Page of CTD Label Rental Instructions revised Center for by laurencapron

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                                     CTD Label Rental Instructions (revised 8/08)
                 Center for Talent Development * Northwestern University * www.ctd.northwestern.edu
                617 Dartmouth Place * Evanston, IL 60208-4175 * Ph 847-467-0615 * Fax 847-467-4283
1. ELIGIBILITY TO RENT CTD LABELS
Programs that meet the following criteria may be eligible to rent CTD labels. HOWEVER, CTD RESERVES THE RIGHT,
AT ITS SOLE DISCRETION, TO DENY ANY REQUESTS. To document your potential eligibility, you must also
submit with your label request any materials that you intend to send to students, including your program’s cover
letter, brochure or catalog, and any other materials that may document your potential eligibility. CTD reserves the
right to interpret information you provide regarding your program in determining potential eligibility. Please check all
boxes that apply:
 The program must show that it does not function as a means of college or university undergraduate recruitment.*
           *Colleges and universities with special programs targeted at high-achieving students (such as early entry
           programs) will be considered, but may only recruit from students who have given their permission (approx. 60%
           of our database). If this applies to you, check this box: 
 The program must advertise itself as intended specifically and exclusively for “gifted” or “talented” students.**
            **Private schools that maintain high academic standards will be considered, but may only recruit from students
            who have given their permission (approx. 60% of our database). If this applies to you, check this box. 
 To demonstrate that it is selective in its recruitment and acceptance of students, the program must publish (in its
     brochures and advertisements) entry criteria that use some means or combination of means (i.e., achievement test
     scores, Talent Search test scores, school grades, IQ test scores, teacher recommendations, etc.) to restrict
     admission to students with high academic achievement and/or potential. Teacher recommendations alone are not
     evidence of selective entrance criteria.
 The program is sponsored by a nonprofit organization.
2. INFORMATION, RULES, AND DATES (please read carefully)
• Students in our databases have taken an off-level test (ACT, SAT or EXPLORE) in 3rd-9th grades.
• Names and addresses obtained from CTD are provided for one-time use only for the purpose of publicizing the
    program(s) described in this application. A mailing may not contain additional information on other programs or
    services distinct from those described in this application. Names and addresses may not be copied or reproduced in
    any way, and may not be added to a database for future use. Failure to abide by this provision will result in your
    organization being charged for each unauthorized use of our data, and may result in loss of future label-rental
    privileges.
• CTD makes every effort to maintain good addresses, but cannot give credit or refunds for lapsed or changed
    addresses.
• Names and addresses of several CTD representatives are included in every label rental batch to monitor the items
    sent with labels rented from the Center. Failure to use these labels may result in future label-rental privileges.
• CTD reserves the right to waive or require additional information at any time.
• Rental requests to publicize summer programs will not be processed until after January 31st of the year in which the
    summer program occurs.
• Current academic names (with or without scores) will not be available until March 15th of that same academic year.
• We will contact you with a quote (number of labels & price) before processing and sending your order.
3. CHARGES FOR LABEL RENTALS (Note: there will be a $50.00 charge for number inquiries before an application is
received. This charge will be waived if a label order is placed.)
Eligible programs are charged on a differentiated basis for labels we generate. Exemptions which qualify programs for a
lower per-label rate are listed below. Please note: Private schools do not qualify for any of the following exemptions.
Please check any boxes that apply to your program, and enclose documentation of each exemption.
 The sponsoring organization is a state-supported pre-collegiate institution (a public school or district). Programs run
     by state colleges and universities are not eligible for this exemption.
 The program is designed specifically for under-represented and under-served populations. Labels for such programs
     can be restricted by ethnicity and/or gender. This exemption does not apply to gender-restricted programs except
     under special circumstances (i.e., where women are underrepresented in a certain field).
 The program is available at no charge to students because it is grant-funded.
 The program will take place in a Midwestern state.
                                                  To cover set-up charges, the minimum label rental charge is $100.
      Exemptions              Cost per label
                                                  Additional charges may apply, including the following:
   Private school (no              $1.10          1. Very complex requests or those involving multiple criteria or counts
   exemptions apply)                                  before ordering will be charged an additional $100 on the final invoice.
             0                      .75           2. Rush orders (less than 10 business days) will be charged an additional
             1                      .50               $100 on the final invoice.
             2                      .45           3. There is an extra $20.00 charge on orders for peel&stick labels of more
             3                      .35               than 1000 labels.
             4                      .30

