Applying for Admission to Degree Programs

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APPLYING FOR ADMISSION TO DEGREE PROGRAMS

Now that you have narrowed your selection of programs and ascertained whether or not you need to take a standardized admissions test, it's time to prepare and assemble your applications. If you have not already done so, request an application and information packet from each program to which you plan to apply, download these items from their Web sites, or review them on line.

When you look over these materials, you will see that there may be a lot of work involved in applying to a degree program. It may take you a few months to register for and take standardized tests and to assemble and submit all the necessary information, especially if you're an international student or you've been out of school for a few years. Because the process can be complicated and time consuming, you should start well ahead of time. Even if you apply to a certificate program or an associate's degree program at a community college, a process that is typically less complicated, you should still make sure to start in time.

DEADLINES

For programs at traditional colleges and universities, application deadlines for fall admission may range from August (one full year prior to your planned enrollment) to late spring or summer for programs with rolling admissions. However, most programs require that you submit your application between January and March of the year in which you wish to start. For certificate programs and at community colleges, the deadlines may be later.

At some of the online universities, students can start their studies at any time of year. For example, at Walden University you can start on the first of any month. At Walden, the deadline for application materials is the first of the month two months prior to the month of enrollment.

Different programs have different deadlines. So be careful when you check the deadlines in the application materials from your various programs. And remember, the deadlines are not suggestions. One student applying to a traditional university who mistook a March deadline for May recalls that "not only would they not consider my application, but they wouldn't refund my application fee, either. I had to reapply the next year and pay again to be considered for their program." So don't be careless about dates—double-check them. Make a checklist like Figure 7-1 to help you keep track of things and stay on top of deadlines.

Application Checklist. Keep track of your applications by inserting a check mark or a completion date in the appropriate column or row. Note that the last four items are financial aid documents, which will be discussed in "Paying for Your Education."

PARTS OF AN APPLICATION

For each program to which you apply, you will have to submit a number of items to make your application complete. For most bachelor's and graduate degree programs, these include:

  • Standardized admissions test scores (see "Taking Standardized Admissions Tests")
  • An application form
  • Your high school, undergraduate, or other transcripts
  • Letters of recommendation
  • Personal essay(s)

In addition, if you are seeking credit for life experience, an assessment portfolio will be required (see "What Can You Study via Distance Learning?"). A personal interview may be required for some programs, although for most, an interview is optional. A program may require additional items, such as a resume or arts portfolio.

For most associate degree programs at community colleges, the application is much simpler. Typically, it consists of just an application form; you may not even need to submit high school transcripts. For certificate programs, the application may consist of an application form and one or two other items.

Because requirements vary so widely, be sure you read the admissions information thoroughly so you understand what each program expects of you. Since each program may require a slightly different set of items, be sure your checklist reflects this in order to keep track of what you'll need to do.

We'll discuss the main elements of an application below; we'll cover financial aid applications in the next section.

THE APPLICATION FORM

On the application form, you provide basic information such as the program or department to which you are applying; your name, date of birth, social security number, address, and contact information; your citizenship status; your demographic background (usually optional); your current employer and position; your educational background; names of people who are providing references (ask them first!); and admissions test dates. Sometimes the application form also includes a section for applying for financial aid. However, a separate application form for financial aid may be necessary. Be sure you understand what forms you need to submit and to whom if you are applying for aid.

If you use a paper application, you should type the information on the form. If a typewriter is not available, then print your entries neatly. Be sure you do not accidentally omit information, and double-check that there are no spelling errors. "Photocopy the application and fill the copy out," suggests Nicole DeRaleau, a graduate student in engineering at Worcester Polytechnic Institute. "Make sure it is clear and concise, and then copy it onto the actual form."

