A BRIEF GUIDE FOR STUDENTS
CONSIDERING A FUTURE IN GRADUATE SCHOOL
by LESLEY NICHOLLS
DEPARTMENT OF ARCHAEOLOGY
UNIVERSITY OF CALGARY
CALGARY ALBERTA
T2N 1N4
2003
Beginning at the Beginning.
When do I think about applying for grad school? What is a graduate school application? Why do they need all this information? What happens to my application once I have sent it in? Hopefully these questions, and any others you may have, will be answered by this workshop.
I will be continually referring to a completed application. This is an application form, transcripts, letters of reference, a statement, a c.v., and example of written work. The information provided in these documents is used to convince a university that it is worth their while to invest a considerable amount of time and money by offering you a place in their program. Remember. There is no face to face interview; it's all decided by the paperwork you submit. Therefore that paperwork should be immaculate - clearly written (legible and grammatically correct), all the information asked for should be provided and all supporting documentation asked for should be included.
Why? Just imagine that you are a student at Memorial University in Newfoundland and you decide to apply to University of Victoria, in British Columbia. Up until receipt of your application, UVic has no idea that you exist. Your job is to provide enough information so that they can make an informed decision as to whether you are admissible to, will do well in, and, eventually, graduate from their program.
The application package you submit to UVic is the one and only chance you have to present to them with a picture of yourself, your interests and your suitability for their program. The onus is on you to prove that you are better suited to their program than the many other students who also apply. And don't forget that every university receives applicants from their own students - an already known quantity.
The Application Process - From the University End
Throughout your graduate career your program will be supervised by the department to which you are admitted. Departments operate under rules and regulations which are set by graduate faculties and these regulations take precedence over those of departments. The department has to adhere to the faculties' regulations in matters of admissibility (minimum grade point averages for example), completeness of applications and so on. Even if a department makes a positive recommendation on a student, the faculty can (and occasionally does) overturn this recommendation.
While the GPA is an important criterion for admission, departments take into account a number of factors when considering applications and I can do no better than quote one of our previous head's, Nicholas David.
In response to the question "GPA as a factor in departmental review of applications for admission and in recommendations for admission? Other criteria." Nic responded:
"GPA is indeed an important factor, and especially the GPA over the last two years (or equivalent) of course work. This is because many undergraduate students only discover archaeology well after entering university, and their first and second year results may differ markedly from those of later years. In the case of students applying for entry into the PhD program, it is their performance in graduate courses on which we focus most. We also pay considerable attention to the mix of courses, and to indications that the candidate can perform well across a broad range of disciplines. The nature of archaeology is such that, while we are looking for evidence of outstanding performance, demonstrated and potential, generalists are preferred to narrow specialists. While prior field experience is not a requirement, we also favour candidates with a variety of practical (and linguistic) skills and evidence of a commitment to the discipline.
"Close attention is paid to references, including the applicant's choice of referees, and in particular to referees' comments regarding their intellectual engagement, insight and critical ability. The sample of written work supplied by the candidate and carefully reviewed by members of the department plays an essential role in demonstrating such qualities and the student's craft in managing material in the context of a logically argued presentation. The very choice of written work to submit - indicative of what the student thinks we are likely to be interested in - is itself often revealing, as is the written statement of intent.
"It is also important that students admitted match up with appropriate supervisors. Thus, although in the first year it may actually be advantageous for a student to be attached to an interim advisor who will expand the student's horizons but who will not become the supervisor, the Department must already be certain at the time of admission that it has the necessary supervisory capability and capacity to see the student through the program."
Nicholas David
February 1992
All universities in Canada have a very similar admission process - there are a few minor differences here and there. A brief outline of that process follows, based on what happens at Calgary, to give you an idea of what your application goes through before you receive the final, hopefully positive, letter.
In the bad old days a student would write requesting information on the graduate program and the department would respond by sending out an application package. Now most universities have downloadable application forms on their web pages and some (Calgary included) even have applications to be submitted on line. Packages will vary from school to school but they usually contain some information about the department, an application form, reference forms or instructions for referees, a university scholarship application and information on graduate awards available, together with any necessary reference forms. Sometimes you will also get a Graduate School calendar.
