Don’t freak out – we’ve got it under control

By Tom

Many of you, I’m sure, are getting ready to submit those applications within the next few days (if you haven’t already) to make the December 15 Scholars deadline. For others, the January 15 Regular Decision and Early Decision II deadlines are just a month away. Transcripts and letters and supplements are descending upon our office in droves, and a big shout-out goes to our wonderful Operations staff, who so meticulously process materials and prepare application folders for review. Trust me, they do a phenomenal job taking care of every application we receive.

I know that, once you click the “submit” button and postmark those supplemental materials, you’ll be anxious to make sure we receive everything and have your completed application. But I’m going to ask you to take a deep breath, be patient, and give us some time to process things. We’re dealing with thousands of applications, and, even after the different parts of your application arrive here, it can take a little while for everything to come together in the same place. So don’t pick up that phone to call us just yet! Here’s what you need to know first, and this can help make the process much smoother and less stressful for all of us.

When you apply, here’s what to expect from us:

• If you apply electronically, you should receive an automatic e-mail from either the Common Application or the Richmond Web Application acknowledging the fact that you clicked the button and submitted your application.

• Within three or four business days of our receiving your application (paper or electronic), you should receive an e-mail from our office acknowledging that we have received it and reminding you of the other required pieces (transcript, letter of recommendation, etc.) This is not to say that we have not received those pieces already – it is a form e-mail that goes out to everybody who applies, not a specialized e-mail telling you we’re missing those things.

• Within two weeks of applying, you will receive a letter in the mail, which will give you a login and password for BannerWeb, our online filing system. Using that information, you can log in and actually see which pieces of your application we have received and which we haven’t. Make sure you keep that letter – while we do our best to let you know if we’re missing anything, it is ultimately your responsibility to check and make sure your application is complete.

As long as all your materials are postmarked by the proper deadline, you should be good to go. If you receive the letter two weeks later, log into BannerWeb, and discover that something is missing, that is the time to call our office – and don’t worry, because even after the deadline we will be able to accept materials, if for some reason they did not make it here in the first place. We would rather you wait until you receive the letter, check BannerWeb for yourself, and call us after the deadline, than call us sooner, when materials might still be in the mail or in processing and we can’t confirm anything for you.

So the message is: don’t freak out. Or, if I may steal someone else’s tagline: you’re in good hands.

One important note: our office will be closed for the University’s winter vacation from December 24 to January 4. We won’t be issuing e-mails or letters during that time period, so if you’re applying in mid- or late December, factor that into the timeline mentioned above.

We look forward to seeing your applications!


  1. Joey
    Posted December 19, 2008 at 12:14 pm | Permalink

    Hi, if you wanted to apply for the Dec.15 Scholars deadline but submitted your application at 12:35 a.m on Dec.16 will you still be considered for the scholarship?

    • Tom
      Posted December 19, 2008 at 12:58 pm | Permalink


      You will be considered for the scholarship. We’re not going to be quite that picky. We have to take time zones into account when we make our cut-offs, so the actual deadline occurs when December 15 is finally over all over the world (sometime during the day on December 16, EST).

  2. Silviya
    Posted January 29, 2009 at 2:43 pm | Permalink

    Hi 🙂

    I have already sent my application- a few days before December 15 and I’m a little worried that I haven’t heard anything from the Admission Office yet. It should have arrived by now.

    • Tom
      Posted January 29, 2009 at 3:53 pm | Permalink


      If you submitted your application by December 15 you should have received notification of receipt via e-mail within a week or so. Please contact and let them know – they should be able to help you out.

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