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TOEFL
Search Service
USER MANUAL
JANUARY 2022
The Right Students.
The Right Time. The Right Place.
Start searching at ets.org/toefl/search
ii TOEFL® Search Service User Manual - January 2022CUSTOMER ASSISTANCE
If you have questions about the TOEFL® Search Service, or you would like a complimentary tour of the
service, please contact us by phone, email or mail, see below for details. VPhone: 1-609-524-8070
(Monday-Friday 8:00 a.m.-5:00 p.m. U.S. Eastern Time) VEmail: TOEFLSearch@ets.org
VMail: TOEFL Search Service
Educational Testing Service
660 Rosedale Road
Princeton, New Jersey 08541 USA
Copyright © 2022 by ETS. All rights reserved. ETS, the ETS logo, TOEFL and TOEFL iBT are registered trademarks of ETS in the United States and other countries.
All other trademarks are property of their respective owners. 804928914 TOEFL® Search Service User Manual - January 2022 1TABLE OF CONTENTS
Customer Assistance ...........................................................................................................................................................ii
Overview ....................................................................................................................................................................................2
Minimum System Requirements ...........................................................................................................................2
Eligibility to Participate ..............................................................................................................................................2
Terms of Participation ................................................................................................................................................3
Fees, Payment, and Billing Policies .............................................................................................................................4
FEE, in U.S. Currency ....................................................................................................................................................4
Payment/Billing Policies ............................................................................................................................................4
TOEFL Search Service Criteria ........................................................................................................................................5
Inside the ETS Institution Portal ...................................................................................................................................6
New Account Holders .................................................................................................................................................6
Administrative Features .............................................................................................................................................6
Inside the TOEFL Search Service ................................................................................................................................10
Create a New Search ...............................................................................................................................................11
Saved Searches ..........................................................................................................................................................13
Place an Order ............................................................................................................................................................14
Schedule a Recurring Order ..................................................................................................................................15
Recurring Orders ........................................................................................................................................................20
Edit a Recurring Order .............................................................................................................................................22
Delete a Recurring Order .......................................................................................................................................23
My Orders .....................................................................................................................................................................23
APPENDICES
Appendix A: Search Criteria ..........................................................................................................................................25
Appendix B: Native Language Code List ..............................................................................................................29
Appendix C: State, U.S. Territories and Province Code List ........................................................................30
Appendix D: World Region/Country/Citizenship Code List......................................................................31
Appendix E: Desired Field of Study (Degree) Code List ..............................................................................32
Appendix F: Comma-Delimited Default Record Layout .............................................................................33
2 TOEFL® Search Service User Manual - January 2022
OVERVIEW
The web-based TOEFL® Search Service provides institutions with current, targeted mailing lists ofprospective international students who recently created a TOEFL iBT® profile or registered for a TOEFL iBT
or TOEFL® Essentials TM test and who actively opted in to the Search Service. The TOEFL Search Service database is updated twice a week and will provide you with the most current prospects to help you with your international student recruitment campaigns.The system is available seven days a week, and you can perform unlimited searches and place an order at
any time. Orders are usually available within two hours and no later than the next business day.The TOEFL Search Service helps you to:
increase international student enrollment
invite students to school fairs and open houses promote new programs and departments
oer scholarship and nancial aid opportunitiesMinimum System Requirements
• Target screen resolution is 1024x768 Web browsers which support HTML 5
Oce 2007 or higher is required to download Excel and Word documents Browsers: Firefox® 29.0+, Google Chrome
TM34.0+, Safari® (OSX) 5.0+, Opera 15.0+, Edge 88+
Enable JavaScript, cookies and pop-ups in your browserEligibility to Participate
Institutions eligible to participate in the TOEFL Search Service include accredited (1) institutions that
award undergraduate degrees, (2) institutions that award graduate degrees and (3) English-languageprograms and institutions. Participation is currently available for eligible institutions and organizations
within the United States, Canada, the European Union and many other countries. Because of international
