Admissions and Scholarships Checklist

The University has aligned its admissions and scholarship practices with I-200 since its implementation in 1999 and complies with all applicable civil rights laws, including Title VI of the Civil Rights Act. Universities receiving federal funds must comply with civil rights laws that prohibit discrimination based on race, color, national origin, and sex, among other protected characteristics. These laws provide that no person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in admissions and scholarship programs and activities.

This checklist is designed to facilitate ongoing compliance with Title VI and I-200 and to support schools and programs engaged in admission and scholarship programs and activities. Units and programs should ensure that their admissions and scholarship practices are in compliance with this checklist and are encouraged to request a consultation if questions arise.

Although the checklist focuses on the protected characteristics of race, color, national origin, and sex, federal and state laws and University policies provide similar protections for other protected characteristics. For questions regarding how federal and state laws and University policies apply to other protected characteristics (creed, religion, citizenship, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status), as well as legal status as a member of American Indian tribes or Alaska Natives, please consult with the Civil Rights Compliance Office at civilrights@uw.edu.

Revised: September 2025
This checklist will be reviewed periodically and updated as needed.

Question 1 – Practices

Do all admissions and scholarship practices refrain from using race, color, national origin, or sex as a factor or consideration?

University practices, including holistic review practices, may not consider race, color, national origin, or sex as a plus or influencing factor of any kind.

Permissible:

Practices that are entirely neutral and do not use race, color, national origin, or sex as a criterion in any form.
Using a “match pool” approach for existing scholarship funds in accordance with University guidelines. For more information about “match pool,” see FAQ.
Practices that consider an applicant’s diverse experiences, such as socioeconomic status, geographic background, or first-generation status (as long as they are not used as a substitute for or means to elicit information about race, color, national origin, and sex and/or to make decisions based on race, color, national origin, and sex to the benefit or disadvantage of specific groups).

NOT permissible:

The consideration of race, color, national origin, or sex in the decisions to admit applicants or award scholarships, even if applicants self-disclose their protected characteristic in response to neutral prompts.

Question 2 – Public Statements

Are public statements, mission statements, or value statements about diversity free of stated goals about or references to increasing diversity based on race, color, national origin, or sex?

Public statements that reference diversity must not suggest that increasing diversity based on race, color, national origin, or sex is a goal of or consideration in admissions or scholarship decisions.

Permissible:

Valuing and seeking diversity, if such language does not indicate or imply that race, color, national origin, or sex are used as a factor, goal, or basis for a preference.
Statements about fostering inclusion or belonging as a general concept when not tied to quotas or preferences based on race, color, national origin, or sex.
Neutral diversity goals—such as geographic, socioeconomic, or experiential diversity.

NOT Permissible:

Statements that imply an individual’s race, color, national origin, or sex are a factor in admission or scholarship decisions, even if indirectly.
The existence of or suggestion of balancing efforts or targets based on race, color, national origin, or sex.

Question 3 – Marketing Materials

Are all admissions or scholarship marketing and communications materials free from language that implies that decisions are based on race, color, national origin, or sex?

Application materials, including related descriptions and instructions, must not suggest that race, color, national origin, or sex are considered in any way (preferred or disadvantaged).

Permissible:

Materials that seek a broad pool of applicants with a variety of viewpoints and experiences, but do not mention or reference diversity based on race, color, national origin, or sex.

NOT permissible:

Materials that reference or single out race, color, national origin, or sex in the context of seeking to increase the broader diversity of the University community.
Statements that suggest goals or outcomes based on race, color, national origin, or sex.

Question 4 – Questions and Essays

Are all diversity-related admissions and scholarship application questions and essays framed in a way that allows the University to evaluate an applicant’s individual experiences and perspectives without regard to race, color, national origin, or sex?

The University may consider how applicants’ experiences have shaped them. It may not solicit or consider any information disclosed by applicants about race, color, national origin, or sex or presume certain experiences or perspectives based on that information.

Permissible:

Prompts that ask about overcoming adversity, leadership, or unique perspectives, without referencing or seeking to elicit information about race, color, national origin, or sex.
Prompts that ask about other types of background and experiences (e.g., first-generation or socioeconomic status) as long as they are not used as a means to elicit information about race, color, national origin, or sex and/or to make decisions based on those protected characteristics or to benefit or disadvantage individuals with specific protected characteristics.

NOT permissible:

Prompts that ask how an applicant’s race, color, national origin, or sex have shaped the applicant’s identity or how the applicant would contribute to diversity based on race, color, national origin, or sex.