If you decide to apply on line, don't just sit at the computer and dash off the application. Download the application form, fill it in, then proofread it carefully. Only then should you transmit it, being sure to keep a copy. Note that if you apply to an online degree

Item Program 1 Program 2 Program 3
Date Due/Date CompletedDate Due/Date CompletedDate Due/Date Completed
Application form
Test scores requested
Transcripts requested
Letters of recommendation solicited
Letters of recommendation follow up
Personal essay(s)
Application fee
Other items required (specify)
Application submitted
Application follow up
FAFSA
Other financial aid forms
Financial aid supporting documents
Financial aid application follow up

program and the school does not offer an online application, you should think twice about applying. The lack of an online application is probably indicative of the low level of online student services you can expect once you are enrolled.

Many undergraduate colleges accept a common application form in place of their own. This means that most of the fields you will need to fill in will be the same for all of the schools that accept the common application. You may have to fill out a supplementary form for a college if you use one of these standardized forms. Using a standardized application form lets you concentrate on being organized and writing good essays.

TRANSCRIPTS

As proof of your academic background, you will need to submit official transcripts from each high school (for undergraduate programs), college, and university you have attended, even if you have taken just one course from that institution. To request official transcripts, contact your high school's guidance office or the registrars of your undergraduate college and other institutions you have attended. Be sure to allow two or three months for your request to be processed. It will save time if you call ahead to find out what the fee for each transcript is and what information they need to pull your file and send the transcript to the proper recipient. Then you can enclose a check for that amount with your written request.

Since many schools will send the transcripts directly to the admissions offices of the programs to which you are applying, you may also want to request an unofficial copy of your transcript. You can use this copy for your own reference during the application process.

When you review your transcripts, look for weaknesses that may need explaining, even if they occurred years ago. For example, a low GPA one semester, a very poor grade in a course, or even a below-average overall GPA may hurt your chances of acceptance unless you have a good reason for them. You can explain any shortfalls in your transcripts in your personal essay, cover letter, or addendum to the application.

LETTERS OF RECOMMENDATION

You will probably have to provide letters of recommendation for each program to which you apply. These letters are important, because like the personal essay, they give the members of the admissions committee a more personal view of you than is possible from your grades and test scores. Good letters of recommendation can tremendously increase your chances of admission, and lukewarm letters can harm your application. So it's important to approach the task of choosing and preparing your letter writers in a thoughtful and timely fashion.

In fact, it's a good idea to start asking for references a few months before your application deadline. Professionals and professors are extremely busy people, and the more time that you can give them to work on your recommendation, the better it will reflect who you are. Starting early will also give you an opportunity to follow up with your recommenders well before the application deadlines.

CHOOSING PEOPLE TO WRITE RECOMMENDATIONS

If possible, at least one of your recommendations should be from a teacher or professor, because (1) they are in the best position to judge you as a potential student and (2) members of the admissions committee will consider them peers and so be more inclined to trust their judgment of you.

If you cannot make up the full complement of letters from faculty members or if you are applying to professional programs, you can ask employers or people who know you in a professional capacity to write references for you. In fact, if you are applying to professional programs, having letters of recommendation from those already practicing in the field is a plus.

When you are trying to decide whom to ask for recommendations, keep these criteria in mind. The people you ask should

  • have a high opinion of you.
  • know you well, preferably in more than one context.
  • be familiar with your field.
  • be familiar with the programs to which you apply.
  • have taught a large number of students (or have managed a large number of employees) so they have a good basis upon which to compare you (favorably!) to your peers.
  • be known by the admissions committee as someone whose opinion can be trusted.
  • have good writing skills.
  • be reliable enough to write and mail the letter on time.

A tall order? Yes. It's likely that no one person you choose will meet all these criteria, but try to find people who come close to this ideal.

APPROACHING YOUR LETTER WRITERS

Once you've decided whom you plan to ask for references, be diplomatic. Don't simply show up in their offices, ask them to write a letter, and give them the letter of recommendation forms. Plan your approach so that you leave the potential recommender, as well as yourself, a graceful "out" in case the recommender reacts less than enthusiastically.

