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Completing and
Returning the Application Materials
"Try to arrange references and transcripts several months
in advance of the deadline — it needs organization, especially
in countries where these things work in a different way."
— Literature student from Hungary
Once you have received information from the universities,
read everything thoroughly. Most schools require similar information
but they may ask for it in different ways. You will usually
be asked to provide the following items.
> Application
Form
> Application Fee
> Academic Credentials
> Test Score Reporting
> Personal Statement or Statement of Purpose
> Recommendations
> Financial Statement
> Deadlines and Submission
Application Form
"Take your time and do a thorough job of filling in the
forms. Take a break when you need one. Start early and mail
them early!"
— Clinical psychology student from Ghana
Your application form should be neat and clear to create a
good impression. Unless it specifically asks you to complete
the forms by hand, use a typewriter or word processor. You
should fit your information into the application form provided
and only use additional pages where necessary. Keep your personal
information consistent and always spell your name the same
way on all documents. This will help schools keep track of
your application materials more easily. Remember that large
U.S. universities handle thousands of student records annually.
Do not worry about providing a U.S. Social Security Number
— either leave the section blank or write "none,"
according to instructions. Avoid abbreviations; it is better
to write the names and addresses of your schools, employers,
examinations, and awards in full. Always provide information
about your education or employment experiences in a logical
order that is either chronological or reverse chronological
order, as required. You will also be asked when you want to
start your studies and the degree you hope to receive. The
information you receive from each institution should include
a list of the exact majors and degree programs offered by
that school. Be sure you list the major as stated in these
materials.
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Application Fee
Almost all universities charge a nonrefundable application
fee that covers the cost of processing your application. It
must be paid in U.S. dollars either by a dollar cashier's
check drawn on a U.S. bank or by an international money order.
These are obtainable from banks or American Express offices.
Check the school's application form, Web site, or catalog
for the current application fee and possible methods of payment.
Be sure to submit the appropriate application fee with the
application. If someone in the United States or elsewhere
is paying the fee for you, send the application to that person
and ask that the fee and application be mailed together to
the university.
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Academic Credentials
Each university will specify the types of official records
it requires to document past education. In American terms,
these are called transcripts and include a list of courses
that students have taken, when they were taken, and grades
received for each course. Usually, the university will require
your entire scholastic record from secondary school and/or
university sources in a similar manner.
The U.S. school may furnish special forms on which authorities
at your school are asked to write your grades and academic
performance relative to other students in your institution.
If such forms are not provided, your school still will be
expected to submit official documents that provide this kind
of information on university letterhead with the school stamp.
If the admissions officer requests an explanation of the grading
and class ranking system or descriptions of courses that you
have taken, this information should be furnished by an official
of your school or university, if possible.
U.S. universities will either evaluate your grades and documents
themselves, or they sometimes require international applicants
to pay an outside company, called a credential evaluator,
to evaluate your documents.
As requested, send certified copies of the originals of diplomas,
degrees, or professional titles, and copies of full records
of your performance in any comprehensive examinations administered
in your home country. U.S. admissions officers prefer that
transcripts of previous educational work be sent with your
application in an envelope sealed by your former school or
sent directly from the school. Do not send original documents
unless there is no alternative; usually they cannot be returned.
Copies should be certified with an official seal from the
school or university, or certified by a public official authorized
to certify such documents.
If English translations are necessary, you may use the services
of a professional translator or translate the documents yourself.
Such translations must also be certified by an acceptable
agency. Some U.S. educational information and advising centers
translate and certify documents to assist you with the application
process. There may be a charge for such services. Do not attempt
to convert your school results and courses into American terms.
Instead, try to provide as much background information as
possible on the grading system used and the types of degrees
awarded.
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Test Score Reporting
When you apply to take the GRE, GMAT, MAT, TOEFL, or other
examinations, you should know which universities you wish
to apply to. In this way, you will be able to specify at that
time that you wish your scores sent to those universities.
You will save time and money by sending the scores at test
time rather than requesting separate scores at a later date.
When you submit an application, also include a photocopy of
your test score reports, if possible. The admissions office
can more easily match the official scores with your application
and, in some instances, they may begin processing your application
with only the photocopy.
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Personal Statement
or Statement of Purpose
"Think about what you want to achieve in the U.S. — you
can be sure that each college will ask you this question and
a well thought out answer is critical."
