:: vanessa au ::

Vanessa Au's not-so-quick-and-dirty guide to applying to grad school

I spent the Fall 2005 semester so focussed on Phd applications that my thesis got pushed to the back burner. The process is long and difficult and I learned a lot along the way so I thought I'd share my new found wisdom with other students looking to apply to grad school. This was written in a bit of a hurry and will undergo edits and additions when I have time.

1. Do your research

Since applications are due usually in December and January (or November if you're an international student), be sure to start doing research in the summer. If you're in communication, start with the Natcom reputation study here http://www.natcom.org/nca/Template2.asp?bid=415. You'll want to look for professors with research interests that match yours and programs that generally focus on the type of work you want to do e.g. quantitative research vs. interpretive focus, media production vs. media theory. Read the web sites in detail and get a feel for the program's focus. You might also want to take a look at the program requirements and course listings. Start making note of the application dates, application requirements, GRE school and program codes, and names of the profs you are interested in working with. Organization is key. Don't underestimate the amount of time it takes to do the research!

2. Start making contact

People I've talked to said they tended to get offers of acceptance from programs that they made some sort of contact with. Professors expect prospective students to email them and start at least a short dialog via email. Some schools (e.g. Stanford) ask that you not contact professors after September so do this early. Let the professor know by email that you're interested in applying and that his/her work interests you. Be sure to have some intelligent questions to ask so you're not just sending a hello email that lacks substance. I liked to ask how strong the program's ties were to Asian American Studies, for example, since my project is multi-disciplinary. I also liked to give them a short description of my research interests and than ask if they would be able to support work on that topic. Some profs will get back to you, some won't. You'll also want to email the current grad students. They are usually profiled on the web site. Get a sense of what they like and dislike about the program and ask for suggestions for a strong application. I found this really helpful and one of the students even met up with me for coffee to discuss her program.

3. Start drafting your statement of purpose

You'll have some sense of the program's requirement's for a statement of purpose from browsing the web sites. I won't go into detail here since so many web sites already deal with this topic. Just keep in mind this takes time, multiple revisions, and customization for each application. You'll want to mention the profs you want to work with. The program might also ask for a separate shorter essay that deals specifically with your dissertation topic (even though they know that might change), how you've prepared to study that topic, and how you plan to work on it during your program. So with potentially two essays, plus a possible supplementary essay (see #7 below), you could be writing 3 essays for one application. Again, start EARLY!

4. Letter of recommendation

Most profs will want about a month (at LEAST 2 weeks) notice to write your letter of rec. Remember you're applying to multiple schools and some schools require that the letter be sent directly from the letter writer (not just included in your packet) so this requires a lot of preparation. What I did was prepare packets for each prof containing:

- My CV
- My statement of purpose (gives your letter writer an idea what your goals are)
- Brief description of each program taken from the web site
- Forms for each program (some school want them to fill out forms that rank you etc. you'll find these on their web sites)
- Address labels for each program pre-printed with the due date printed in tiny font in the corner (this helps them to keep track of which they've sent and when to send them)
- Electronic copy of the address of each program so they can cut and paste it into the letter rather than retype

I had so many applications, I gave them to my profs in 3 batches sorted by due date. Some profs might want them all at once. Keep in mind some schools will want the profs to submit their letter online only. If so, be on top of that and find a way to put that in the hardcopy package I mentioned above to remind them they have an online letter to do as well.

5. Get your GRE scores sent and transcripts ordered

I'm assuming you've taken GRE already and have looked to see if the programs you're applying to have minimum standards (some expect at least 1000 combined verbal and quant). Remember to leave time for a re-take. You never know what might happen that first try that might throw you off. It takes several weeks for the GRE scores to get sent so get all the fax requests in EARLY. ETS has a form you can download from their site. It'll take a while for them to snail mail you a confirmation that it's been sent. Phone requests cost money and they charge enough already so forget that option. Transcripts usually need to be sent directly from the institution you went to and also take a long time. Do this several weeks in advance, a month and a half is even better. Some schools allow you to include your transcript in the envelope you send everything else in. For those, order a big pile of transcripts so you're ready to go. Also note, some schools want TWO copies of transcripts. Better to order too many than too few.

6. Get a writing sample ready

Needless to say this ought to be your best work. They'll want 10-20 pages. Make sure it looks sharp and include your SSN number or name on every page if they ask for that.

7. Start applying

Most schools require you to do an online application where you fill out forms, paste in your statement of purpose, enter GRE scores, and enter your GPA and all that stuff. Here's where you might also run into a little surprise...the supplementary essay, sometimes 4-5 pages long. Leave time for these surprises. You might, for example (Univ of Washington), get an essay that asks how you contribute to the diversity of the school. If you want to stand out, don't skip the supplementary essay. It's there for a reason. Your online app might also have a section where you notify your letter of rec writers to submit their letter online and it generates an email for them with links. The last step online is usually to pay the application fee of $40-120. Yeah, steep. Be sure to budget for it! Once you've finished the online app, you're not done yet. Most programs then require you to send by snail mail a package of materials including hard copies of: your transcripts, statement of purpose, fellowship application, writing sample, CV, various forms/checklists, unofficial copy of GRE scores, self-addressed stamped postcard, etc. Sometimes you even need to send two packages, one to the grad admissions office and one to the department you're applying to. Each school asks for different things so double check the web site before you send each packet. Buy lots of stamps and big envelopes and make sure you put enough postage on each.