privacy laws, participation may not be available to institutions in certain locations. For additional details,
please contact a TOEFL Search Service specialist.If your institution currently receives TOEFL scores, the institution code you were assigned will also be used for the
TOEFL Search Service. If your institution is not a TOEFL score recipient, please complete and submit the online
request form located on the TOEFL website at: www.ets.org/toe?/score-users/scores-admissions/become. You may also contact TOEFL Code Control at 1-609-771-7091 or codecontrol@ets.org. TOEFL® Search Service User Manual - January 2022 3Terms of Participation
Institutions
Participating institutions agree to the following: The information provided by the TOEFL Search Service will be used only by a participatinginstitution and will not be released to other agencies or to individuals that are not acting directly
for an institution. TOEFL Search Service information will be used only and exclusively to identify potential applicants
and to bring to their attention the educational and nancial opportunities available to them through the institution. The institution will not use names provided by the TOEFL Search Service to discriminate against potential applicants on the basis of race, color, national origin, religion, or gender. To maintain the condential nature of student information, the institution will not copy, release,
use, lend, sell, rent, or otherwise make available student information to any other institution, organization, or individual without the written consent of Educational Testing Service.Any inappropriate or secondary use of the TOEFL Search Service is prohibited. Violations of this agreement
will lead to a cancellation of future service and will be subject to penalty. Note the Search Service registrants have opted in to receive communications from participatinginstitutions via email, postal mail and telephone. Search Service registrants have not opted in to receive
communications via text message; therefore, you do not have permission to send text messages to anySearch Service registrants unless you have sought and received explicit permission from that individual to
receive text messages from your institution/program.Prospective Students
Prospective undergraduate and graduate students are given the opportunity to be included in the Search
Service when they create an ETS account and register for a TOEFL test.Email Marketing
When contacting a list of Search Service registrants via email, your emails should be sent using email
software or sent individually to each prospective student. This approach will keep the list of emailaddresses from being available to all prospective applicants and assure that the information is not being
inadvertently shared. To learn more, contact your institution"s local administrator or tech support.Important: Do not send emails to Search registrants by placing all registrants in the To field. This is a
violation of the ETS Authorization and Use Statement and is subject to penalties.4 TOEFL® Search Service User Manual - January 2022
FEES, PAYMENT, AND BILLING POLICIES
FEE, in U.S. Currency
Per Name Fee $0.75
Search Service fees are inclusive of any sales, use, value-added or similar taxes. In jurisdictions where the
customer is required to account for any local taxes due, the price remitted to ETS excludes those taxes.
In those circumstances, it is the sole responsibility of the customer to pay those taxes to the local tax
authority. ETS is not responsible or liable for collecting and remitting those taxes on the customer"s behalf.
In the jurisdictions* noted Search Service fees are exclusive of any sales, use, value-added or similar taxes
and will be added to the order when it is placed.* Australia, Canada, Colombia, Nigeria, Turkey, United States, Vietnam, and Singapore (eective January 1st, 2023).
Payment/Billing Policies
Payment Terms and Conditions
Payment with an electronic payment or purchase order is due upon the completion of an order. All payments are due in U.S. dollars.Payment with an Electronic Payment
ETS accepts the following credit/debit cards: American Express®, Diners Club International®, Discover®,
JCB®, MasterCard®, UnionPay®, RuPay® or VISA®. You can also use an ACH electronic payment or eCheck if
you have a bank account in the United States or its territories. The following electronic payments may not
be used to schedule recurring orders: Discover or eCheck. Once your payment is approved, you will receive an email conrmation that your payment was completed. Note: Discover, ACH electronic payment or eCheck cannot be used to schedule recurring orders.Payment with a Purchase Order
To complete an order with a purchase order, a valid purchase order number is required. ETS will issue
an invoice to the institution for the total amount due within two business days. Payments are due upon
receipt. TOEFL® Search Service User Manual - January 2022 5 Checks should be made payable to "ETS-TOEFL" and mailed to the following address:P.O. Box 371986
Pittsburgh, PA 15251-7986, USA
All invoices must be paid by the Account Holder in accordance with the payment conditions stated on the invoice. In the absence of specic conditions, the Account Holder must make payment no later thanthirty days after the invoice is issued. If payment is not made in the specified period and the account
is overdue by 90 days or more, the account will be suspended from placing future orders until the full
payment has been made. Fees and payment terms and conditions are subject to change without notice.TOEFL SEARCH SERVICE CRITERIA
Personal Information
• Gender Age Range
Native Language
Country of Citizenship
Geographic Information
• Country and Postal Code State or Province (US/Canada only)
World Region
Educational Background
• Current Level of Study (Degree) Time Spent Studying English
Time Spent in Classes Taught in English
Time Lived in Country Where English is the
Main Language
TOEFL iBT and TOEFL Essentials Score Bands
• Total Score Reading
Listening
Speaking
Writing
Educational Objective
• Next Level of Study (Degree) Desired Field of Study (Major)
Intended Date of Enrollment
Desired Country to Pursue Education
Main Reason for Taking the TOEFL test
TOEFL Test Date Range
TOEFL Test Date Range
Exclusion Options
• Registrants who do not have an email address Test takers who reported TOEFL scores to
your Institution Registrants who have previously taken the
TOEFL iBT test
Registrants who have previously taken the
TOEFL Essentials test
Note: The TOEFL Search Service database includes
email, postal mail and phone contact information, allowing you to reach out to individuals according to your preferences.6 TOEFL® Search Service User Manual - January 2022
INSIDE THE ETS INSTITUTION PORTAL
The TOEFL Search Service is offered within the ETS Institution Portal, which provides convenient access to
GRE® and TOEFL services for institutions.