Some universities have a student-managed application. In this the student is responsible for collecting all the letters of reference, transcripts etc. and ensuring that they get them to the University by the deadline (Calgary uses this system). Others use a system where bits and pieces of the application come in over a period of time. Obviously it's more convenient for everyone if everything comes in one package. Check carefully to see what system(s) the universities you are considering use. On-line applications allow you to submit the application form, and application fee, through the computer. All other documentation still has to be sent in.
As soon as we receive any document that forms part of the application package, we start a file. All other documentation is added as it comes in and, around the deadline, you will be advised as to what is missing. You are responsible for ensuring that all missing material is supplied prior to the final deadline for receipt of completed applications (and by a completed application, we mean an application form along with all required supporting documentation).
The number of students to be admitted in any one year depends on the number of spaces that will open up as students currently in program finish, whether any faculty will be on sabbatical leave and on graduate funding. In some years we may only have three or four spaces, in others (rarely!) we will have 10 or 12. At some schools Graduate Faculty regulations specify how many students each faculty member can supervise and if even one person goes on sabbatical it can drastically cut the number of students admitted (one year, for example we had two people on 12-month sabbaticals and one on a six-month sabbatical reducing the number of students we could take in to 3). And of course funding. Funding comes from three sources: scholarships, the Graduate Faculty and the department's operating budget. Some students are also funded from faculty research grants.
A committee of three is formed who go though all the applications and create a "long list". These are the people whose GPA is above our minimum (3.3) requirement, whose interests are compatible with those of the department and so on. We get on average 50-60 applications each year and this is reduced by about one half once the committee has looked at all the application files. Some of the reasons for files not going further include low GPA, incomplete file, lack of compatibility between student and department's interests.
The 20 or so files that make the cut are then circulated to all members of the department for comment. This process takes about four weeks. The admissions committee then reads at all the comments and comes up with a list of possible admissions. This list is presented to all the faculty at a meeting where the final decision is made as to who will be admitted.
At the start of the final admissions meeting we go over supervisory loads, the number of students in program and the number who will complete (we hope!) and we somehow come up with a final number of students who will be admitted. Each file is then discussed and after a number of hours final decisions are made as to who will be admitted, who may be considered for alternate admission and who will not be considered. (Alternates are students who we would like to admit but for whom we have no space. They will be offered admission should someone turn us down.)
The successful applicants are contacted by phone or email which is then is followed up with a letter stating that we are recommending to the Dean that they be admitted. The files are then copied by the Department and the original documents are sent to the Faculty of Graduate Studies, who go over them and send out either formal or tentative letters of admission. A formal letter of admission is sent in cases where the applicant has finished a degree, a tentative letter is sent in cases where a degree has yet to be finished or some other requirement has to be met (TOEFL for example). We are able to make some offers of funding to incoming students at this point.
Things calm down for a bit and then we have one final meeting to sort out funding. This is another long meeting and one at which difficult decisions are made. Do we fund incoming students to the detriment of students already in program? Or do we look after those students in program and risk not getting any new entrants? We usually manage to walk a fine line and fund both new and continuing students to the best of our abilities. We do not normally provide funding to students in the third year of a MA program or fifth year of a PhD program. Of course there is never as much funding as we or the students would like! We also rank unfunded students so that if additional funding becomes available we can work down the list. We have been very successful with scholarships over the past few years and 75% of our students, new and continuing have received scholarships of one sort or another.
Again, as soon as funding is decided we contact the successful new admissions and follow up with a letter. At this point we set a date by which we would like a final decision as to whether they are coming. If they decline our offer we will then go to the next person on the rank listing.
I have gone into the university side of things in some detail so that you are fully aware of the steps your application goes through and how very vital it is for you to supply the university with the best and fullest information you can.
The Application Process - The Students' End
A few, very rare, students enter an undergraduate program with a clear idea of what they to do and of the steps required to reach their goal. They know that they want to be a University teacher and that they will need to complete a PhD to obtain this ambition. The majority, however, define their career goals much later in their undergraduate program and often it is not until the beginning of their final year that the decision is made to apply to graduate school. In either case once the decision to apply is made, you should begin working on it straight away.
How do you find out about programs offered at other universities or even which universities offer graduate programs in archaeology?
1. Most departments have copies of the AAA Guide to Departments which lists nearly all anthropology/archaeology programs in the States and Canada, as well as many overseas departments. This guide is invaluable in that the Department listings include faculty, research interests, special programs, brief descriptions of program requirements, funding available and so on.
