Sending Scores / Institutional codes Questions

[Char123]

I took the GRE today, however, I have not any of my grad school apps. In other words, I have not made an online application account. I had my scores sent to the departments I'm applying for. Since I don't have an account made, will this cause trouble when they receive the scores?

 

Also, what I was confused about when sending scores was the institutional code, which seems to be the same for every university. For example, I sent my scores to the aerospace engineering departments at Princeton, University of Michigan, Caltech; all of these schools had "1601" as there institutional code. Is this code supposed to be the same for the same department at different universities?

[TakeruK]

It should be okay if you send your score before you start your application. When I started my applications in 2011, I was able to access test scores sent in 2009.

 

However, I am not sure that multiple schools have the same institution code. What I found was that each school has their own Institution Code, but the "Astronomy" department at every school tend to have the same or very similar codes. 

[Char123]

It should be okay if you send your score before you start your application. When I started my applications in 2011, I was able to access test scores sent in 2009.

 

However, I am not sure that multiple schools have the same institution code. What I found was that each school has their own Institution Code, but the "Astronomy" department at every school tend to have the same or very similar codes. 

Yes, exactly to the latter statement. The insitutional codes themselves were different, but the departments had the exact same code for the 4 I sent to. 

 

I just don't really get how they keep your scores on file if you haven't made an account. 

[TakeruK]

I noticed that in some applications, as soon as I entered my GRE Registration number into the web application, it immediately popped up a message saying that they have my score on file and that my score is X.

 

So, I think the scores are kept in a database and one of the following might be true:

 

1) Scores are kept on a database maintained by ETS. Whenever you take a test, your score is recorded with your GRE Registration number and the codes of the schools that are allowed to see your scores. When you apply to a school, they can then connect to this score server and use your GRE Registration number to get your score (there would be some checking to make sure that school is a school that you have submitted scores to).

 

2) Although scores are probably still maintained by ETS, schools cannot access them. Instead, when you take a test and your score is ready, ETS sends your GRE Registration Number and your Score to all the schools that you've designated. This might be done electronically or via actual mail. When the school receives scores, they don't actually match up score with application right away. Instead, they simply store the Registration Number and Score on their own server, until one day that applicant applies. When they do so, the application and score is matched up!

 

If it's 2, I think scores might be sent electronically (or perhaps the method differ per school). This is because one of my schools immediately got my scores the morning after I ordered my score report (like 12 hours apart). Perhaps the scores are sent through overnight shipping, but that would still be very remarkable turnaround. 

[purpleperson]

I don't know the details of how it's done (as the person above does --  that's awesome), but to the OP, I've had the same concern in the past.  Of late, though, I've reminded myself not to worry.  Obviously people take the GRE at various times throughout the year and presumably send their four free ones at the time they take the test.  Application season is mostly in December to January/Feb -- other times periods, too, for various programs, but generally December to January/February.  I figure there has to be some system whereby your score isn't wasted.  Likewise, these universities probably know full well that students can't open up applications for every school before they take the GRE or even necessarily in the time immediately after.  I've been working on opening up applications, but I've only got half complete at this point.   I have a job and a social life and have to sleep.  Those apps will get opened, but on a schedule I set.   I sent my scores already, though, and am just assuming that schools know what to do.  If they get a score from me, it means an application is probably forthcoming.  If one never arrives, then I changed my mind.  But it doesn't hurt them to hold onto the score until it's obvious I'm not applying (after the deadline).  It's not as if it's taking up space, as the person above said.  It's just something they have access to by logging into something or other.  And these schools have automated systems, too.  I'm sure there's all kinds of software that does these things automatically that we just don't know about.  

Edited October 29, 2013 by purpleperson