transcripts received from the student’s educational institutions. If proof of the

awarding of the undergraduate degree is not on file by mid-semester of the student’s first

enrollment term, registration for the following term will be blocked.

2. A Department Specialist guides incoming students who are not U.S. citizens or U.S.

Permanent Residents through the visa process.

a. Each applicant receives an email with instructions for submitting a Visa Services

web form request for either an I-20 form (for an F-1 Student visa) or a DS-2019

form (for a J-1 Visiting Scholar visa).

b. After submitting the web form, the student is asked to send the following documents

directly to The Graduate School:

i. Visa Services web form Signature Page

ii. photocopy of passport

iii. copies of previous visas (if applicable)

iv. proof of funding* (often the Duke admit/award letter)

*U.S. immigration law requires that Duke University have documented evidence

that a student has adequate financial resources to cover the estimated cost of

attendance as determined by the Office of Financial Aid for one year. A self-

funded student must submit an official bank statement demonstrating an

adequate balance. If a student is sponsored by a parent or organization, he or she

must also submit a signed sponsor’s statement.

Last updated: January 22, 2024 14

How does Duke’s financial support of an international student impact

the visa process?

If an international student will be receiving financial support from Duke that is not reflected in

the admission letter sent by The Graduate School, please notify the graduate admissions office of

this fact as soon as possible so that the student’s visa request can be processed. Questions

concerning financial support should be directed to The Graduate School’s Office of Financial

Aid.

3. After all required documentation has been received, a graduate admissions staff member

will matriculate the student. In the case of U.S. students, matriculation occurs upon

receipt of all required official transcripts. In the case of international students,

matriculation occurs upon receipt of required visa documentation and official

transcripts.

L. Information for Admitted Students

The admission letter directs newly admitted students to their Slate Applicant Portal. Once

the student has accepted their offer, their Portal will populate with the graduate student

checklist also available on our website, which will help admitted students track any

necessary paperwork they must complete before the beginning of their program.

(http://gradschool.duke.edu/admissions/admitted-students) The graduate admissions office

does not send any new student information through the mail.

1. NetID: OIT distributes NetIDs to incoming students via email upon matriculation.

Generally speaking, the activation email reaches the student within three business days.

The student is then able to activate their NetID and email account. The activation email

is re-sent every two weeks until the NetID is activated. If a matriculated student has not

received the email, ask the student to contact the OIT help desk.

2. DukeCard: All Duke students are expgro.

3. Health Requirements

a. Proof of Immunization: North Carolina law requires all students enrolled in

colleges or universities in this state to present proof of certain required

immunizations on or before the first day of matriculation. To access the

immunization form, an admitted student will need a Duke NetID and

password. Students’ questions about immunization requirements should be directed

to Student Health (Student Health Immunization Compliance).

b. Health Insurance: Information concerning health insurance, including details about

plan coverage, contact information, claims submission, and dependent coverage is

available from Student Health (Student Affairs Health Insurance).

Last updated: January 22, 2024 15

4. Housing: A limited amount of on-campus housing is available for first-year non-U.S.

citizen grad students. A wide variety of housing is available off campus. Students should

consult the Graduate and Professional Student housing website for details on the various

types of housing available both on and off campus.

5. Orientation: Orientation Week is typically held the last full week of August. The

presence of ALL newly admitted graduate students is strongly encouraged at Graduate

Student Orientation. More information about Graduate School orientation events can be

found at Graduate School Orientation Week.

6. English Language Placement Exams: The Graduate School requires that students

whose first language is not English demonstrate proficiency in academic English by

taking oral and written exams upon their arrival at Duke. The exams are typically given

each semester in the week prior to the beginning of classes, and students must arrive at

Duke in time to take them. The Pratt School of Engineering manages the English

language placement for all students attending Pratt.

Non-degree students are exempt from the exam requirements. Exemption requests for

other students are handled on an individual basis according to the criteria listed on the

EIS website. Questions can be directed to Brad Teague, EIS Assistant Dean/Director at

[email protected].