New Account Holders
The first time you log in to the ETS Institution Portal, you will be prompted to change your password
and select a security question. You will also be asked to agree to Terms and Conditions and select your
contact preference for email updates. ETS may contact you with updates, including best practice tips,
webinar invitations and special oers about its products and services.Administrative Features
You will have access to a number of administrative features. You can update your profile, including your
contact and shipping address, change your password and/or security question, review your Search Service transactions, and add and manage users. Note: To change your email address, you will need to contact a TOEFL Search Service Specialist at toe?search@ets.org.Forgotten Username or Password
If you have forgotten your username or password, you can retrieve your information automatically through the ETS Institution Portal.Simply go to the ETS Institution Portal sign-in page, and select the Forgot Username" or Forgot Password"
link below the Sign-In" button.You will either be prompted to enter your email address that you used to create your account, or you will
be prompted to enter your username and the email address that you used to create your account. The system will automatically create a temporary password for your account and send it to your email address. The next time you sign in to the system, you will prompted to change the password.Manage and Add Delegates
The primary Account Holder is responsible for ensuring that all delegates are official employees or agents
of the institution with a need to access the Search Service for a legitimate purpose of the institution. The
primary Account Holder agrees to promptly notify ETS to terminate and make unusable the username and password for any delegate who no longer has a need to access the TOEFL Search Service.The primary Account Holder may add up to ten additional users (delegates) to an account. There are two
types of users a primary Account Holder can add - a Full-access Delegate and a Limited-access Delegate.
TOEFL® Search Service User Manual - January 2022 7 Full-access Delegates can access the same Search Service features as the primary Account Holder; however, they cannot add new users to the account. Limited-access Delegates have all the same access as a Full-access Delegate; however, they cannot place an order. To add a new user to an account, select Add a New User from your Home page in the ETS InstitutionPortal and enter the email address for the individual for whom you are requesting access. If the person
is an existing user, you will be able to select your institution and add him or her to your account. If the
person is not an existing user, you will be prompted to complete the Access Request form.8 TOEFL® Search Service User Manual - January 2022
Search Service Order Receipts
You can print or download a copy of your receipt directly from the ETS Institution Portal. Select My Search Service Transactions/Accounts from the home page. Then select the Order Number link and View Receipt on the subsequent page. You may now print or download your receipt. Figure 1: Electronic Payment Receipt - Credit Card. TOEFL® Search Service User Manual - January 2022 9Figure 2: Purchase Order Receipt.
10 TOEFL® Search Service User Manual - January 2022
INSIDE THE TOEFL SEARCH SERVICE
Once you are signed in to the ETS Institution Portal, click the TOEFL Search Service button to log in to
the TOEFL Search Service.Once you log in to the TOEFL Search Service, you will have access to a number of search features. You can
choose to create a new search, review and modify saved searches, place an order, schedule a recurring
order, or view orders purchased. The Search Service Home page is shown below:Figure 1: Search Service Home page.
TOEFL® Search Service User Manual - January 2022 11Create a New Search
From the Search Service Home page, click on the Start a New Search button or the New Search tab to get to the New Search screen. The New Search screen appears below.Figure 2: New Search screen.