2. University libraries have calendars from just about every other university in Canada and the States. Graduate faculties may also have copies of calendars you can consult.
3. Web Pages. Most departments have web pages that give you full information on their graduate program (our web page contains a complete version of our department brochure), faculty, research interests etc. You can also usually submit a request for an application through a link on the web page. Here is an address that can help you find the information quickly - http://archaeology.about.com/library/univ/blggsa.htm (This site contains a number of other useful features). Or just type graduate programs-archaeology or archaeology graduate programs in your search engine and see what you get.
4. Talk to faculty about possible schools. All of them have been through a graduate program and they all have contacts at schools across North America and have a pretty good idea of the programs offered.
5. Think carefully about what the school can offer you. If you want to study maritime adaptations in the Maritimes, Calgary may not be the best place for you - but Memorial would. Match the schools' areal and topical research interests to your interests. Its easier at the MA level as more schools in Canada offer that degree, but with only eight (including Univ. De Montréal) schools offering the PhD in Canada it becomes harder if you want to go this route.
6. Notice Boards, both departments and faculty offices will have boards displaying flyers and posters advertising graduate programs.
Not all schools offer graduate studies in archaeology and some are specific in the areas they cover. Also don't forget that at all schools in North America, except Calgary, Simon Fraser, SaskatchewanBoston, archaeology is taught in anthropology departments. You really need to think hard and carefully about how many schools you want to apply to - it costs money putting together an application (around $200 per school by the time you factor in photocopying, cost of transcripts, courier charges), so look carefully at the schools you are considering. and
From the information you have gleaned from the above sources, you should be able to draw up a short list of six or so schools that you think will meet your needs. Email a request for information (and don't forget to include your snail mail address!); in return you will receive the aforementioned information package.
One question I get asked a lot is "is it appropriate to contact a faculty member with whom I am interested in working?" The answer is yes; introduce yourself, state that you are interested in applying to that person's university, and briefly talk about the possibilities of working under their supervision (mention your area of interest, previous work in the field etc.). Sometimes you may end up having a lengthy email correspondence with them, sometimes you may get just a short response such as "I look forward to seeing your application". Once you have sent off your application it doesn't do any harm to follow up with a short note saying your application has been submitted.
Another good way of becoming familiar with potential supervisors is to talk to people at conferences.
If there is a paper being presented by someone whom you are interested in, go and listen to it. If the opportunity arises, talk to them (after the session or their presentation, not before!). Or else, after the conference, email them and ask them for a copy of the paper.
Once you have done all this you should have a good idea of what schools you are really interested in attending and you have to get down to the nitty gritty of actually writing letters, filling out forms and the like. But first an important point that I will be emphasizing throughout the rest of this Guide.
Timing and Deadlines
Make your enquiries early and adhere to all the deadlines given in university literature. The earlier you can begin working on your application the better it will be. And remember:
A deadline if the date you have something completed and at the place it is supposed to be - not the date you begin doing something!!
Preliminary Enquiry
Begin requesting information early in the fall prior to when you want to attend graduate school. (If you are applying for the fall of 2005 you should begin requesting information in the fall of 2004.) Most inquiries are now submitted over the web or by email. Please be sure that you include your snail mail address in case the information packaged is mailed out.
The Application
When you are downloading material from the web, print it off first. You will need to keep referring back to the supporting documentation and its easier to read the hard copy than to keep scrolling back through the on-line document.
There is a lot of information to wade through so you might want to draw up a list summarizing the important points (deadlines, documents needed, scholarship and funding information, research areas, program information) for each university. This will help you compare programs later on.
When you have read everything once, read through it all again to make sure that you have not missed anything.
If you are not sure of anything, contact the department for clarification. The person to contact should be listed somewhere in the website (package), together with a phone number or email address. If not, ask for the graduate secretary.
Once you have gathered all the information you can get, it is time to think about filling out the forms.
Completing the Paperwork
Whether you are using downloadable forms, or manual applications, be sure and make one copy to use as a draft. This will ensure you have the right information in the right spot. Most schools have a deadline of around the end of January or beginning of February. It is to your advantage to get the application materials to the schools of your choice well before these deadlines. Be aware of other deadlines that may have an effect on your application. For example, if you are applying to schools in the USA or to McGill University, you will need to take the GRE; the timing of this is critical. In many instances the same letters of reference will be used for applications and scholarships - and the deadlines are not always the same - use the earliest deadline!