Last updated: January 22, 2024 16

MASTER’S NO AWARD POSSIBLE LETTER (TEMPLATE)

{Decision-Released-Date}

{First} {Last}

{Address Block}

Dear {First} {Last},

I am pleased to inform you that you have been admitted to Duke University's {Academic-Plan} program

for the {Admit-Term} term. Duke University operates with a highly selective admissions policy, and I

congratulate you upon this positive decision.

Due to limited departmental funding, we are unable to offer you a Duke scholarship for pursuit of this

degree. Please know that this lack of funding in no way reflects our view of your credentials or your

ability to succeed as a master's student. If you require funding for your studies, we encourage you to

research master's funding opportunities online (The Graduate School's Find Funding

page is a good place

to start) and to apply for any relevant opportunities as early as possible.

Information regarding Duke University requirements, course registration, housing, disability services,

cost of attendance, and other important matters can be found online at our admitted student website

and

our financial aid website.

This admissions offer is valid until {Enrollment-Response-Deadline}. Please accept or decline this offer

using your Applicant Portal. If you choose to accept this offer and have not yet submitted your official,

confidential transcripts, please do so as soon as possible. Official transcripts must be sent to The Graduate

School directly from the institution issuing the transcript, or by the student in a sealed envelope bearing

the institution's stamp on the outside of the envelope.

Through this offer of admission, we are expressing our confidence that you will excel in your chosen

field. I hope you will decide to enroll at Duke and contribute to the work of our scholarly community. If

you have any questions about your admission offer, please contact the graduate admissions office at (919)

684-3913 or grad-admissions@duke.edu.

Admission to a master's program is a significant personal and professional milestone. Congratulations,

once again, on this outstanding accomplishment.

Sincerely,

Suzanne Barbour, Ph.D.

Dean of The Graduate School

Vice Provost for Graduate Education

Last updated: January 22, 2024 17

Last updated: January 22, 2024 18

MASTER’S DEPARTMENT NOTIFIES OF AWARD

LETTER (TEMPLATE)

{Decision-Released-Date}

{First} {Last}

{Address Block}

Dear {First} {Last},

I am pleased to inform you that you have been admitted to Duke University's {Academic-Plan} program

for the {Admit-Term} term. Duke University operates with a highly selective admissions policy, and I

congratulate you upon this positive decision.

Details of your financial support package will be sent to you directly by your admitting department or

program under separate cover. Information regarding Duke University requirements, course registration,

housing, disability services, cost of attendance, and other important matters can be found online at our

admitted students website and our financial aid website

In October 2019, the Council of Graduate Schools (CGS) renewed the Resolution Regarding Graduate

Scholars, Fellows, Trainees, and Assistants, which outlines student rights and obligations concerning

acceptance of offers of financial support. A copy of this resolution can be accessed on the CGS website

This admissions offer is valid until {Enrollment-Response-Deadline}. Please accept or decline this offer

using your Applicant Portal. If you choose to accept this offer and have not yet submitted your official,

confidential transcripts, please do so as soon as possible. Official transcripts must be sent to The Graduate

School directly from the institution issuing the transcript, or by the student in a sealed envelope bearing

the institution's stamp on the outside of the envelope.

Through this offer of admission, we are expressing our confidence that you will excel in your chosen

field. I hope you will decide to enroll at Duke and contribute to the work of our scholarly community. If

you have any questions about your admission offer, please contact the graduate admissions office at (919)

684-3913 or grad-admissions@duke.edu.

Admission to a master's program is a significant personal and professional milestone. Congratulations,

once again, on this outstanding accomplishment.

Sincerely,

Last updated: January 22, 2024 19

Suzanne Barbour, Ph.D.

Dean of The Graduate School

Vice Provost for Graduate Education

Last updated: January 22, 2024 20

MASTER’S NO MENTION OF AWARD LETTER

(TEMPLATE)

{Decision-Released-Date}

{First} {Last}

{Address Block}

Dear {First} {Last},

I am pleased to inform you that you have been admitted to Duke University's {Academic-Plan} program

for the {Admit-Term} term. Duke University operates with a highly selective admissions policy, and I

congratulate you upon this positive decision.