Private schools: Please note that special pricing may be available for schools interested in reciprocal exchange
of mailing label names. Contact CTD for details.
                                                                                                                           Page 2 of 4

                 Center for Talent Development * Northwestern University * www.ctd.northwestern.edu
                617 Dartmouth Place * Evanston, IL 60208-4175 * Ph 847-467-0615 * Fax 847-467-4283



 Helpful Tips for CTD Label Rental Request Instructions & Application
Although we have tried to make the label rental request form as clear as possible, there have been several areas which seem to
cause confusion. In an effort to clarify these areas, we have developed these tips to help you fill out the enclosed label rental
request application more specifically. This will help speed the process along at your end and at ours.

ELIGIBILITY TO RENT CTD LABELS
Please review these guidelines carefully.
In order for us to process your application, we MUST have a copy of ALL materials which will be sent to the students
whose names we provide, even if you have sent us similar or identical materials in the past. These materials may include,
but are not limited to, the following:
        • Copies of all brochures, which students will receive. If different information will be sent to different groups of
            students, we need all of the different pieces.
        • Cover letters, which will accompany the brochures.
        • Application materials, business reply cards, etc.
Please make every effort to send all materials at the same time, along with your Label Rental Application. This will
speed the approval process and eliminate a great deal of confusion.

INFORMATION, RULES, AND DATES
Please pay particular attention to the information in this section. Most importantly, please note the second item. The data
provided by the Center is for one-time use only for mailing labels. You are not permitted to retain the names and
addresses for any purpose. Failure to abide by the provision will result in denial of future label requests. To protect
the integrity of our data and the privacy of our students, we are only able to send electronic data files directly to a mailing
house. We are not able to provide data files to individual institutions; all data that goes directly to your school must be
sent as peel&stick labels or in a pdf file which you may then print out onto your own label stock (Avery 5160 or
equivalent). We regret that we cannot make exceptions to this policy.

If you need to use the same data in a follow-up mailing, please indicate this on your application so that we may send both
sets of labels and invoice you for both uses of the data.

CHARGES FOR LABEL RENTALS
If you have a question about whether your institution is eligible for any of the listed exemptions, please contact Jody
Rosenbaum at 847-467-0615. She will be happy to answer your questions.

CUSTOMER INFORMATION
 Please be sure to include the program name and dates.
 Please include the current e-mail address of the person who will be responsible for answering all questions regarding
   this application. If the labels are to be sent to a different person, this information can be entered in section 2.

LABEL SPECIFICATIONS AND DATA DELIVERY
This section, more than any other, causes considerable confusion. Please read carefully!
 Please note that there is a turnaround time of TEN BUSINESS DAYS in processing labels. This is a MINIMUM;
      certain points of the year are more hectic than others and thus label requests take longer to process. There will be
      an additional $100 charge for “rush” orders (orders in which either the count or the labels are needed in fewer than
      ten business days from the time we receive your completed application, including brochures or mailers).
 It is very important that you provide us with a requested delivery date.
The following definitions will aid you in choosing which items to check in this section.
• “Current grade levels” – These are the grade levels for the academic year already in progress (or, in the case of
    applications processed in the summer months, the academic year just past.)
• “Current year’s participants” – This includes students who are testing during the current academic year. These
                                                th
    names are not available before March 15 .
• “Previous year’s participants” - This includes ONLY students who tested during the previous academic year. This
                                                                                 st             th
    is the option to select if you are requesting delivery between September 1 and March 15 and are interested in the
    most recent batch of students.
• “Participants from all available years” – This includes ALL students who have ever registered with us and who
    meet your other criteria.
                                                                                                        (continued on next page)
                                                                                                                            Page 3 of 4
LABEL SPECIFICATIONS AND DATA DELIVERY (continued)
                                                   th
For example: let’s say you request all current 9 graders.
• Checking “Previous year’s participants” will give you the th
                     th
                                                               students who participated in the 2007-2008 academic year,
     who are now 9 graders – in short, students who were 8 graders when they tested.
• Checking “All available years”, however, will give you all students who are now 9th graders – the 8th graders whoth
     tested during the ’07-’08 school year, but also the students who were tested in the ’06-’07 school year as 7 graders,
                               th
     or in the ’05-06 year as 6 graders, and so on down the line. You will generally get a much larger number of names if
     you choose “all available years”.
Other criteria: This is the place to add criteria such as gender, ethnicity, or income. The data will include name,
address, city, state, and zip; if you need other information included in the file (generally grade or gender), please specify it
in this section as well.
Label delivery: Please see the INFORMATION, RULES, AND DATES section above for more information regarding
label delivery options.
Sort order: If you don’t specify an order, the data will be sorted by zip code.