Make sure that your name is on each and every piece of paper you submit. In spite of our best efforts, pieces of paper can be mislaid (particularly in a professor's office!) and if there is a name we can easily return it to the right file. And please staple all pages of one item together - for example a 3 page c.v. should be stapled together, your written work should be stapled together. All schools require a completed application form, a letter of intent, three letters of reference and an example of written work. While not all universities require it, a c.v. or resume should always be included.
Let's take each item separately:
The Application Form
This form is used to gather basic information about you. Please type this as it contains vital information that we will be using over the next few months, such as your name, address and so on. Please fill it out in full and please make sure that you include the postal code in your address and the area code(s) in your phone numbers! Make sure that you sign and date it - otherwise you will get it back. When giving your email address make sure it is legible. Downloadable and on-line applications usually will not let you print off or submit a form if a needed item is missing.
Calgary now insists all students use the on-line application system, both for entrance and for scholarships. Links for these items are on the Graduate Program page on the Archaeology website. Some of your documentation, such as statement of intent, example of written work and C.V. can all be pasted into your application, or sent in hard copy, with your transcripts, references and application fee.
Letters of Reference
You need two letters of reference and your file will not be considered complete until all are received. The choice of referees is important; chose them with care and bear the following in mind:
· You will recall from Nic David's comments quoted earlier that departments pay as much attention to your choice of referee as to what the referee says about you. The comments of someone with a international reputation with whom you have taken a number of courses will bear considerably more weight than those of a sessional instructor from whom you have taken one course, even if you aced that course.
· How and when you ask someone to be a referee can have an impact on how they will write the letter for you. It is politic, not to mention polite, to approach them early in the process - a month before is not too early. Make sure that you ask them if they would be prepared to serve as a referee and tell them how many schools you are applying to.
· Make sure that the first thing you do with your reference forms is put your name on them before passing them on to the referees. Usually what happens is that a pile will accumulate on someone's desk and they will then sit down to work on them and without a name they will have forgotten who they have agreed to write letters for.
· Supply them with the background information they need to help them write you a good reference - a copy of your statement or a brief summary of what you hope to accomplish in graduate school, a copy of your transcript is also very useful (not all faculty have easy access to these), and perhaps a c.v. so that they can see what else you have done. Also, highlight the courses on the transcript that you took from the person who is writing the letter.
· Warn your referees if you are applying for scholarships - if a different form is required for scholarship applications your poor referee ends up writing two letters to each of the schools to which you are applying. This can mount up and some faculty such as an undergraduate advisor can easily end up with having to write over 100 letters.
· Please be sure and give the forms to the referees well before the due date - some (most) will leave them to the last minute but many will try and get them done as they come in and the earlier you give them the forms, the less snowed under they are, and the more positive and well thought out the letter is likely to be.
· With the advent to self-managed applications you are responsible for collecting the letters of reference and the transcripts and ensuring that they are submitted to the schools to which you are applying before the deadline. Therefore, you need to give your referees a deadline as to when they should get the form back to you (if the school's deadline is the 1st February you need to get the forms back by at least the 15th January). Otherwise it's a good idea to remind faculty (especially those with untidy desks!) to write the letter, or ask them (politely) if they have done so (but if they sound stressed when you ask them maybe wait for a more opportune moment).
A frequently asked question is whether you should get a letter from an employer. If you read the reference forms supplied by the graduates, you will see that they all require the referee to comment upon your academic standing, skill at research and background knowledge. From talking to faculty who have assisted me at these workshops (not only from Calgary) the feeling is that unless you have worked for an archaeologist and have had long discussions with them about archaeology in general (not just the project you are working on), you are better to stick with academic referees - but you could certainly submit it as a fourth, unofficial, reference.
What if one of your choices of referee is on sabbatical? If they are, and particularly if they are out of the country, you have to allow plenty of time for them to get the form from you, to write the reference and to mail it back. This is even more difficult when someone is moving from place to place, as often happens on a sabbatical. So if you know that someone who would give you a good reference is going to be away, it is well worth your while getting them to write letters before they leave. Be aware that some faculty flatly refuse to do reference letters when they are on sabbatical so make sure you check this with them before they go.
While most universities have a standard form, they will accept letters on letterhead, particularly in a case where someone is on leave. Most schools now have their reference forms up on the web and this certainly makes life easier but make sure you inform them of the web addresses where they can find the form.