Information regarding Duke University requirements, course registration, housing, disability services,

cost of attendance, and other important matters can be found online at our admitted student website

and

our financial aid website.

This admissions offer is valid until {Enrollment-Response-Deadline}. Please accept or decline this offer

using your Applicant Portal. If you choose to accept this offer and have not yet submitted your official,

confidential transcripts, please do so as soon as possible. Official transcripts must be sent to The Graduate

School directly from the institution issuing the transcript, or by the student in a sealed envelope bearing

the institution's stamp on the outside of the envelope.

Through this offer of admission, we are expressing our confidence that you will excel in your chosen

field. I hope you will decide to enroll at Duke and contribute to the work of our scholarly community. If

you have any questions about your admission offer, please contact the graduate admissions office at (919)

684-3913 or grad-admissions@duke.edu.

Admission to a master's program is a significant personal and professional milestone. Congratulations,

once again, on this outstanding accomplishment.

Sincerely,

Suzanne Barbour, Ph.D.

Dean of The Graduate School

Vice Provost for Graduate Education

Last updated: January 22, 2024 21

MASTER’S EXTERNAL FUNDING LETTER (TEMPLATE)

{Decision-Released-Date}

{First} {Last}

{Address Block}

Dear {First} {Last},

I am pleased to inform you that you have been admitted to Duke University's {Academic-Plan} program

for the {Admit-Term} term. Duke University operates with a highly selective admissions policy, and I

congratulate you upon this positive decision.

I understand that you have applied for or have been awarded an external fellowship and congratulate you

on that as well. If you have been awarded an external fellowship, and have your award documentation,

please complete the Graduate School Financial Aid Office's External Funding Intake Form

Details of your financial support package will be sent to you directly by your admitting department or

program under separate cover. Information regarding Duke University requirements, course registration,

housing, disability services, cost of attendance, and other important matters can be found online at our

admitted students website and our financial aid website

This admissions offer is valid until {Enrollment-Response-Date}. Please accept or decline this offer using

your Applicant Portal. If you choose to accept this offer and have not yet submitted your official,

confidential transcripts, please do so as soon as possible. Official transcripts must be sent to The Graduate

School directly from the institution issuing the transcript, or by the student in a sealed envelope bearing

the institution's stamp on the outside of the envelope.

Through this offer of admission, we are expressing our confidence that you will excel in your chosen

field. I hope you will decide to enroll at Duke and contribute to the work of our scholarly community. If

you have any questions about your admission offer, please contact the graduate admissions office at (919)

684-3913 or grad-admissions@duke.edu.

Admission to a master's program is a significant personal and professional milestone. Congratulations,

once again, on this outstanding accomplishment.

Sincerely,

Last updated: January 22, 2024 22

Suzanne Barbour, Ph.D.

Dean of The Graduate School

Vice Provost for Graduate Education

Last updated: January 22, 2024 23

PHD EXTERNAL FUNDING LETTER (TEMPLATE)

{Decision-Released-Date}

{First} {Last}

{Address Block}

Dear {First} {Last},

I am pleased to inform you that you have been admitted to Duke University's {Academic-Plan} program

for the {Admit-Term} term. Duke University operates with a highly selective admissions policy, and I

congratulate you upon this positive decision.

I understand that you have applied for or have been awarded an external fellowship and congratulate you

on that as well. If you have been awarded an external fellowship, and have your award documentation,

please complete the Graduate School Financial Aid Office's External Funding Intake Form

. Be assured

that our financial aid office will work with your external funding source, and your department, to ensure

that you receive a full tuition scholarship and fellowship package that is at or above the level of your

standard departmental award through at least the fifth consecutive year of your doctoral studies since your

matriculation term, provided you maintain satisfactory academic progress.

Information regarding Duke University requirements, course registration, housing, disability services, and

other important matters can be found online. In addition you will have access to the many

professional

development programs and student support services of The Graduate School, all of which are designed to

help you succeed here at Duke and beyond.

Your admitting department will communicate its expectations for teaching training and research training

with you directly. After the fifth year, you are responsible for tuition and fees, but you will have the

opportunity to apply for a sixth-year tuition scholarship from your graduate program if no other funding

source is available. You can find more information about our financial support on our

financial aid

website. Click here for a full breakdown of the cost of attendance. I also encourage you to speak with

your program's director of graduate studies if you have questions about departmental funding.