— M.B.A. student from the United Kingdom
"It is important that your dedication to your field
resonates in your application. Be sure and explain any academic
difficulties you might have experienced and what you did to
correct them. Extracurricular activities give the admissions
committee an idea as to the type of person that you are."
— Medical student from Ghana
"Remain truthful not just because it is ethical, but
because it is powerful."
— Management Information Systems student from India
Almost all graduate programs ask applicants to submit a personal
statement, or statement of purpose, as part of the application
process. The personal statement gives universities a chance
to get a glimpse of you as an individual, an insight that
is not possible in the grades and numbers that make up the
rest of your application. The goal is to write a clear, concise,
and persuasive statement that sincerely reflects your views
and aspirations. The admissions committee that reviews applications
wants to see if there is a good match between you and the
department or school and whether the degree program can meet
your needs.
The statement of purpose is an important part of the application,
and it is essential that you write the best statement possible.
It is an opportunity for you to distinguish yourself from
other applicants. The personal statement is not meant to be
an autobiography in chronological order; instead, use your
imagination to come up with an interesting format and content
that will maintain the reader's interest.
Four important questions should be answered in the statement
of purpose:
- Why do you wish to pursue a graduate degree, and why now?
The university often will ask about your career goals and
how they relate to your past experiences and your decision
to apply for graduate study.
- What are your academic or research interests? The admissions
committee will be looking for a good match between you and
the department to ensure that they can satisfy your interests.
They are also looking for a demonstration of intellectual
maturity and understanding of your field.
- Why are you applying to this particular institution and
degree program? Tailor each statement of purpose to the
specific program and institution, including, if possible,
references to professors you wish to work with, courses
you wish to take, and unique facilities available at the
institution. Admissions officers want to see that you have
done careful research about their program and that you are
a serious candidate.
- What can you contribute to the department or program in
terms of your background, abilities, or other special qualities
and interests? Discuss any relevant past experiences and
achievements, as well as any special qualities you feel
you can bring to the program, such as your international
perspective.
Some general tips:
- Make sure you answer the question that has been asked.
Once you have done an outline for a statement, go back and
check that it answers the question, then do the same with
each draft of your essay.
- Stick to the word limit given. If a limit is not given,
keep the statement to two or three sides of paper, typed
or word processed, and double-spaced.
- Make sure that your statement is a true representation
of yourself and your abilities — it is important that the
essay be genuine and honest.
- Admissions officers read many essays. Since some programs
are extremely competitive, try to have an interesting first
sentence that grabs the reader's attention and makes the
essay more memorable.
- Address any obvious gaps or weak points in your application
either in a separate cover note or in the application essay,
but always keep the explanation positive. For example, state
what you learned from a difficult experience and how it
has made you a better student.
- Get someone you trust to proofread each statement of purpose
for grammatical and spelling errors. Make sure statements
are clear, interesting, and logically organized. The personal
statement is an important demonstration of your written
communication skills.
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Recommendations
"Anecdotes are much better than strings of adjectives
and adverbs."
— Associate Dean of Admissions, University of North Carolina
at Chapel Hill
You will usually be asked for at least two recommendations.
Your recommenders (or references or referees) must be able
to write about your work and be able to assess your potential
to do well in graduate school. Ideally, they should be written
by professors who have taught you in the past, if you are
applying for an academic degree program; however, if you are
not a recent graduate, one recommendation can be from an employer.
For professional programs, references from employers and professors
are acceptable.
Some universities send recommendation forms with the application;
if so, ask your recommenders to use these forms and to follow
the instructions printed on them. If there are no specific
instructions, ask three or four professors, administrators,
or employers who know you well to type letters on their own
letterhead in English, and either place them in a sealed envelope
for you to send with your application or send them directly
to the university.
Recommendations should include:
- a statement about the type and amount of experience they
have with your academic work or employment;
- an estimate of how your work compares with others in the
same field with whom they have experience;
- an assessment of your particular strengths;
- your rank in their class, department, or university, if
they know it;
- an assessment of your research experience and ability,
if known.
U.S. universities expect letters of recommendation to emphasize
a student's positive qualities and to be longer and more detailed
than might be customary in your home country. It is important
to understand these cultural differences when choosing your
recommenders. Poorly written, negative, or late recommendations
will reflect on your judgment in picking referees. Recommendation
forms may ask a list of questions or just one general question.