On your first approach, you should remind the person about who you are (if necessary) and then ask if they think they can write you a good letter of recommendation. This gives the person a chance to say no. If the person agrees, but hesitates or seems to be lukewarm, you can thank them for agreeing to help you. Later, you can write them a note saying that you won't need a letter of recommendation after all. On the other hand, if the person seems genuinely pleased to help you, you can then make an appointment to give them the letter of recommendation forms and the other information they will need.

WAIVING YOUR RIGHT TO SEE A LETTER

The letter of recommendation forms in your application packets contain a waiver. If you sign the waiver, you give up your right to see the letter of recommendation. Before you decide whether or not to sign it, discuss the waiver with each person who is writing you a reference. Some people will write you a reference only if you agree to sign the waiver and they can be sure the letter is confidential. This does not necessarily mean they intend to write a negative letter; instead, it means that they think a confidential letter will carry more weight with the admissions committee. In fact, they are right. A confidential letter usually has more validity in the eyes of the admissions committee. From the committee's point of view, an "open" letter may be less than candid because the letter writer knew you were going to read it. So, in general, it's better for you to waive your right to see a letter. If this makes you anxious in regard to a particular recommender, then do not choose that person to write a letter.

HELPING YOUR LETTER WRITERS

Once a faculty member or employer has agreed to write a letter of recommendation for you, he or she wants to write something positive on your behalf. No matter how great you are, this won't be possible if the letter writer cannot remember you and your accomplishments very well.

So when you meet with your letter writers to give them the letter of recommendation forms, use this opportunity to provide them with information about yourself. Bring a resume that highlights your academic, professional, and personal accomplishments. List the course or courses you took with them, the grades you got, and any significant work you did, such as a big research paper or presentation. The resume can be the basis of a conversation you have with the letter writer that amplifies your notable accomplishments.

What should you do if the letter writer asks you to draft the letter? Accept gracefully. Then pretend you are the writer, and craft a letter extolling your virtues and accomplishments in detail. Remember, if the letter writer does not like what you've written, he or she is free to change it in the final draft.

You can help your letter writers by filling in as much of the information as you can on the letter of recommendation forms. It's also a nice gesture to provide stamped, addressed envelopes for the letters if they are to be mailed directly to the programs or to you for inclusion in your application. Be sure your letter writers understand what their deadlines are. In other words, do everything you can to expedite the process, especially since you may be approaching people who are already extremely busy.

Last, send thank-you notes to professors and employers who have come through for you with letters of recommendation. Cementing good relationships now can only help you in the future.

IF YOU'VE BEEN OUT OF SCHOOL FOR YEARS

What should you do if you have been out of school for years and have lost touch with your teachers and professors? There are several things you can do to overcome the problems associated with the passage of time.

First, if a teacher or professor is still at your alma mater, you can get in touch by mail or e-mail, remind the person of who you are, describe what you've done since they taught you and what your plans for school are, and include a resume. Tell the instructor what you remember most about the courses you took with him or her. Most people keep their course records for at least a few years and can look up your grades. If you are still near your high school or undergraduate institution, you can make your approach in person. Once you've made this initial approach, you can then call and ask if the person thinks he or she can write a strong recommendation for you.

Another strategy if you've been out of school for a while is to obtain letters of recommendation from faculty members teaching in the programs to which you plan to apply. In order to obtain such a letter, you may have to take a course in the program before you enroll so that the faculty member gets to know you. Members of an admissions committee will hesitate to reject a candidate who has been strongly recommended by one of their colleagues.

Finally, if you are having trouble recruiting teachers and professors to recommend you, call the programs to which you are applying and ask what their policy is for applicants in your situation. Many programs designed for adult learners, especially the professional programs, allow you to use letters from employers. But remember, if you apply to an academic rather than a professional program, letters from employers will not carry as much weight as letters from faculty members.

