Please, call me
Doctor…
The Basics:
The
idea of a Ph.D. is prestigious and exciting.
Doctorate program hopefuls may feel like jumping right on the application
because of said excitement, but jumping in head first is an ill-advised
approach for the world of academia. There are several things to know
before going into an endeavour like this. Without the proper preparation
and foresight, the task can be quite overwhelming. I have known for
almost a decade that I want to go into university-level teaching, so, for me,
the preparation began just after I started my Master's program...two years
ago. However, one need not start the preparation quite so early on.
The following timeline and list of tasks/documents to create/obtain will
successfully get a person into and out the other side of the Ph.D. application
process with ease and grace. In fact, the following activities,
information, and documents got me accepted into every Ph.D. program to which I
fully applied. I chose to create a
spreadsheet to track all the requirements for my prospective schools, but you
can keep track of your details any way that works for you.
Standardized
Testing:
North American schools love their standardized testing. Some post-graduate schools do not require submission
of a score for standardized tests such as the GRE,
GMAT, PCAT,
MCAT,
and LSAT. The most common test for graduate and
post-graduate school in the Arts, Humanities, and other non-science based
programs is the GRE. The GMAT is typical
for an MBA, and the PCAT/MCAT are typical for any medical or pharmacy
degree. The LSAT is specific only to law
schools, but some law schools are now beginning to accept GRE scores in its
place. Research early which test, if
any, your chosen schools require and take the test so that your scores are
available by the application deadlines.
These tests do cost money and are available only on particular dates in
specifically authorized locations, so check for what is available in your area.
Languages: some programs
(religion, classics, history, anthropology, archaeology, philosophy, and
others) require a Ph.D. candidate to be able to read and translate in foreign
languages. In many programs in the Arts and
Humanities, a person will be working with texts from the classical period which
are in a different language; often a language that is no longer spoken, such as
Latin, Biblical Hebrew, Aramaic, and Classical Greek, among others. Not all schools offer these ancient languages
so knowing early which languages you will need to be working on will help in
your endeavours. Some Ph.D. programs will
train you in the appropriate languages and then test you in those languages at
some point. Some programs want you to
know the languages before entering the program.
Each school is different, so check early for the individual program’s
language requirements. You can sign up
for college courses at a local 2-year college or do a distance learning program
online. However you get the knowledge,
it must be documented or on a transcript.
If you learn a language on your own instead of in a classroom or at a
college, you can test your learning by way of a CLEP test, yet another type of
standardized test which gets you college credit for your prior knowledge in
various subject areas. Not all languages
are available in CLEP format at all schools, so check what is available in your
area. For more information on CLEP language
testing, the CLEP
website can fill in the blanks.
Native Languages: If English is
not your first language you may be required to provide proof of English fluency
by way of a TOEFL test. TOEFL stands for
Test of English as a Foreign Language and it measures a non-native English
speaker’s abilities in English prior to entering English-speaking institutions
of higher education. More information is
available about this test at the Educational
Testing Service website. The test is
required, regardless of your country of origin, if English is not your native
language. Like any other standardized
test, it is available only at authorized testing centres and it does cost
money.
Using Your
Resources:
A note before getting into the specifics: if your school has a writing centre
where you can take your papers to be proof read or have comments added, USE
IT!! In the basement of the school
library at my university there is a writing centre for undergraduates and
graduates, alike, and I took all of my documents to be proofed for this
process. The writing centre does not only look at documents for your
classes. The writing centre reader will
look at CV’s, research proposals, writing samples, personal statements, and
anything else you throw at them. Check
with your school’s library, advising department, and/or English department to
find out how to connect with your writing centre. You will thank yourself for using this
resource when the acceptance letters begin rolling in.
