One of the benefits of getting a head start on the application process is getting your materials organized so that you do not submit an incomplete or erroneous application. Typically, programs will request a general application (some programs request that you submit separate applications to the department and the graduate office), a personal statement, two to three letters of recommendation, official transcripts from all prior institutions attended, and GRE scores. Some programs will request additional materials such as a Curriculum Vita, a writing sample, or a diversity statement. It is a good idea to gather all of these materials a few weeks before the deadline of submission.

 

Online Applications versus Paper Applications

Although most programs require that you apply through an online Web site, there are still some programs that request a paper application. Online applications are, by far, more convenient and time effective than paper applications. Once you have completed the required fields of the online application, the program to which you are applying will receive your application automatically as soon as you hit the “submit” button. It is as easy as that! In contrast, paper applications require a bit more time and planning. After filling out the application, you must gather other requested materials (i.e., official transcripts, personal statement, etc.) and place them in a large envelope to be mailed at the address they have listed. It is essential that you mail the materials in advanced so that the program receives the information before the deadline, without any difficulty.

 

A basic rule to keep in mind is to research carefully the application requirements for each program to which you are applying. This is to avoid any misunderstanding.

 

Personal Statement/Statement of Purpose

The Personal Statement/Statement of Purpose is one of the most crucial components of the entire application packet. This is your chance to express to the program what is unique about you, how your life experiences drive your research interests, how you fit-in to the program, and what your future academic career goals are. Most programs usually provide a prompt or question that you must address in your personal statement and page limit in which to do so. Remember to thoroughly answer the question!

 

Do not wait until the last moment to begin writing your statement. It will require a great deal of effort and revising to perfect this statement of writing. Keep in mind that it is your chance to be creative and to stand out from the rest of the applicants. Take advantage of this opportunity and begin early!

 

The University of Arizona offers great resources for writing and revision to undergraduate students. The Writing Skills Improvement Program is one such resource. Search The University of Arizona for more opportunities to get help with the writing process.

 

Letters of Recommendation

Another crucial component of the application packet is the letter of recommendation. In general, you will be asked to submit two to three letters of recommendation from faculty in your department. When you ask for a letter of recommendation from someone, make sure that they are able to write a strong statement; a lukewarm letter of recommendation can be very damaging to your chances. Remember to be polite when asking for a letter of recommendation because they are doing you a favor! The following is a possible template to use when requesting a letter of recommendation from a faculty member.

 

 

Dear PROFESSOR'S NAME,

Last semester I had the opportunity of taking NAME OF COURSE. Your course enabled me to SUMMARIZE WHAT YOU GAINED FROM THE COURSE.

As you may know, I am currently in the process of researching possible graduate school programs and finding potential sources for letters of recommendation. I would be truly honored if you could be one of my references for graduate school.

I am preparing a packet with all of the information that you may need (i.e., transcripts, CV, personal statement, graded assignments, etc.) in order to consider this proposal. When it is completed, I will make sure to drop if off at your office so that you may take some time to look over the information and then decide whether you would feel comfortable in writing a recommendation.

Thank you very much for your time and consideration. I truly appreciate being your student.

Sincerely,
YOUR NAME

 

 

If the professor agrees to write you a strong letter, then take the responsibility of making the letter writing process as painless as possible for them.

 

•  First, give professors at least 3 months notice that you will need a letter of recommendation. This will give them enough time to write a strong letter, without the added pressure of an approaching deadline.

•  Second, create a packet for each professor that includes the following information: Personal Statement, a CV, Unofficial Transcripts, SAPR, Name of Schools/Programs you are applying to (including deadlines and addresses), a writing sample, and if possible, any graded assignments that you kept while taking their course. Title the packet and personally deliver it to their office so that you can discuss the contents. All of this information will allow the professor to write a thorough letter of recommendation.

•  Finally, remember to send each professor a thank you note for their support.

 

Official Transcripts

All programs require that you submit an official copy of your transcripts; some programs require that you submit two copies. You must order these transcripts through The University of Arizona Registrar's Office. For more information on how to obtain and mail out official transcripts, visit the U of a A registrar website.

 

Graduate Record Examination Scores

The Graduate Record Examination (GRE) is an exam that is required by most programs for admission. Although programs vary on how much weight they put on GRE scores when considering admission, it is a still a good idea to prepare for the GRE in advance and try to perform your best. Keep in mind that sending your GRE scores to each school requires some time and money. Plan ahead, and take the GRE months before your program deadlines.

 

For general information about the exam, visit the GRE official website.

 

Curriculum Vitae

A Curriculum Vita (CV) is a synopsis of your background and skills. A CV includes a summary of your educational and academic backgrounds as well as teaching and research experience, publications, presentations, awards, honors, affiliations and other details. It should include your name, contact information, education, skills and experience. In addition, a CV includes research and teaching experiences, publications, a list of professional memberships, grants and fellowships, and honors and awards.

 

Use the following template as a guide to begin your CV.

 

After you have completed the application and submitted all of the required materials, it is a good idea to keep track of this information. Make sure you contact each program to ensure that they have received your materials and a complete application packet.