I have seen the system along time ago… it may have changed a bit but I kind of doubt it. Basically it’s a dashboard with a look up system where school can look up an applicant based on their parameters. Business schools can see when you submitted your score and obviously old school related details. I believe it was sorted based on the date of score submission so they could see new applicants which I think helps them manage expectations and compare application volumes year over year.
It is one system that is used for all business Schools. Back in the day, business schools used to print out your GMAT score report including the AWA and the picture to add to your file. However, they don’t start a file until you actually apply and these days business calls don’t actually go to verify your scores information unless they actually accept you. I guess that makes the process easier and faster so they only have to match a few hundred scores rather than thousands for everyone who applied.
My guess would be that there is a similar dashboard for the GRE.
PS. I don’t believe anything is sent via email because of many issues that email presents such as spam filters, how do multiple admissions officers access that email and water for one of them deleted by accident…. even average size schools may have 10 admissions staff… so a single system makes things easier.
Some thing that schools do is also reach out to some of the more interesting applicants who send their scores. Or they may contact everyone who sends in a score. I said my scores to a variety of schools including similar ranked ones because I had no idea how I would score and back in my day, you had to choose your schools before you saw your score. As the result a few of the lower rank schools were pretty excited to see my 750 so they kept sending me letters and packets of information for years after that… poor guys.
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