Documents:
Academic
CV:
this task is a lot easier than it sounds. CV is short for Curriculum
Vitae, which loosely translates from Latin to “life’s work.” It is simply a list of what you have done in
school and is a more detailed (even if oddly formatted) version of a job
resume. However, the concept of a resume may not make any sense to
someone who has never held a job, so I will add the following tip: go onto your
school's faculty website and download the CV's of your favourite professors to
see who has included what and in what order everything appears on their CV’s.
Model your CV after your favourite one or two. Conversely, you may check
out the University of Illinois Graduate College CV Tips and Samples document here.
Creating your own CV is not really a tough process, but it can be time
consuming if you do not start early. Putting it together bit-by-bit is certainly
the best way to go. You can also show your in-progress CV to an academic adviser (or mentor, or both) to get a
professional's take on what you have chosen to put on paper. Just make sure that you follow the same
format throughout so that some pieces do not appear disconnected from others.
Personal
Statement:
if you have gotten into college, then you have written a personal statement.
However, a personal statement for a Ph.D. application is a little more reliant
on what you want to do with your education than it is on, say, some experience
you had in summer camp as a teenager. In the Ph.D. personal statement you
really want to focus on how you feel you will benefit from a Ph.D. program,
what you think you will bring to the table for the dissertation, and why you feel
you, over others, should be chosen for the program...what makes you so
special. In my case, I highlighted the fact that I excelled in the
courses which pertained to my chosen dissertation topic and that I had already
been in the work force for a period of time prior to college, so...I was excellent
at the subject and was ready to join faculty as a grown-up, straightaway.
Talk about what puts you in a position to succeed in your program and with your
chosen career thereafter.
Research
Proposal:
the research proposal is a tricky beast, because each school may want a
different number of words, inclusions, or bibliography. The requirements across the board are that the
research proposal has to include:
a)
your
motivation for wanting to investigate your particular topic
b)
why
you feel this topic is relevant or important (to your field or to the world)
c)
a
synopsis and evaluation of the existing literature on the topic (AKA: a literature
review)
d)
a
description of the methodology you will employ in your research
e)
your
set of intended outcomes, rather, what you hope to prove or find
f)
proposed
dissertation bibliography (which may or may not include the resources from your
literature review)
Each
school may have a little bit different format or order to these requirements
and they may each want a different word count.
While adhering to the particular requirements is exceedingly important
for the application process, it will not behove you to meet the larger word
count requirements by creating “fluff” in your proposal. The best way to beef up a proposal is to add
content on the literature, which means you have to know your stuff, or at least
have access to it. However, thinking of
this from a rational standpoint, you would not be applying for a Ph.D. program
without at least some idea of the existing
material on your topic, so this is not really such a difficult ask. Once you have your sections and in order,
take the proposal to your school’s graduate department or to a trusted advisor
to have them look it over for cohesion and comprehension. This will help you make sure everything in
the proposal links together and gets your intended point across. For more information on research proposals,
see the attached documents on outlines,
context,
and methods.
Writing
Samples/Portfolios:
your writing sample or portfolio can also be a bit tricky, as each school may,
again, have different requirements.
These requirements can include word count, specific topics, or even
submitting multiple essays for the same application. Starting early on your writing samples/portfolio
will help you choose the correct one(s).
The academic types who are reading this right now might be asking themselves
what in the world a portfolio looks like.
The portfolio is put together by students in the arts, media, and design
fields, but it is equally difficult to assemble and must be started just as
early on. Each school may want to see
something different from the student from one piece to the next (i.e.: a black
and white, something without people, a piece which conveys emotion, a war
scenario, etc…). There are some social
science, communications, and journalism programs which look for a portfolio of
essays, articles, or commentaries. If
you are unable to find something you have already written or created which
suits your needs, you may do what I did and write something new. Each university is different and you want to
research early what your requirements will be so that you are not blindsided
and scrambling at the last minute, potentially ruining your otherwise great chances
of obtaining that coveted Ph.D. program spot.