TOEFL® Search Service User Manual - January 2022Step 1: Select Your Search Criteria
You will be presented with the search criteria groupings. To view the values for each criterion, select the
criterion. To create your search, select only the criteria and values that help you narrow your search. In
addition, choose from the four exclusion options: exclude registrants who have previously taken the TOEFL iBT test, exclude registrants who have previously taken the TOEFL Essentials test, exclude registrants who have requested that their scores be sent to your institution , and exclude registrants who do not have an email addressStep 2: Specify Test Date Range
Once you have selected your criteria, enter the
Test Date Range
for your search. Your results will includeregistrants that meet the criteria you have selected and have a test date during the range you selected.
If a registrant does not have a test date, your results will still include them if they opted in to the Search
Service during the date range you selected. The date range you select may include dates up to 18 months back.Step 3: Name and Save Your Search
Provide a
Name andDescription
of your search for future use.Next, click
Preview Results
to see how many registrants meet your criteria and the estimated cost of the list of names. At this point, you can modify your criteria save and continue to order save the order or cancel the order . You will also have the option to limit the number of registrants in your results when you place an order.Helpful Tips for Creating Searches:
To help your searches run faster, select only criteria that will help you narrow your search. We recommend that you do not select anything as a search criterion that does not narrow your search. Simply bypass the criterion and its selections.If a selection is not relevant to the needs of your search, you do not have to use that criterion in your search. For example, if Educational Objective is unimportant to your recruitment efforts, do
not use that criterion in your search. Only make selections that will help narrow your search. If you
select all of the available choices, it will slow down the query and it will take longer for you to get
your results.In order to remove an unwanted selection from a search criterion with multiple levels of search, un-check the box to the left of the unwanted selection.
If you wish to delete the criterion from the first level of selection/top row when there are no additional levels/rows added, simply un-check the box to the left of the criterion.
TOEFL® Search Service User Manual - January 2022 13Saved Searches
In the Saved Searches tab, you can review the details of searches you have previously saved, edit existing
searches, create a new search from a saved search, place an order, or schedule a recurring order. Below is
the Saved Searches screen.Figure 3: Saved Searches screen.
Review Search Details
To review the criteria used to create a search, click on the Show Search Details link next to the search
name you wish to review.Edit an Existing Search
To edit an existing search from the list of saved searches, select the search you would like to edit. You may
only edit a search that has not already been ordered. The Edit link will appear under the Actions column
if a search can be edited. After you have edited the search, you may save it as the existing search or save it
as a new search.Create a New Search from an Existing Search
To create a new search from an existing search, select Save as New under the Actions column. This functions allows you to maintain the existing search while creating a new search14 TOEFL® Search Service User Manual - January 2022
Place an Order
To order a saved search, select Order next to the search you would like to purchase. TOEFL® Search Service User Manual - January 2022 15Schedule a Recurring Order
Recurring orders allow you the option of scheduling orders to recur weekly or monthly for a specific time
range in the future. If you are traveling or just want to save time, this feature can be especially appealing.
A recurring order cannot be processed until an order has been placed for a search. Once a search has been ordered, the Add Recurrence link will appear in the Actions column.16 TOEFL® Search Service User Manual - January 2022
Placing an Order
To order at the time you complete your search, select Save and Continue to Order. To order at a later
time, select Save.To place an order for a search you have saved, select the Place an Order tab. Select the search you would
like to order from the drop-down display and proceed through the steps to complete your order.If you would like to review the details for a specic search before you place an order, select the Saved
Searches tab. You may review the details for each of the searches listed. In addition, you may choose
to exclude any registrants whose information you purchased in previously placed orders. When you are ready to purchase a search, select Order to complete your purchase. TOEFL® Search Service User Manual - January 2022 17The Place an Order screen is presented below.
Figure 4: Place an Order screen.
18 TOEFL® Search Service User Manual - January 2022
Step 1: Select Your Search
Select the saved search that you want to use to place your order. Check the box if you would like to exclude search registrants that you purchased in previously placed orders.The cost to place the order will be presented. If you would like to reduce the number of registrants you
receive, you can do so by entering the desired number of registrants in the appropriate box. The system
will randomly reduce the number of registrants in your order.If you need to make any changes to your order, you will need to do so before proceeding to the payment
screens.