As a member of the Duke graduate community, we expect you to make a good faith effort to apply for all

possible institutional and external scholarships and fellowships available to students in your field, and we

commend your current efforts in this regard. Not only do external scholarships and awards support The

Graduate School's commitment to provide five consecutive years of full support for all Ph.D. students,

Last updated: January 22, 2024 24

they are also a prestigious and valuable acknowledgement of your research and scholarship. In the event

that you are successful in the competition for an external scholarship or fellowship that can be used for

your first year of study, we expect that you will accept that award in place of Duke's support package and

notify us accordingly. To ensure that your acceptance of any external award does not put you at a

financial disadvantage, The Graduate School will work with your department to supplement the external

fellowship, as needed, to bring your support to at least the total amount outlined in the offer of financial

support.

Health insurance is required for all Duke students. Dental insurance is not required, but an optional

benefit. If you choose to enroll in Duke's student medical insurance plan (Duke SMIP) or the dental

insurance plan, The Graduate School will cover the cost of your individual premium through the first six

consecutive years.

Information on both insurance plans can be found at https://gradschool.duke.edu/medical-dental.

International students holding F-1 or J-1 visas are required to enroll in the Duke SMIP. Domestic students

may choose not to enroll in the Duke plan; however, those who do not enroll must meet the

waiver

criteria and provide proof of comparable alternative insurance coverage.

In October 2019, the Council of Graduate Schools (CGS) renewed the Resolution Regarding Graduate

Scholars, Fellows, Trainees, and Assistants, which outlines student rights and obligations concerning

acceptance of offers of financial support. A copy of this resolution can be accessed on the CGS website.

This admissions offer is valid until {Enrollment-Response-Deadline}. Please accept or decline this offer

using your Applicant Portal. If you choose to accept this offer and have not yet submitted your official,

confidential transcripts, please do so as soon as possible. Official transcripts must be sent to The Graduate

School directly from the institution issuing the transcript, or by the student in a sealed envelope bearing

the institution's stamp on the outside of the envelope.

Through this offer of admission, we are expressing our confidence that you will excel in your chosen

field. I hope you will decide to enroll at Duke and contribute to the work of our scholarly community. If

you have any questions about your admission offer, please contact the graduate admissions office at (919)

684-3913 or grad-admissions@duke.edu.

Admission to a Ph.D. program is a significant personal and professional milestone. Congratulations, once

again, on this outstanding accomplishment.

Sincerely,

Suzanne Barbour, Ph.D.

Dean of The Graduate School

Vice Provost for Graduate Education

Last updated: January 22, 2024 25

PHD RESEARCH ASSISTANTSHIP LETTER

(TEMPLATE)

{Decision-Released-Date}

{First} {Last}

{Address Block}

Dear {First} {Last},

I am pleased to inform you that you have been admitted to Duke University's {Academic-Plan} program

for the {Admit-Term} term. Duke University operates with a highly selective admissions policy, and I

congratulate you upon this positive decision.

As a student in the program, you will receive a first-year financial award that consists of a tuition and fee

scholarship, student health and dental insurance coverage, and a stipend. As part of Ph.D. training, we

believe one needs to engage in research training by being a research assistant in your first year. Your

department will provide more information on research assistant expectations as well as other particulars

specific to your department. In addition you will have access to the many

professional development

programs and student support services of The Graduate School, all of which are designed to help you

succeed here at Duke and beyond.

Details of your first-year financial support package are listed at the bottom of this letter. As part of your

financial support, after the first year you may be required to conduct further research training and/or

teaching training. Your admitting department will inform you of any such training requirements within

the next five business days. Information regarding Duke University requirements, course registration,

housing, disability services, and other important matters can be found online

The Graduate School and your department will ensure that you are supported through at least the fifth

year since your matriculation term -- which means you will be provided with the standard departmental

stipend and tuition and fees scholarships for those years -- provided that you remain in good academic

standing, complete your department's teaching or research training requirements, and are making

satisfactory progress toward your degree. Your admitting department will communicate its expectations

for teaching and research training with you directly. After the fifth year, you are responsible for tuition

and fees, but you will have the opportunity to apply for a sixth-year tuition scholarship from your

graduate program if no other funding source is available. You can find more information about our

financial support on our financial aid website. Click here

for a full breakdown of the cost of attendance. I

also encourage you to speak with your program's director of graduate studies if you have questions about

departmental funding.

