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[hairylarry]

I submitted my doctoral application to X University way back in early December; I followed directions and sent it to their graduate division rather than the humanities department to which I applied. Now, the humanities division is contacting me to tell me that they have none of my materials -- GREs, transcripts, letters of rec. When I called the Graduate school of X University, it turned out they had all of these items but never faxed them over to the humanities department to which I applied. Nonetheless, it seems to me like the humanities dept thinks it is my fault, because they keep telling me to get my materials in. At this point, I am concerned that they think I am turning in all of my stuff late, when in fact it has been in for two months, but the Graduate School never took care to fax it to this particular department. Should I be worried? How should I handle this?

[plantscience]

If you're close, can you physically go pick them up (or copies of them) and take them where they need to be?

[contemporary_]

Write a polite email to the Graduate School asking when the materials were faxed.  You might attach this email to the original confirmation email the GS sent to you months ago.  (if they sent one) 

When GS responds, cc the Humanities Department and reply, stating the HD has not yet received them.

Then you have everything documented and someone will get their ass in gear.

I ended up selecting the department that received one of my LORs and transcripts well after the application deadline.  There was plenty of back and forth to get my file completed.

Fear not, try to create a paper trail instead of communicating by phone.

Good luck.

[locutus]

I 2nd contemporary's advice.

[georgia_guy]

The day that the humanities department indicated that they had not received your materials should have been the day that you sent them a copy.

There are a lot of inefficient processes at some universities. Some people get through them. Others complain about them.

Figure out what you can do to fix this, rather than casting blame.