SCORE CRITERIA
• SAT and ACT are administered to 6th-8th graders; 9th graders may only take the ACT. If you’re looking for a large
   number of names among elder students, it’s best to include criteria for SAT and ACT. EXPLORE is administered to
    rd th
   3 -6 graders.
• Please specify AND or OR when choosing criteria. There is a vast difference between “SAT MATH SCORE > 500
   AND SAT VERBAL/READING SCORE > 500” and “SAT MATH SCORE > 500 SAT OR VERBAL/READING SCORE
   > 500”. The latter will get you a larger number of students. If you don’t specify AND or OR, your order will be delayed
   until we can contact you.

If you have further questions or need more information, please contact Jody Rosenbaum at
jodyrosenbaum@northwestern.edu

                                                                                                                          Revised 8/08
                                                                                                                                                           Page 4 of 4
                                          2008-2009 CTD Label Rental Application
                 Center for Talent Development * Northwestern University * www.ctd.northwestern.edu
                617 Dartmouth Place * Evanston, IL 60208-4175 * Ph 847-467-0615 * Fax 847-467-4283

1. CUSTOMER INFORMATION
Contact Name ______________________________                                   Street Address ______________________________
Title ______________________________________                                  City, State, Zip ______________________________
E-mail address ______________________________                                 Phone ________________ Fax _________________
Institution __________________________________                                Have you rented labels from CTD before? Y / N
Program Name: _____________________________                                   Dates program will run: ________________________

2. LABEL SPECIFICATIONS AND DATA DELIVERY
Requested delivery date: _________________ (Please allow at least ten business days for processing. Rush orders are
subject to an additional $100 setup fee.)
If you wish to specify number of labels, please indicate here: Minimum: _________ Maximum: _________
Data Criteria: (Note: To avoid processing delays, please read the instructions carefully before completing this section.)
 Participants from all available years
 Previous year’s participants only
 Current year’s participants only (Not available until March 15, 2009)
 Other ______________________________________________________
                                     rd          th            th        th             th             th        th        th        th             th
Current grade levels:            3           4             5         6              7              8         9        10        11             12        ALL
(circle grade(s) desired)
(HS graduation year)            2018      2017     2016             2015        2014              2013      2012      2011      2010           2009
Geographic area:               All states nationwide
                               Specified states:                          IL        IN         MI            MN
                                                                           OH        WI         ND            SD
                                                                                
                                                                           Other states ______________________________
                             Zip code range ___________________________________________________________
Other criteria not listed above: _______________________________________________________________________
 Send peel&stick labels to school address provided ($20                       Send pdf file to contact person
      additional charge for 1000 or more labels)
 E-mail data file to mailing house representative at this e-mail address: ___________________________________
Name of mailing house ______________________ Your contact person there: ________________________________
Data format:          Tab-delimited          Comma-delimited           Excel  Other _______________________
NOTE: Electronic data files can only be provided to mailing houses, not to schools. Schools will receive peel&stick labels
in the mail or a pdf file via e-mail (see “Helpful Tips” for more information.)

 3. SCORE CRITERIA
                                                      th                                     th                                   rd      th
 Please note: SAT scores are available for 6-8 graders, ACT for 6-9 graders, and EXPLORE for 3 -6 graders.
 Important: If you specify more than one score criterion, you must indicate whether you mean AND or OR.
                      No score criteria        Use score criteria below:
               Math                          SAT > ____        or ACT > ____
AND / OR          Reading                    SAT > ____        or ACT > ____
AND / OR       English                                         ACT > _____           or EXPLORE > _____
AND / OR       Science                                         ACT > _____           or EXPLORE > _____
AND / OR       Composite                                       ACT > _____           or EXPLORE > _____
AND / OR       Combined                      SAT > _____

I certify that I have read and understand the label rental instructions, that I meet the eligibility requirements to
rent CTD labels, and that I will abide by the rules.

Signature ________________________________ Title _________________________ Date _____________


Any questions regarding completing this form should be directed to Jody Rosenbaum at jodyrosenbaum@northwestern.edu.

                                                     For Office Use Only
                            Date Rec’d _________ Apprv’d __________ Price __________ Rel=1? Y / N

                                                                                                                                                          Revised 8/08

								
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