8. Sit and wait

You'll start hearing back between February and late March. Acceptances often come by email or phone. Denials by email or snail mail since they're in no rush to tell you they aren't interested.

9. Visit and do detective work

Schools that accept you will often ask you to visit. If they don't offer to fund the trip, ask if there's funding (there is). Try to sneak in a visit with a current student. Current students will give you the most honest advice. Be sure to ask about dirty stuff: department politics, faculty infighting, student complaints (from mundane things like parking to serious issues like discrimination grievances filed with the dean), how students like the person you'd like to have as your advisor, how receptive the faculty members are to topics that interest you (particularly if you're looking at issues of race, class, and gender or topics thought to be progressive (read: threatening) at a more traditional/old school institution), the diversity of recent and incoming cohort, and changes in administration that have affected morale. In sum, try to gauge the general happiness (or misery) of the students (and faculty) by talking to students who share common interests and background. If you can't talk to a few students in person be sure to email a few. Every student I've emailed has replied with a long detailed message or two. You can also feel free to email the profs to ask questions (they'll encourage you to do this).

10. Pick one

After talking to profs and current students and comparing your offers, you'll need to pick one. Apparently a good offer usually includes tuition waiver, health insurance, assistantship (i.e. a job to help you pay for rent and books) that covers the duration of your study (or you'll be really poor while you do your dissertation), and, if you're lucky, an award/fellowship/stipend which is typically a lump sum of anything from $1K to $20K or more paid out when you begin the program. This might also be paid out over the duration of your study. If you're an international student be sure to ask if the tuition waiver waives ALL the tuition, or just the amount equal to non-resident tuition (or no waiver at all). If you have questions about the offer be sure to contact the graduate director. Different schools have different packages so make sure you're not comparing apples to oranges. You typically have until April 15th to make your decision if there is one to be made.

Vanessa Au
2007
If you're going to reproduce this in any form please include the link to this page and credit the author. Thanks.