Relevant
Course List:
the list of courses you have taken, in your undergraduate and graduate career, which
are most relevant to your intended doctorate program belong on this list. When you have had a slightly unusual road to
a Ph.D. program, this list can assist a potential dissertation supervisor or
program panel to see, at a glance, that you have taken the relevant and
necessary courses for your intended program and that you have an academic background
which will allow your success in the program.
Even if you have taken a “pure-track” approach, a course list can show
how well rounded you may be, or that your division electives support your
interest in a particular subfield of your chosen area. In my case, I had an interdisciplinary degree
for both my undergraduate and graduate degree programs, but I wanted a
pure-track Ph.D. I had to use a course
list to show my potential supervisors and their bosses that I had taken the
courses that others in the pure-track degree programs had taken, or that I had
obtained the necessary information in some other course. This list can really assist you in being taken
seriously if you have had an education which is anything besides ordinary.
Other
Documents to Round Up:
Letters
of Reference/Referee Letters: depending on the school and the
program, you may need up to 5, but most schools only require 2 or 3.
Check the individual school's department website to find out the requirement
for the individual programs. Go in early on this one to your prospective
letter writers, as people go on sabbatical, change their minds, and get
busy. You may email them or go in person, but always ask for a
"strong letter of recommendation" and supply them with any documents
for which they may ask, such as a copy of your CV, research proposal, and
writing samples. One of my letter writers asked for the names of my other
letter writers! The requests may be odd, but try to be as accommodating
as you can without jamming up your own schedule. It is important to be as clear as possible
with your referee hopefuls. When you
talk to them for the first time, you will want to give them a clear indication
of what you need as well as when you will need it. They will thank you for the clarity which
allows them to put it on their schedule.
The clarity means that they will not forget about what you need and that
it gets to you (or to the college admissions board) on time. With regard to the letters themselves, do not
be surprised if you run into a situation in which something has to be mailed or
uploaded with the application. You may
end up having to log a few professors into your application to have the letters
uploaded. In my case, my referees
trusted me with the information and just emailed me the letters. This made it easier, and it was certainly
flattering to be able to read what they thought of me, but do not expect that
this will be the norm. Many academics do
not want that information disseminated to the student, so try to be as
accommodating here as you can.
Official
Transcripts:
prior to the application process you have probably only ever dealt with your
unofficial transcripts, but the official version may cost a few dollars.
Mine were $15 USD, but that money allowed me to download, print, and create an
"official" PDF which contained my university's digital signature and
seal so they could be uploaded, downloaded, front-loaded, and emailed.
The official version should be available to you on your school's website.
Timeline (time
before application deadlines):
1-2
years:
*begin
thinking about the specific type of program you want to attend
*begin
checking out the schools that offer your intended program
*request
catalogues or application forms and prospectuses from any schools you want to
attend
*look
at funding options for each school and program (some offer departmental funding
in addition to university funding-but it goes quickly and is highly
competitive)
*start
researching each particular school's locale, weather, etc… (especially if
applying abroad)
*begin
looking into the various timelines and specific application requirements for
each school
*begin
looking for, choosing, and perfecting your writing samples/inclusions for your portfolio
*start
putting together your CV (even simply jotting down notes in a digital document
is fine here)
*begin
thinking about what you want to say about yourself in your personal
statement-brainstorm and take some notes
*begin
putting together your research proposal: work with an adviser on this if your
degree program does not offer a course on proposals. Conversely, you can
do some research online about how to put one together, or reference the whole
slew of documents (here) I received from the various universities to which I
applied. They each have something to say about how it should be done,
but, overall, it is basically the same idea across the board.
*look
into the schedule for any required standardized tests required for your
programs and look into their costs. Put
the testing and required payment dates on your calendar.
*look
into testing booklets, test prep apps, and any other method of study you feel
may increase your chances the highest score possible for you.
*look
into any required foreign languages and decide if you are able to take courses
to fulfil the requirements or if you can take a CLEP test.
