Author Archive for Columbia SIPA – Page 116

Recommender Link on the Admission Application

We field our fair share of questions regarding letters of recommendation and we will offer specific advice regarding letter content and choice of recommenders in some future blog entries.  To get the recommender conversation started I just wanted to highlight where the letter of recommendation section can be found in the online application.

Most of the data input for the application follows a “tree” starting with “Getting Started” and finishing with the checklist (see the white text below “Application for Admission” in the following screen shot).

Some applicants will cruise through the tree of information and then wonder where to input their recommender information.  Although the recommender link is in view, it is easy to miss.  Take a look at the screen shot above and see the end of the red arrow.  To enter the name and information pertaining to your recommenders just click on “Recommendations” and read the instructions and input the appropriate information.

Here are a couple of things to consider:

  • Each applicant must choose three recommenders – no more, no less.
  • Recommender information can be entered at any time.  Once you start an application you can enter the recommender information as soon as you like.  Note that when you enter the information and submit it the recommender will receive an email a very short time later with instructions on how to submit their letter.  You might want to let them know ahead of time that the email is coming.
  • An applicant does not need to wait for recommenders to submit their information prior to submitting the application.  There is no problem with an application being submitted before all of the recommendations have been submitted.  The opposite is true as well – there is no problem with a recommender submitting a letter before the application is submitted.

We will have more specific letter of recommendation advice in future entries.  The main purpose of this entry is to clarify where the information can be found.

Top 10 Communication Tips 2011 – #5

This is the fifth entry in our “Top 10″ list for you to consider when communicating with our office and applying.

Number 5 – When leaving a voice mail message speak slowly and clearly, state your telephone number twice, and note your city/time zone.

As much as we would like to answer every call someone makes to our office, sometimes all of our lines are in use and you will be put through to voice mail.  Sometimes there is static or background noise when leaving your message and we may not be able to clearly hear your message.

Speaking slowly and stating your telephone number twice will help ensure that we can get back you.  Our recommendation is actually to email our office rather than leave a voice mail.  We can check email much more quickly and can provide very detailed information in email messages.  And we do not have to worry about time zones (see bonus tip below).  As a reminder our email address is [email protected].

It is also helpful to compile a list of questions prior to calling our office and after checking the Web site. We can work with you to answer all of your questions but the process is often more streamlined if you know beforehand what information you are looking for. It also helps if questions are specific.

For example, a question like “Can you tell me about financial aid?” is quite broad.  However a question like, “I am not a U.S. citizen, what aid can I qualify for?” is much more specific.

Bonus Tip:   If leaving a voice mail message, also state your city, country, and time zone if possible.  We get applications from over 100 countries each year and people call from all over the world.  Stating your location will assist us, however this is another reason we recommend email – we can respond any time and possibly will not wake you when calling at what may be business hours for us, and sleeping hours for you.

Top 10 Communication Tips 2011 – #4

This is the fourth entry in our “Top 10″ list for you to consider when communicating with our office and applying.

Number 4 – Thoroughly review our FAQ Page

When it doubt about something regarding an admission issue my recommendation is first to check out our admission FAQ page.  Do not get me wrong, we love to answer email and help people out, but we also feel bad when we get backlogged and are not able to respond within the time frame we would like and the question is clearly answered on the FAQ page.

Thus it is a great idea to familiarize yourself with the FAQ page.  I recommend setting aside some time to at least scan the whole page in one sitting.  This will allow you to take mental notes on all of the topics and you can revisit the page when you think of very specific topics you want to explore more deeply.

Also, we try to update the FAQ page frequently.  If we find that lots of people have the same question, we try to add it to the FAQ page.  Thus do not be surprised if we direct you to the FAQ page when you email us with a question.

While we do answer all emails sent to our office, you might find the answer more quickly if you perform some quick searches (CTRL-F in most browsers) on the FAQ page.

2012 Application is Now Live

The title of this post pretty much says it all.  The application for 2012 admission consideration is now available and we encourage applicants to get started by clicking here to begin the application.  We use the same application for all our programs, except for one.  For the PhD application please click here.

Program deadlines do differ so please see this page for details on all of our deadlines.

There is no rush to complete the application right away, however by logging in and clicking around you can become familiar with the steps you will need to complete and with the application interface.  You can also view all of our requirements in one place by clicking here.

Most importantly, stay tuned to this blog for application advice.  We will be covering lots of topics related to submitting the most competitive application possible.

Also, if you started an application in the past and plan to continue working on it, please review any information previously submitted carefully.  We have made some modifications to the application and reviewing your previous information submitted will ensure that you submit the appropriate and correct information we need to review your application.

One final note, while we welcome applicants to begin filling in the application we are still cleaning up one item – the PDF that applicant’s can view prior to submitting the application.  As a final check we give applicants the opportunity to view the entire application as a PDF (minus recommendation letters) before submitting it to check for errors.  We should have the few remaining changes made within five business days so while it is unlikely that applicants will submit the application right away, if you are eager and do complete the process and notice a few fields that are blank on the PDF, we are working to correct this.

Thank you and we look forward to helping you complete the process.

Top 10 Communication Tips 2011 – #3

This is the third entry in our “Top 10″ list for you to consider when communicating with our office and applying.

Number 3 – Avoid copying several parties on the same email and avoid long emails.

Some tips in our list are straightforward but this one is a bit more ambiguous.   Encouraging applicants to use one email address (Tip #1) is straightforward.  When advising to avoid copying several parties on the same email and avoiding long emails, things are a bit less defined.  First the topic of copying several parties on the same email.

I understand the temptation to copy four or five different parties on the same email, but most often this only leads to delays in getting a response. I know my inclination when I see four or five people copied on an email sent to me is that I am going to let someone else answer the email.  The problem?  Everyone else may think the same thing and you do not get a response.

Or, I may want to check with others before sending my response and the result of one email is four or five more emails just to find out who is going to answer.  Therefore, I highly recommend sending your email to one recipient address.  If the person at the address is unable to assist you, rest assured it will be passed on to someone who can assist you.  When in doubt send one email to [email protected].

The second piece of advice, avoiding long emails, is a tough one to explain because I know “long” is relative.  I guess the best way I can put it is that some tasks are better done in pieces or in chunks.  Sometimes we get emails that are extremely long and detailed and it takes a lot of time to dig through them.  If you have multiple questions, it might not be a bad idea to try to break them up into separate emails over a short time period.  This will allow us to respond in a more efficient manner.

This series of “top 10 tips” is an example of what I am talking about.  At first I was going to post a single entry with all 10 tips in it.  Then I thought about my own behavior – I tend to only glance at really long emails in my personal Gmail account.

If I would have put all 10 tips in one entry it probably would have taken you 15-20 minutes to read it and visit any associated links.  I came to the conclusion that it would be more effective and easier to digest if it was broken into 2-3 minute chunks.

This is probably the most ambiguous tip so use you own judgment.  I will say that sometimes people will apologize when they send more than email.  No apology necessary!  This approach might just be more effective.  On the other hand, a separate email for each and every question might be overkill.  Again, use your best judgment.

"The most global public policy school, where an international community of students and faculty address world challenges."

—Merit E. Janow, Dean, SIPA, Professor of Practice, International and Economic Law and International Affairs

Boiler Image