				Vanessa Au's not-so-quick-and-dirty guide to applying to grad school I spent the Fall 2005 semester so focussed on Phd applications that my thesis got pushed to the back burner. The process is long and difficult and I learned a lot along the way so I thought I'd share my new found wisdom with other students looking to apply to grad school. This was written in a bit of a hurry and will undergo edits and additions when I have time. 1. Do your research Since applications are due usually in December and January (or November if you're an international student), be sure to start doing research in the summer. If you're in communication, start with the Natcom reputation study here http://www.natcom.org/nca/Template2.asp?bid=415. You'll want to look for professors with research interests that match yours and programs that generally focus on the type of work you want to do e.g. quantitative research vs. interpretive focus, media production vs. media theory. Read the web sites in detail and get a feel for the program's focus. You might also want to take a look at the program requirements and course listings. Start making note of the application dates, application requirements, GRE school and program codes, and names of the profs you are interested in working with. Organization is key. Don't underestimate the amount of time it takes to do the research! 2. Start making contact People I've talked to said they tended to get offers of acceptance from programs that they made some sort of contact with. Professors expect prospective students to email them and start at least a short dialog via email. Some schools (e.g. Stanford) ask that you not contact professors after September so do this early. Let the professor know by email that you're interested in applying and that his/her work interests you. Be sure to have some intelligent questions to ask so you're not just sending a hello email that lacks substance. I liked to ask how strong the program's ties were to Asian American Studies, for example, since my project is multi-disciplinary. I also liked to give them a short description of my research interests and than ask if they would be able to support work on that topic. Some profs will get back to you, some won't. You'll also want to email the current grad students. They are usually profiled on the web site. Get a sense of what they like and dislike about the program and ask for suggestions for a strong application. I found this really helpful and one of the students even met up with me for coffee to discuss her program. 3. Start drafting your statement of purpose You'll have some sense of the program's requirement's for a statement of purpose from browsing the web sites. I won't go into detail here since so many web sites already deal with this topic. Just keep in mind this takes time, multiple revisions, and customization for each application. You'll want to mention the profs you want to work with. The program might also ask for a separate shorter essay that deals specifically with your dissertation topic (even though they know that might change), how you've prepared to study that topic, and how you plan to work on it during your program. So with potentially two essays, plus a possible supplementary essay (see #7 below), you could be writing 3 essays for one application. Again, start EARLY! 4. Letter of recommendation Most profs will want about a month (at LEAST 2 weeks) notice to write your letter of rec. Remember you're applying to multiple schools and some schools require that the letter be sent directly from the letter writer (not just included in your packet) so this requires a lot of preparation. What I did was prepare packets for each prof containing: - My CV - My statement of purpose (gives your letter writer an idea what your goals are) - Brief description of each program taken from the web site - Forms for each program (some school want them to fill out forms that rank you etc. you'll find these on their web sites) - Address labels for each program pre-printed with the due date printed in tiny font in the corner (this helps them to keep track of which they've sent and when to send them) - Electronic copy of the address of each program so they can cut and paste it into the letter rather than retype I had so many applications, I gave them to my profs in 3 batches sorted by due date. Some profs might want them all at once. Keep in mind some schools will want the profs to submit their letter online only. If so, be on top of that and find a way to put that in the hardcopy package I mentioned above to remind them they have an online letter to do as well. 5. Get your GRE scores sent and transcripts ordered I'm assuming you've taken GRE already and have looked to see if the programs you're applying to have minimum standards (some expect at least 1000 combined verbal and quant). Remember to leave time for a re-take. You never know what might happen that first try that might throw you off. It takes several weeks for the GRE scores to get sent so get all the fax requests in EARLY. ETS has a form you can download from their site. It'll take a while for them to snail mail you a confirmation that it's been sent. Phone requests cost money and they charge enough already so forget that option. Transcripts usually need to be sent directly from the institution you went to and also take a long time. Do this several weeks in advance, a month and a half is even better. Some schools allow you to include your transcript in the envelope you send everything else in. For those, order a big pile of transcripts so you're ready to go. Also note, some schools want TWO copies of transcripts. Better to order too many than too few. 6. Get a writing sample ready Needless to say this ought to be your best work. They'll want 10-20 pages. Make sure it looks sharp and include your SSN number or name on every page if they ask for that. 7. Start applying Most schools require you to do an online application where you fill out forms, paste in your statement of purpose, enter GRE scores, and enter your GPA and all that stuff. Here's where you might also run into a little surprise...the supplementary essay, sometimes 4-5 pages long. Leave time for these surprises. You might, for example (Univ of Washington), get an essay that asks how you contribute to the diversity of the school. If you want to stand out, don't skip the supplementary essay. It's there for a reason. Your online app might also have a section where you notify your letter of rec writers to submit their letter online and it generates an email for them with links. The last step online is usually to pay the application fee of $40-120. Yeah, steep. Be sure to budget for it! Once you've finished the online app, you're not done yet. Most programs then require you to send by snail mail a package of materials including hard copies of: your transcripts, statement of purpose, fellowship application, writing sample, CV, various forms/checklists, unofficial copy of GRE scores, self-addressed stamped postcard, etc. Sometimes you even need to send two packages, one to the grad admissions office and one to the department you're applying to. Each school asks for different things so double check the web site before you send each packet. Buy lots of stamps and big envelopes and make sure you put enough postage on each. 8. Sit and wait You'll start hearing back between February and late March. Acceptances often come by email or phone. Denials by email or snail mail since they're in no rush to tell you they aren't interested. 9. Visit and do detective work Schools that accept you will often ask you to visit. If they don't offer to fund the trip, ask if there's funding (there is). Try to sneak in a visit with a current student. Current students will give you the most honest advice. Be sure to ask about dirty stuff: department politics, faculty infighting, student complaints (from mundane things like parking to serious issues like discrimination grievances filed with the dean), how students like the person you'd like to have as your advisor, how receptive the faculty members are to topics that interest you (particularly if you're looking at issues of race, class, and gender or topics thought to be progressive (read: threatening) at a more traditional/old school institution), the diversity of recent and incoming cohort, and changes in administration that have affected morale. In sum, try to gauge the general happiness (or misery) of the students (and faculty) by talking to students who share common interests and background. If you can't talk to a few students in person be sure to email a few. Every student I've emailed has replied with a long detailed message or two. You can also feel free to email the profs to ask questions (they'll encourage you to do this). 10. Pick one After talking to profs and current students and comparing your offers, you'll need to pick one. Apparently a good offer usually includes tuition waiver, health insurance, assistantship (i.e. a job to help you pay for rent and books) that covers the duration of your study (or you'll be really poor while you do your dissertation), and, if you're lucky, an award/fellowship/stipend which is typically a lump sum of anything from $1K to $20K or more paid out when you begin the program. This might also be paid out over the duration of your study. If you're an international student be sure to ask if the tuition waiver waives ALL the tuition, or just the amount equal to non-resident tuition (or no waiver at all). If you have questions about the offer be sure to contact the graduate director. Different schools have different packages so make sure you're not comparing apples to oranges. You typically have until April 15th to make your decision if there is one to be made. Vanessa Au 2007 If you're going to reproduce this in any form please include the link to this page and credit the author. Thanks.				~my wish list ~ donate to me! home about CV research community travel food links