Since recommendations carry considerable weight in the admissions
process, take the time to brief your recommenders about your
plans, where you would like to study, and why.
A recommendation form may include a waiver where you can
relinquish your right to see what is written about you. If
this option is offered, most admissions officers prefer you
to waive your right so that recommenders may feel more comfortable
when writing their evaluations. Admissions officers usually
interpret waived recommendations as more honest. If your recommendations
must be sent directly from your referees, it is common courtesy
to give them stamped, addressed envelopes. Also allow plenty
of time for your referees to write their recommendations.
Remind them to sign the sealed flap of each envelope before
mailing it to an institution. Check back with your recommenders
to confirm that the reference forms have actually been sent
to the United States.
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Financial Statement
Most universities include a form called a Declaration and
Certification of Finances or Affidavit of Financial Support
in their application packets. This document must be signed
by whomever is meeting your university expenses. It may also
have to be certified by a bank or lawyer. Keep a copy of this
form since you may also need it to apply for your student
visa. Schools usually need to know that you have sufficient
funds to cover at least the first year's expenses, although
many may also ask you to indicate your source of income for
the entire period of study. If you know when you apply that
you will need some form of assistance from the university
or other sources, such as scholarship programs, indicate how
much you plan to request or apply for. Please note, however,
that the university will issue the relevant certificate of
eligibility for a student visa only if you are able to document
fully your source(s) of income.
Some academic departments or schools operate a policy whereby
your application for admission will be considered first, and
then they will consider your need for financial aid. Other
schools and departments that have limited or no financial
aid available for their students will give higher priority
to applicants who do not need financial support from the university.
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Deadlines and
Submission
Each graduate department within a university sets its own
deadline date, and it is usually firm about not accepting
applications after that time, particularly if a program is
very popular. For the fall semester, which begins in late
August or early September, deadlines are usually between January
and March, although they can be as early as November or as
late as June or July. If, however, an institution indicates
that it operates "rolling admissions," late applicants
may still have a fair chance of acceptance. In this case,
a university will admit and reject candidates until the program
is filled. It is nonetheless a good idea to submit your application
as early as possible.
Some universities accept enrollment for any of their terms,
although many institutions prefer to enroll graduate students
for the fall term. For schools that operate on a semester
calendar, midyear admission is some time in January. Universities
that use the quarter system (three terms) may offer admission
both in the winter term (January) and the spring term (March).
The precise date differs for each institution. Deadlines for
mid-year admissions are usually six to nine months in advance
of enrollment. If you are applying for admission in January,
take any admissions tests at least six months beforehand.
It is your responsibility to ensure that all documents, application
forms, references, and official test score reports reach the
universities safely and on time. Often the closing date for
students from other countries is earlier than for U.S. students.
Usually applications for scholarships or fellowships must
be submitted earlier than applications for admission.
If at all possible, send all required documents together
in one envelope, including certified academic credentials
and letters of recommendation that have been placed in sealed
envelopes. (Some institutions require that all materials arrive
together.) Attach a note to any documents that bear a different
name or different spelling from the standard one that you
are using, and give the same first, second, and family name
you used on your application form. Again, use the name on
your passport if possible.
Send your application by registered mail or by courier, or
submit the electronic application and mail all supporting
documents. Keep copies of your application and documents just
in case your material gets lost in the mail; you will be relieved
to know that you can supply another set of information quickly,
if this should happen.
After you have submitted all required documents, you should
confirm with the university that your application is complete.
Allow a reasonable amount of time before following up, probably
three to four weeks after submission of the documents. Do
not correspond too often. Remember that the admissions office
is trying to process a large number of applications, and the
more correspondence it has to answer, the slower the application
process. Allow at least six to eight weeks after completion
of the application for a decision to be made. Some programs
and institutions may take as long as three to four months,
and many institutions review all completed applications at
the same time and issue acceptances between March and May.
Throughout the application process, do your best to comply
with instructions. If some procedure is impossible for you
to complete or some document is lost or cannot be obtained,
state the situation in a letter and send it to the school
along with a letter from the relevant authorities who can
support or authenticate your problem. Sometimes accommodations
will be made for difficult circumstances.
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