*Look
into TOEFL testing
6-12
months:
*finalize
your CV (include events/presentations that are forthcoming)
*finalize
your course list (include courses in-progress)
*begin
asking your prospective letter writers for their support and give them a
timeline for what you may need.
*begin
emailing prospective dissertation supervisors
*register
and pay for any required standardized tests required for your programs.
*purchase
test prep materials and begin studying for any required standardized tests
*if
you are going abroad, begin looking into the specific funding and proof of
financial support requirements for the schools you hope to attend
*if
you are filing a FAFSA and are going abroad, make sure to include the school
codes for all potential overseas schools on your application list. This can make the difference when attempting
to get financial aid during your program.
4-6 months:
*verify
with prospective supervisors the specific requirements for their school’s
application process
*remind
prospective reference letter writers that you need their help and provide them
with any additional information about your chosen schools or program that they
may wish to read.
*take
any standardized tests required for your programs. Take it early enough so that you still have
time to take it again and receive your re-take scores prior to your deadlines
if you are unhappy with your original scores.
2-3 months:
*Get
a hold of your official transcripts
*finalize
any essays or writing samples
*obtain
final commitments from reference letter writers and seek out replacement
writers if any fall through
1-2 months:
*obtain
referee letters to send in or upload, or provide email or mailing addresses to
your letter writers so they can submit the letters themselves.
*if
you are going abroad for your program (or even just hope to) and you do not
already have a valid or active passport, renew your passport or submit a first
time application for your passport at this time.
*look
into the application websites for each school to which you are applying.
*if
there are no time limits or restrictions on the website for creating an
account, go ahead and create your application accounts with each school at this
time.
*verify
the dates and requirements for any funding applications (for scholarships, awards,
studentships, and assistantships) that must be submitted separately from the
general application. Often, if they are
separate, an independent set of documents are required, as well.
Final Month:
*finalize
any documents you have not yet finished
*assure
that you have obtained all relevant and required documentation
*take
a few days to a week off from your other duties and studies to finalize and
submit your applications.
*confirm
with your prospective schools that they have received any standardized test
scores you may have had sent to them
*verify
that you have submitted the required funding packets to the appropriate parties
for scholarships, awards, studentships, and assistantships.
A
few final notes:
While
being involved in extracurricular activities and clubs or organizations in high
school may help you get into college because they create a sense of “well-roundedness”
in your applications, the undergraduate experience serves to create a well-rounded
person, in general. That said, being
involved in the right organizations
as an undergraduate or master’s student can bolster your chances of getting
that coveted spot in a Ph.D. program. If
you have dreams of getting a doctorate in Education, then get involved in your
school’s clubs and organizations which cater to education and network with faculty
mentors who can give you advice on your future.
If you have dreams of getting a Ph.D. in Physics, make sure to get
involved in your school’s science-based clubs and organizations.
Nation-wide
and world-wide professional organizations for the various fields also have chapters
on many campuses. Check out which
professional organizations are appropriate for your prospective field and if
there is no chapter at your campus, START ONE!
Getting your name on the start-up charter for a chapter of a professional
organization looks even better than simply being a member. If you have time, be more involved in each
group by holding an office such as Secretary or President. These types of leadership roles speak volumes
about your ability to translate the experience into conferences, committees,
and the classroom. Any experience you
get at this level looks great on a CV and does
translate to a job resume later.
The
task of applying for a Ph.D. can be overwhelming, daunting, even downright
scary, but if you keep good notes and do proper research you can ease your own
pain along the way. Find a mentor early
on in your college career and take your fears and concerns to that person. Getting the perspective of someone who has
been through it can often alleviate any anxiety about a particular issue you
are having. My biggest piece of advice
is: do not be afraid to dream big and just go for something. Take it from a student who never left her
hometown and decided to go to Ireland for a Ph.D. program. I applied the above techniques and succeeded
in getting into my top-choice school.