THE PERSONAL ESSAY

The application to a degree program is not all numbers and outside evaluations. Schools are also interested in finding out about you as an individual and in more intangible qualities, like your ability to write a good essay. Thus, the personal essay is the part of the application in which you can take control and demonstrate who you are and why you deserve to be admitted. Other parts of your application—test scores, grade point average, and transcripts—may reflect your academic ability, but not much else. The letters of recommendation are beyond your control once you've chosen the writers. But a good personal essay can make you stand out. It can show the qualities that will make you an excellent student and professional. In other words, the essay is your showcase and you should make the most of it. Even if you can write superb prose in your sleep, you still need to know what to write. In this section, you'll get a step-by-step guide to preparing the personal essay.

REQUIREMENTS VARY

The essays required of applicants vary widely. For some programs, you may just have to explain in one or two paragraphs why you want to go to that school. For others, you may have to write on a more creative topic, such as the person who influenced you the most. Still for others, such as graduate business programs, the application may call for two, three, or even more essays on different topics. Business schools and programs pay a lot of attention to the personal essay because professional experience is an important criterion for admission, and this is best reflected in the essays.

The admissions committee gleans a lot of information from what you write. But they can also tell a lot from how you write. If your writing is clear and conveys your ideas effectively, you are demonstrating your ability to communicate. If your writing is free of grammatical and spelling errors, you are demonstrating your attention to detail. Good writing skills are essential for a student in any field, so a poorly written essay can hurt an application. A well-written statement, on the other hand, will help your case.

THINK BEFORE YOU WRITE

Do you remember the self-assessment you did in "Is Distance Learning Right for You?" You answered many difficult questions about your goals, interests, strengths, and weaknesses in order to decide if pursuing an education through distance learning was right for you. If you did an honest and thorough job of assessing yourself then, you will have already thought through many of the issues you will now need to address when you write your personal essay.

Things to Think About.

Your self-assessment should make it easier for you to get a handle on issues such as:

  • your personal and professional goals and their relationship to your education
  • how you came to be interested in a particular field and why you think you are well suited for it
  • aspects of your life that make you uniquely qualified to pursue study in this field
  • experiences or qualities that distinguish you from other applicants
  • unusual hardships or obstacles that you've had to overcome
  • unusual accomplishments, whether personal, professional, or academic
  • professional experiences that have contributed to your personal growth
  • how your skills and personal characteristics would contribute to your success in a distance learning degree program

In addition, when you researched and evaluated programs to which you would apply, you learned a lot about the programs that were good matches for you. In your essay, you may also have to address issues like

  • what appeals to you about a particular program.
  • how your interests and strengths match their needs.

Be Yourself… The most common piece of advice from most admissions directors about writing the personal essay is to be yourself. Remember, you are seeking to be accepted by a program that is a good match for you. If you disguise who you really are in an effort to impress an admissions committee, you are doing yourself—and the school—a disservice. So, be honest. If you demonstrate self-knowledge by presenting your strengths as well as your limitations, your essay will be a true reflection of who you are.

… But Be Diplomatic. Honesty is important, but so is diplomacy. Try not to reveal weaknesses in your personality such as laziness, dishonesty, or selfishness. Don't say you want to enroll in a program just because it's on line or you know you can get in. Even though these things may be true, they are not reasons with which the admissions committee will necessarily be sympathetic. Instead, frame your points in a positive light: you can fulfill the admission requirements because you have the proper prerequisites, and you know of its reputation for quality online teaching.

WRITE A STRONG OPENING

When you write your essay, put yourself in the position of an admissions committee member who may be reading fifty essays a day. By the end of all this reading, this poor individual may be bored to tears and would be pleased by any essay that simply engages his or her interest. How are you going to accomplish this? By writing an opening that grabs the reader's attention.

Describe an Important Experience.

Instead of beginning with, "I want to go to school because…" try to engage the reader with something significant. For example, was there an experience that led you to make the decision to pursue your education? If so, describe it.

The opening is also the place where you can set forth any unusual experience you have had that contributed significantly to the person you are today. The experience may be growing up poor, being an Olympic athlete, or moving to the United States at the age of fourteen. Whatever the experience is, show how it has formed your character and life and how it relates to the education you want to pursue now.

Be Specific.