If your are using self-administered applications, your referees return the completed forms to you so make sure you supply addressed envelopes. They do not need to be stamped as we still (hopefully) have budgets for mailing costs.
Once you have been accepted by a grad school do let your referee know of your success. All that is needed is a short note of thanks for their help.
Statement of Intent
This is the most important document you will prepare as part of your application.
Most schools request a short statement from you laying out research interests and the reasons why you are applying to that particular school. This is the document that will sell you and your research interests to the department, so for heaven's sake take as much care in preparing it as you would a term paper. Admittedly it is difficult to squeeze all your ideas onto one page but you should have a statement that is three paragraphs long: 1) say who you are, 2) say what you want to do, and 3) say why you want to do it at this particular department/institution.
As an MA applicant you are not expected you to have a thesis topic in hand, but you should give some clear idea of your geographical and topical interests and possible topics you might be interested in that will be of interest to that particular school.
In cases where you do have access to data or a project for use in a thesis, mention this. Briefly describe the nature of the data, who collected it and what you want to do with it. Also mention who has suggested you use it and who has given approval to use it. If you are involved in a project that will likely provide material, give information on who is running the project, what the material is or what you expect to find (if it is a new project), and confirm that you have permission to use the material.
If you don't have access to research material, write a brief statement outlining your interests and explain how you think they will tie in with the research interests of the department. This statement is used to assess how you will fit into the department to which you are applying. Laying out ideas and possible topics at this time will not limit your possible choice of thesis topic. Schools realize that exposure to new ideas and people can, and indeed do, change a student's way of thinking.
Write a draft of the statement and show it to people, particularly faculty members, and elicit their comments. Tailor the statements to each individual department for which you are applying; do not use a "one size fits all" statement. Tell a department if they have a research emphasis which particularly interests you and mention if you have been in touch with a member of the faculty regarding potential supervision or working possibilities.
Don't be all things to all people and say that you want take courses from everyone in the department on topics dealing with their particular area; this just gives the impression that you don't really know what you want. Conversely if there is some particular course you want to take (for example advanced training in zoo-archaeology) mention it. Also an awareness of any lack in your background may be mentioned - for instance fieldwork or lab work. This demonstrates that you are aware of your weaknesses. I know that the foregoing sounds contradictory but there is a happy medium.
Needless to say, type the statement, have it read by other people, make sure that it is grammatically correct, that you run spell check, and have it read by someone one more time before it is submitted.
Written Work
Written work is requested for two reasons: 1) to show that you can think and 2) to show that you can write. It is preferable that the work be at least related to archaeology (i.e. a cultural or physical anthropology paper is acceptable). Copies of papers written for courses, with a grade and comments from the instructor, are preferred but if this is not possible a clean copy will suffice. If you have had a paper published, particularly by a refereed journal, you should submit that, either as an offprint or a photocopy. A concise paper 15-20 pages in length should be able to demonstrate your abilities.
Try to avoid reports that are nothing more than site descriptions or artifact lists. The paper should show that you can synthesize information and that you are capable of critical thought.
If you have completed an MA do not submit a copy of your thesis. Our faculty have a big job reviewing 30 files every year, and will not read all you have written. If you feel your thesis is the strongest work you have done, the best chapters to submit are those that deal with your research, not the background or literary review chapters.
Curriculum Vitae
Even if it is not requested it is a good idea to submit a c.v. (or resume) as this will give you a chance to provide additional information regarding work experience that you may not have room for on the application form. Be sure to highlight any awards, scholarships, bursaries etc. you have been awarded.
Do not list the courses you have taken on the c.v. (we already have this on the transcripts). List all work experience relevant to archaeology, (you washed sherds in a lab for free; you catalogued bones for minimum wage; you worked for a consulting company for four summers). List any additional skills that are relevant: drafting, specialized computer skills, surveying, photography.
Provide information on any extracurricular activities that might be relevant (on the executive of the anthropology club, worked registration table at a conference); list memberships in archaeological associations (CAA, SAA or provincial organization) and of course list any publications you may have. I'd like to emphasize at this point that membership in a professional organization such as the CAA, the SAA, or the SHA displays a commitment to archaeology (and of course you get the journals). Student fees are usually a fraction of the regular fees and some groups - the SAA for example - have an even lower rate for Associate members.