Question 5 – Evaluation Practices

Are all admissions and scholarship evaluation practices (training, rubrics, evaluation practices, reviewer guidance, etc.) designed to preclude analysis of an applicant’s race, color, national origin, or sex?

Training and evaluation tools that incorporate language related to concepts associated with diversity, equity, and inclusion must be carefully created to ensure they do not allow for stereotyping or preferencing based on race, color, national origin, or sex.

For additional information about steps to take to ensure an appropriate evaluation, see the FAQ.

Permissible:

Rubrics that emphasize evaluation of individual merit and experience.
Rubrics that assess qualities like resilience, intellectual curiosity, or service without linking these qualities to race, color, national origin, or sex.
Clear and documented rationales for decisions and awards that are unrelated to race, color, national origin, or sex.

NOT permissible:

Reviewer instructions that encourage giving preference to or otherwise evaluating applicants in a way that grants or implies a preference based on race, color, national origin, or sex.
Scoring criteria that reward applicants for disclosing race, color, national origin, or sex or assign value to responses based on content about race, color, national origin, or sex.

FAQ

No. The University and its units cannot advertise or link to third-party scholarships or other external opportunities that use race, color, national origin, or sex as criteria for eligibility, participation, or selection. This includes posting such links on University or unit webpages. Doing so could be interpreted as the University endorsing eligibility or selection criteria based on those protected characteristics.

Units may consider posting information for applicants or students to let them know that many external organizations offer scholarships and opportunities based on a variety of factors, including academic achievement, field of study, leadership, community service, and career goals, that could match their individual interests, experiences, and needs. This information could include how they may search for these external scholarships or other opportunities outside of the University.

The University uses an established “match pool” process for scholarships with stated donor preferences. The “match pool” process separates the selection of scholarship recipients from the matching of scholarships to ensure that any restrictions on a fund do not result in preferential treatment based on protected characteristics. Units that manage funds with a donor preference based on protected characteristics must ensure they are utilizing the “match pool” process appropriately. For more information, contact Endowment and Donor Services at steward@uw.edu.

When an applicant discloses race, color, national origin, or sex in a question or essay, it is crucial to demonstrate that the evaluation of an applicant’s answer did not take those protected characteristics into account. Instead, the focus should be on measuring how effectively the individual’s answer addressed the purpose and objectives of the question, such as their experiences, specific challenges they faced, and how they responded to those challenges.

Here are possible ways to demonstrate a neutral evaluation:

Use a standardized rubric and document accordingly: a clear, consistent rubric should be used to score every response, with specific criteria that align with the question and are unrelated to race, color, national origin, or sex, such as:
- The depth of the challenge described
- The degree of personal agency and effort shown in addressing the challenge
- The insight and maturity demonstrated in reflecting on the experience
- The lessons learned and how they might apply to future academic or personal pursuits
Focus on the narrative, not the identity: The evaluation should center on the content of the applicant’s story and how effectively the applicant addressed the identified criteria for each question. The race, color, national origin, or sex disclosed may be a piece of the story, but how effectively the applicant’s response aligns with the neutral criteria should be used as the basis for the evaluation.
Training: All admissions officers and scholarship application reviewers should receive training, including understanding the importance of evaluating applicants without regard to race, color, national origin, or sex (even if disclosed) and, instead, focusing on the substance of their responses and how it aligns with the identified criteria.

Yes. Units may ask applicants how they can contribute to the University’s long-standing commitment to diversity, understood as ensuring access and opportunity for all individuals—regardless of race, color, national origin, sex, or other protected characteristics. This commitment involves fostering environments where people from all backgrounds and experiences can fully participate, thrive academically and professionally, and feel a sense of belonging.

Questions should focus on the applicant’s relevant skills, experiences, and qualifications. They must not be used to elicit information about or evaluate a candidate’s protected characteristics or identity, nor should they be used to advantage or disadvantage any protected group.

Permissible examples of diversity-related questions or prompts include:

“Our University is committed to creating a community where individuals from all backgrounds and experiences have equitable opportunities to participate, succeed, and feel a sense of belonging. Describe how your academic, extracurricular, or other relevant experiences support this commitment. Include specific actions, challenges faced, and lessons learned.”
“Describe how your experiences have prepared you to contribute to a welcoming and inclusive environment at the University.”

Request a consultation

For questions about the checklist or your admissions or scholarship program, request a consultation with Compliance and Risk Services.

Admissions & Scholarships Consultation