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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
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