It goes without saying that the c.v. will be typed and in a logical format. Still not sure how to set it up? The following is pretty standard.
Name
Address
University Education
Scholarships
Previous work experience (last or current job is usually listed first)
Publications
Presentations
Extracurricular Activities
Memberships
Additional skills
Transcripts
You will need official transcripts from each secondary institution you have attended and usually two copies are requested. Please request these well before the deadline as some universities take a long time to issue them. If you took any courses at another university, please get a transcript, even if you had the credits transferred.
While talking about transcripts, a word about the GPA. The minimum admission GPA to graduate schools across Canada is 3.0. You may be a student who has a GPA of 2.8 as you go into your fourth year. You have decided that you really want to go to grad school and you are determined to work hard and get A's in your final year. Unfortunately, as the application deadlines are the end of January, the transcript will not show this improvement. We can only work with the information we have - not what you hope will be the end result. If you are in this situation you are well advised to wait until you have finished that crucial fourth year so that you can submit a transcript with that all important final year showing a GPA of 4.0.
Sending In The Application
You have filled in the forms, given your referees their forms, written your statement and c.v. You are now ready to send in the completed application. Before sending it, double check to make sure that you have got everything you need and that you are sending it to the right place. Some universities have you send forms to the graduate faculty, others you send it to the Department. It is really safest to send it to the correct place the first time; things can get lost or put aside when it goes to the wrong place. Make sure that you enclose any application fees. Before sealing the envelope double check that you have got everything signed, that everything has your name on it and that the application is complete. It is a really good idea to make a check list for each school you are applying for and check everything off a couple of times before sending it off. Make sure you send the package well in advance of any deadlines. This is good practice for when you become a professional archaeologist and have to meet deadlines for grant applications, research reports. etc. Consider it part of your training!
The Waiting Game
Once you have got everything sent off you can sit back and forget about the application for the next few months. You will receive some form of acknowledgement from the University and at some point, if items are missing from your files, you will get a request to chase them up. The most common missing items are, of course, references and here you have to go and nag a faculty member or two, sometimes not the easiest job in the world!
If a department has a deadline for receipt of applications of the 1st February you can assume that they will still be getting bits and pieces of files up until the 15th February or even later. At this point you will probably get a letter to the effect that if an item is not received by a certain date the file will not be considered by the department. This usually results in the missing document arriving post-haste! We are all aware that Canada Post sometimes screws up. Most missing items are usually references and transcripts. FAX copies are usually acceptable to get a file moving around the department but an original must be submitted as soon as possible thereafter.
From the beginning of March on you will be getting antsy waiting to hear if you have been admitted. We realize the agonies you are going through, but there is little we can tell you until that final admissions meeting. Because of the fierce competition for good students, schools try to make their decisions as early as possible and to contact successful applicants immediately. Please try not to bug the graduate secretary regarding when the decisions will be made, we can usually tell you no more than "next week" or "by the end of the month".
You're accepted - now what?
After the final admissions meeting you will get either an email or a letter stating that you have been accepted into the program. Sometimes you will get an offer of funding there and then, other times you will be told that funding will be advised later. What to do?
I advise our students (and the faculty who have assisted me with the workshops over the years have confirmed that they recommend their students do the same thing) to accept every offer whether or not funding is offered and then make their final decision once they have heard from everyone. Inevitably the school you really want to go to is the one that will respond last and if you are not accepted there you will have burned all your bridges if you have said no to everyone else! There is usually someone eager to take a place that is freed up in this way, and certainly we have no problems giving away money!
Sometimes we cannot initially offer funding, but usually a few weeks wait will give us information on who has scholarships, thus releasing funding to other students. Make sure that you let the schools know that you are interested even if they cannot yet make funding offers; a lack of response could be considered a lack of interest and you might find yourself out in the cold. We do realize that without funding it is highly unlikely you can accept our offer of a place and we do our best to ensure that all incoming and continuing students do receive funding.
Occasionally someone will be admitted to a program but something occurs that means you won't be able to attend - usually this is either failure to complete an MA thesis and thus not be able to enter the PhD program when planned or a stellar opportunity arises; for example the chance to work on a great site or similar. Call the school and see if they can defer admission for one year; its usually an option and it saves you having to go through the whole application process again.
