Document Upload Guide
If you are a reference who has been asked to submit a letter of recommendation, please see our Reference Guide for Letters of Recommendation for the relevant information.
Our online application and document submission process is different from that of other schools in that application materials are uploaded after submitting the actual online application. In this way, the appropriate application materials will be requested as required for your specific academic profile as well as your selected program of study.
There are essentially three steps to the application and materials submission process for Graduate programs.
- Submission of the application.
- Submission of department required supplemental materials.
- Submission of institutional requirements and academic credentials.
During the application process, please do not send paper documents to the Office of Admissions. Official, sealed paper credentials will be requested from applicants who have been offered admission. Any paper credentials received by the Office of Admissions will not be reflected in application records until the end of the application cycle.
- PDF format is required. The file size limit is 5MB.
- To limit file size, scan in the lowest resolution that results in a legible document.
- Documents comprised of multiple pages should be combined into a single PDF file.
- The orientation of the text on the document should match the orientation of the document file, i.e. portrait/landscape.
Once uploaded, documents cannot be viewed or edited by applicants. Ensure that you are submitting the correct document for the specified checklist item.
If you do not have personal access to a scanner, many office service centers and public libraries may provide you access to one. Click this link to learn how you can save a document as a PDF file.
After receiving an acknowledgement email within 3 – 5 business days of submitting the application, you may log back into the application system to access your Processed Application. Requirements will be populated in the checklist based upon your selected program of study. You will need to click on the linked items to submit the documents requested. An example checklist is included below.
- The top Requirements section indicates the institutional requirements, which are requested and tracked by the Office of Admissions.
- Additional Program Requirements include the departmental requirements for your specific program, as well as optional upload links and requests for financial documentation for visa processing (International applicants only).
- A Received date indicates that the item has been received.
- Received items will be accessible by Admissions and department staff the next day.
- Item Statuses will be noted as Received items are reviewed by Admissions or department staff.
- Item Statuses will not be applied to items such as fees and official test scores.
- Requests for additional items may be added if submitted documents are insufficient or illegible.
Institutional requirements, such as transcripts, will be enabled in your checklist after the Office of Admissions has surveyed your application information in order to request only the necessary documents based on your profile. A brief notification will be emailed within a week of application submission once these have been made available, however, you may monitor your status to see when these are added. Guidelines for the submission of Institutional Requirements follow:
- They must be scanned copies of Registrar-issued transcripts or electronic transcripts provided by the Registrar’s Office. You may need to obtain and scan a copy of an official transcript if you do not already possess your own set. Transcripts can usually be obtained by visiting your campus Registrar or Transcript office, or online through the Registrar’s website.
- They must include all courses, credits, grades, and term information. Please also include the transcript key or legend, typically displayed on the back of the transcript.
- Web academic histories and advising/degree audit documents that can be obtained through student web portals are not acceptable.
- Scanned copies of academic credentials are considered unofficial. Certified blue ribbon PDF transcripts will be accepted as official.
- Credentials issued in a foreign language must be accompanied by a copy of a certified English translation, combined into one electronic file. (See English translation requirements)
- All semesterly marksheets from applicable countries (India, Pakistan) should be combined into one electronic file.
- Foreign degree award certificates will be requested under a separate requirement link for degrees, combined with translations as applicable. Exam certificates indicating only the passing of a final exam will not be sufficient for proof of degree.
Non-degree applicants are asked to upload a proof of degree, which may be a transcript on which the award of a degree is indicated or a copy of a degree certificate/diploma.
- TOEFL scores must be submitted to UIC officially through ETS. If you indicated intent to submit IELTS scores or a waiver letter based on employment in the online application, links to upload those items will be added to your checklist. (See English Competency requirements)
- Fee waiver documentation, such as a copy of an Illinois Veteran’s Grant award letter, may be requested from those who select an applicable waiver.
- Prior UIC Graduate degree-seeking students seeking readmission (prior enrollment) to the Graduate College who already have official credentials contained in their permanent admission file will not need to re-submit their credentials from their prior institutions, unless specifically requested by the department.
- Applicants with UIC coursework may upload either a copy of their Web Academic History, available through Student Self Service, or a copy of a transcript, if one is readily available.
It is highly recommended that you visit the department’s website for your intended program of study (http://www.uic.edu/gcat/GPDP). Note that departments may have specific forms that they would like you to complete and upload, or a specific process for the submission of supplemental materials. If you have questions regarding departmental requirements, contact information by program is available through the link above.
These are a few examples of the types of requirements that departments may ask that you submit:
- Writing Sample
- Statement of Purpose
- Supplemental Application
- GRE Scores Note: If required, GRE scores must be reported officially through ETS using our Institutional Code 1851. Some programs have also enabled an upload link for an unofficial GRE Scores Report.
- Application for Graduate Appointment (pdf) Note: The linked form is issued by the Graduate College. Some programs may require use of their own form. Please refer to the department's instructions.
The application checklist will populate with the number of letters of recommendation required for your specific intended program of study. Not all graduate programs require letters of recommendation.
- Upon accessing a “Recommendation Letter” item link, you will be asked to provide the email address of one of your references.
- Indicate only the email address itself. Inclusion of additional text, such as a name, in the email address field may result in an error.
- A Received Date will post when the recommendation letter has been uploaded.
Reference requests are sent from the email address email@example.com. You may ask your references to whitelist this address to ensure that they receive the message. If a reference indicates that he or she has not received the reference request, the message may have been marked as SPAM by their email service.
If you need to re-send a reference request to an existing reference, it is important that you use the same Recommendation Letter link when doing so. If a referee cannot or does not submit a letter of recommendation, you may access the Requirement link and indicate a new reference, as long as the Received date is not populated.
Applicants should not send paper credentials by mail unless the department expressly requests that you send credentials directly to them. In these cases, applicants must still upload a copy electronically to our application system to satisfy the institutional requirements.
Official, sealed academic credentials will be requested from applicants admitted to a degree-seeking program. The request for official paper academic credentials will be noted on the official admission letter from the Office of Admissions. Failure to submit official, sealed academic credentials will result in a registration hold after the 10th day of the admission term, but will only affect registration for the second term at UIC.
The University of Illinois at Chicago reserves the right to request official credentials at any time during the admissions process, and rescind any offer of admission made if discrepancies between unofficial and official credentials are found.