What if you have not had a defining moment or experience that sparked your interest in further education? Then write an opening that is specific enough to have some real interest. The key is to remember that specific details are usually more interesting than general statements. Use concrete examples of your successes and action verbs to describe events. Be specific and you'll have a better chance of connecting with your readers.

TELL HOW YOUR STORY INTERSECTS WITH THEIRS

If you apply to several programs, you will be tempted to write a boilerplate essay. Resist the temptation. Admissions committees grow adept at picking out the generic personal statements.

Remember that when you were evaluating programs you were looking for a good match for you. The personal essay is the place where you can explain to the admissions committee why you are a good match for that school. The story of your intellectual and professional development and your goals should culminate in your reasons for choosing this particular program. Your reasons should reflect a knowledge of the program.

Use the Brochure or Catalog as a Resource.

You can use the knowledge you've gained from researching the program if you don't know it firsthand to explain why you want to enroll in a program. In particular, the program brochure or catalog can be a good resource when you write this section of the essay. It's important to know what a school has to offer before you write the essay. The admissions committee members will be looking for a good fit for their program.

In addition to identifying the tangible characteristics of a program, you can also get a sense of its philosophy and values from the brochure or catalog.

DESCRIBE YOUR GOALS

In most essays, you will have to explain how a degree will help you achieve your goals. Even if you are not exactly sure what you want to do professionally, describe what you might be interested in doing once you receive the degree. Indicating that you have a purpose in obtaining a degree shows that you are focused and motivated and have a real sense of the possibilities.

EXPLAIN SHORTCOMINGS IN YOUR BACKGROUND

There is a difference of opinion on whether or not the personal essay is the place to explain any weaknesses in your academic or professional preparation if you are not directly asked to do so. Some people think that the essay should concentrate on a positive presentation of your qualifications. They feel that an explanation of poor standardized test scores, for example, belongs in an addendum or cover letter. Others think that the essay is the place to address your application's weaknesses.

Perhaps a good rule of thumb is to address any weaknesses or shortcomings that are directly relevant to your proposed studies in the essay. On the other hand, if the weak spot in your application is not directly related to your field of study, you may prefer to address it in an addendum or cover letter. For example, if when you were a college freshman you had a poor GPA, you can explain this separately. Try to put a positive spin on it, too. Explain, for example, how your GPA in your major was much higher, or how your GPA improved as you matured. Essentially, your decision as to where to address your weaknesses will depend on their importance and relevance to your pursuit of a degree.

EDIT YOUR DRAFTS

Follow the Instructions.

When you sit down to draft your essay, the first thing you should make sure is that you are answering the question posed on the application. Be sure you read the instructions for each program's personal statement carefully. Small differences in wording can affect how you approach writing the essay.

Don't Write Too Much or Too Little.

The second thing you should keep in mind as you begin your draft is the length of the essay. Often, the length is specified. What should you do if length is not specified? Write one to two typed pages. An essay that is shorter than one page does not allow room for you to develop your ideas, and an essay that is longer than two pages becomes a chore for the admissions committee to read. Don't play with font size, either, in order to get the statement to come out the right length. Admissions officers don't really want to read eight-point type. Stick with a basic font, such as Times New Roman, and keep the size between 10 and 12 points. If the essay asks for a specific word count, follow it to the letter. If you come in over or under by 10 words or so, don't worry too much about it. But if you're 100 or more words short or long, you'll have some adding or cutting to do.

Finally, when you write your first draft, do not waste space by repeating information that the admissions committee can get from other parts of your application like your transcript or resume. Use the essay to provide new information or to highlight particular accomplishments.

Review the First Draft.

Once you have drafted your essay, read the question again. Has your draft answered the question fully? If the essay is incomplete, go back and fill in the missing material. Then ask people for feedback. Although your spouse and friends may be helpful, you may get more valuable suggestions from faculty members or colleagues who know you and who also know what a personal essay should be like. Ask whether you've included things you should leave out or should add things you've forgotten. Is the tone right? Have you achieved the right balance between boasting and being too modest? Are there any problems with organization, clarity, grammar, or spelling?