Once you have made your decision, do let anyone who has assisted you know. A short note of thanks is appreciated, particularly by your referees. You should also tell your Department Head (or Department Secretary who will make sure that the word gets out) of your success as one of the ways in which a department measures its success is by how many students go on to graduate school or are successful in obtaining employment; we like to keep track of our students throughout their careers.
Once the term is over you may be moving back home or going into the field. Please let the schools you have applied to know where they can contact you. If you are going to be difficult to reach (overseas, in the Arctic etc) please provide a contact name and phone number (your parents or spouse) and if necessary tell them to accept any offers (particularly of money) on your behalf.
Once you have decided which offer you are going to accept, let them know and let the other schools know that you are not accepting their offers. It is annoying to have funding committed to a student who then doesn't turn up; the money could be offered to someone else. (Also, we have long memories and ten years down the road when you apply to us for a job, we will say "oh yes, that's the person who didn't bother to let us know they were not coming...."!)
At some point during the summer the department will probably be sending out information to incoming students, so again, it is important to let the school know where you will be.
By the way, the school year begins on 1st September and for your first year in a graduate program you should be on campus no later than September 1st (and preferably about a week before that). There are a number of things that have to be completed before the term starts and its good to get them out of the way before the rush begins. Personally, I like to be able to sit down with new students and have time to chat, without continual interruptions, to show them to their office and introduce them to people. Once September 1st rolls around it gets really busy with people wandering around asking where they are supposed to go and what room is such and such a class in and what time is such and such a class - and that's just the faculty!
Often departments and/or graduate faculties will offer an orientation meeting for new students during that first week of September and it is important to attend this as much valuable information is given out and everyone's questions are answered at once (it also saves us having to explain the same thing 10 times over). Many summer jobs run until the end of August and you are going to have to decide whether to quit a week early or get on the wrong side of the department secretary. If you are getting funding, you are being paid from September 1st - where else will you get paid for a full month if you don't turn up on the first day? (Come to think of it, where else will you still have a salary/job isyour funding and office has been given to someone else! So, make sure everyone knows when you are going to arrive and make sure that you given them this information earlier than the day before the term begins!
you don't turn up on the first day?) Oh yes, you may also be charged late registration fees if you don't register by a certain date (usually a few days after 1st September). If it is absolutely impossible to get to the school by September 1st please make sure they know when to expect you and why you are going to be late. If you don't tell them you are going to be late and turn up on September 14th, you could very well find that.
An unsuccessful application?
One of the hardest jobs faced by any Department Head (and Graduate Secretary) is informing students that they were not admitted to program. Every year we get letters from applicants wanting to know why they were not admitted and these are difficult to answer. There are many reasons why applications were not accepted - including the most common one of all - we just don't have enough space to accept all the good students that apply . We are often asked to advise applicants how they can improve their chances of getting in the following year. We have to be very careful in responding to this sort of request; we can only make vague recommendations and we cannot say anything that could be construed as a promise to favourably consider an application the following year.
Hard as it may be, you should accept the fact that you were unsuccessful and consult with people from your own university to see what advice they can give you. They know you best and can give you better guidance than someone who doesn't know you at all.
You might want to consider taking an additional year's schooling to improve your grades. You can do this as an unclassified or non-degree student at just about any university. If you have a particular school in mind look into the possibility of doing it there - you get a chance to check out the school and they get a chance to check out you (which of course may not always work to your advantage!).
Or you might prefer to take a year off and go out and earn some money. In fact I would recommend that anyone considering applying for grad school just do this. It gives you a year to recover from the pressures of university and to think about what your plans are for your future. It is certainly not held against you (in fact we quite often get applications from people who are looking at returning to school after a break of three or four years - and in one case 10 years!).
Scholarship Applications
The same criteria apply to completing scholarship applications as to completing those for graduate school. Just remember that here deadlines are even more important. When a deadline is February 1st, they really do mean February 1st. Incomplete applications or those that are received after the deadline date are not considered.
Don't forget that different scholarships have different deadline dates - some are as early as October and others are as late as the beginning of March.
Make sure you double check all the requirements to complete a scholarship application as they vary from school to school and from agency to agency.
I hope that this guide and workshop will provide you with the information you need to help you make this most important decision. Please talk to the faculty members who know you best and know what your interests are. They can provide you with valuable assistance. And finally, GOOD LUCK!!
If you have any questions that have not be covered in this booklet, or you are unclear on something, please feel free to the Graduate Administrator, Nicole Ethier at nethier@ucalgary.ca.