Last updated: January 22, 2024 26

As a member of the Duke graduate community, we expect you to make a good faith effort to apply for all

possible institutional and external scholarships and fellowships available to students in your field. Not

only do external scholarships and awards support The Graduate School's commitment to provide five

consecutive years of full support for all Ph.D. students, they are also a prestigious and valuable

acknowledgement of your research and scholarship. In the event that you are successful in the

competition for an external scholarship or fellowship that can be used for your first year of study, we

expect that you will accept that award in place of Duke's support package and notify us accordingly. To

ensure that your acceptance of any external award does not put you at a financial disadvantage, The

Graduate School will work with your department to supplement the external fellowship, as needed, to

bring your support to at least the total amount outlined in the offer of financial support.

The tuition and fee scholarship, as well as your individual health and dental insurance premium, will be

disbursed directly to your student account. Your stipend will be distributed monthly beginning in August.

You should, therefore, plan accordingly for your arrival in August.

Health insurance is required for all Duke students. Dental insurance is not required, but an optional

benefit. If you choose to enroll in Duke's student medical insurance plan (Duke SMIP) or the dental

insurance plan, The Graduate School will cover the cost of your individual premium through the first six

consecutive years. Information on both insurance plans can be found at

https://gradschool.duke.edu/medical-dental. International students holding F-1 or J-1 visas are required to

enroll in the Duke SMIP. Domestic students may choose not to enroll in the Duke plan; however, those

who do not enroll must meet the waiver criteria

and provide proof of comparable alternative insurance

coverage.

In October 2019, the Council of Graduate Schools (CGS) renewed the Resolution Regarding Graduate

Scholars, Fellows, Trainees, and Assistants, which outlines student rights and obligations concerning

acceptance of offers of financial support. A copy of this resolution can be accessed on the CGS website

This admissions offer is valid until {Enrollment-Response-Deadline}. Please accept or decline this offer

using your Applicant Portal. If you choose to accept this offer and have not yet submitted your official,

confidential transcripts, please do so as soon as possible. Official transcripts must be sent to The Graduate

School directly from the institution issuing the transcript, or by the student in a sealed envelope bearing

the institution's stamp on the outside of the envelope.

Through this offer of admission, we are expressing our confidence that you will excel in your chosen

field. I hope you will decide to enroll at Duke and contribute to the work of our scholarly community. If

you have any questions about your admission offer, please contact the graduate admissions office at (919)

684-3913 or grad-admissions@duke.edu.

Admission to a Ph.D. program is a significant personal and professional milestone. Congratulations, once

again, on this outstanding accomplishment.

Sincerely,

Suzanne Barbour, Ph.D.

Dean of The Graduate School

Vice Provost for Graduate Education

Last updated: January 22, 2024 27

Last updated: January 22, 2024 28

PHD STANDARD FELLOWSHIP LETTER (TEMPLATE)

{Decision-Released-Date}

{First} {Last}

{Address Block}

Dear {First} {Last},

I am pleased to inform you that you have been admitted to Duke University's {Academic-Plan} program

for the {Admit-Term} term. Duke University operates with a highly selective admissions policy, and I

congratulate you upon this positive decision.

As a student in the program, you will receive a first-year financial award that consists of a tuition and fee

scholarship, student health and dental insurance coverage, and a fellowship stipend. In addition you will

have access to the many professional development programs and student support services

of The

Graduate School, all of which are designed to help you succeed here at Duke and beyond.

Details of your first-year financial support package are listed at the bottom of this letter. As part of your

financial support, after the first year you may be required to conduct further teaching training and/or

research training. Your admitting department will inform you of any such training requirements within