Prepare the Final Draft.

Once you've revised the essay, set it aside for a couple of days. Then proofread it with a fresh eye. If you are satisfied with your final draft, ask someone else to proofread it for you. The final draft should be absolutely free of grammar and spelling errors, so do not rely on grammar or spellcheckers to find all the errors. Once you are done, be sure to keep backup files as well as a hard copy. Although you won't be able to use the whole essay for all your applications, you may be able to use parts of it. If you do work this way, be absolutely sure when you submit the final essays to different programs that you have not made any embarrassing cutting and pasting mistakes.

Finally, if you submit the statement on separate sheets of paper rather than on the application form itself, put your name, social security number, and the question at the top of the essay and type "see attached essay" on the application form.

MAKE IT YOURS

If after reading this section you are still daunted by the prospect of writing your personal statement, just put the whole task aside for a few days. You will find that the ideas and suggestions you've just read will trigger some mental activity and that soon you will have some ideas of your own to jot down.

Remember, also, that it's not necessary to have an exotic background or a dramatic event to recount in order to write a good essay and gain admission to a program. Admissions committees look for diversity—in gender, race, ethnicity, nationality, and socioeconomic status—to name some obvious characteristics. But they are also look for people with diverse life experiences to add richness to their student body. Your background, which may seem perfectly ordinary to you, nevertheless has unique and relevant elements that can be assets to the program you choose. Your task is to identify and build upon these elements to persuade the admissions committee that you should be selected.

INTERVIEWS

Interviews are rarely a requirement of the distance education application process. However, if you think you do well in interviews, you can call each program and ask for an interview. A good interview may be an opportunity to sway the admissions committee in your favor. Human nature being what it is, an excellent half-hour interview may loom larger than years of average grades in the minds of those who evaluate your application.

Most interviewers are interested in the way you approach problems, think, and articulate your ideas, and so they will concentrate on questions that will reveal these aspects of your character and not on questions that test your technical knowledge. They may ask you controversial questions or give you hypothetical problems to solve. Or they may ask about your professional goals, motivation for study, and areas of interest—much the same material that is in a typical personal essay. Remember that interviewers are interested more in how you think than in what you think.

When you prepare for an interview, it would be helpful if you have already written your personal essay, because the thought processes involved in preparing the essay will help you articulate many of the issues that are likely to come up in an interview. It is also helpful to do your homework on the program, so if the opportunity arises for you to ask questions, you can do so intelligently. Last, be sure you are dressed properly. That means dress as if you are going to a professional job interview.

SUBMITTING YOUR APPLICATION

As we mentioned at the beginning of this section, you should submit your completed applications well before they are due. Be sure to keep a copy of everything. That way, you won't lose hours of work if the application gets lost. You can either mail the application to the admissions office or file portions of it on line through the programs' Web sites. Remember, however, that some elements of the application, such as the fee and official transcripts, will still need to be mailed in paper form. Note also that most schools that accept online applications simply print them and process them as if they had come in by regular mail.

Try to submit all of your materials at once, which simplifies the task of compiling and tracking your application at the admissions office. If that's impossible, as it is for many students, keep track of missing items and forward them as soon as possible. Remember that if items are missing, your application is likely just to sit in the admissions office.

FOLLOWING UP

It's important that you check up on the status of your applications, especially if you don't receive acknowledgment that an application is complete. Give the admissions office a couple of weeks to process your application, and then call or send an e-mail to find out whether or not it's complete. For some schools, you can check the status of your application on line through their Web sites. Usually the missing items are transcripts or letters of recommendation.

IN SUMMARY

Preparing a thorough, focused, and well-written application is one of the most important tasks you will ever undertake. A good application can gain you admission to a program that can help you achieve your goals. "The application process is just one of those hoops you have to jump through to get where you want to go," advises a distance learning student at Gonzaga University. With your destination in mind, work on your applications as if they are the most important things you can possibly be doing, because they are.

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