Archive for application tips – Page 35

Five Business Days

It has been five business days since the application deadline passed and I want to provide an update to give some insight on how things are going.

As a reminder, we print application batches (explained here) and each batch can contain up to 600 pages of printed information.  We have printed 90% of the applications submitted.  Again, when an application is printed and completed is not important – it is important that all documents were submitted in a timely fashion.

We have manually reviewed roughly 50% of the applications submitted, and of those reviewed approximately 70% have been completed on the “first pass.”  By this I mean all of the required documents were submitted on line and printed all at once – thus making it incredibly easy to process.

Those that are not complete get set aside and filed for a “second pass” at a later time.  The reason is simple – we still have a great deal of unopened mail and searching for documents at this time is not a wise use of our time.  We do not penalize applicants that did not submit all of their documents on line, however it will take longer for us to indicate that your file is complete.

Our goal is to manually review all applications submitted as soon as possible and by the time we have done so I believe that roughly 65% will be complete on the first pass.  This will leave us with a substantial amount of work to do on matching documents.

Completing a file using the matching process takes much more time.  We have to comb through thousands of documents that are filed away and this is a very time intensive process.

If you have not received an email noting that your file is complete, there is no need to email our office. Once we complete our second pass, we will start sending emails if something is holding up the processing of your file.  We will contact you so we would ask that you resist the urge to contact us regarding the receipt of individual documents at this time.

Thank you again for your patience and I am extremely pleased with our progress after only five business days of processing – we are ahead of where I had hoped we would be.

Fall 2011 Applicant Facts Post #1

Over the next few weeks I will flavor the blog with a few entries based on facts about our applicant pool for fall 2011.  I thought it might be nice for applicants to know more about the pool of applicants that they are a part of.

I will start with some information on the citizenship of applicants.  It is hard to find a university with more international students than Columbia, and a graduate school more international than SIPA.  Columbia University ranks third in the United States in terms of international student enrollment and SIPA commonly enrolls students from more than 100 countries per year.

This year applicants for our two-year programs hail from 97 different countries.  Also of note, not separated out are Permanent Residents.  Many Permanent Residents represent countries not counted in the 97 you see reflected below.

Business As Usual . . . and then Some

As I mentioned in an earlier post, roughly 50% of the applications we receive each year are submitted within 72 hours of the deadline.  This year was no different, in fact the percentage was a bit higher than normal.  63% of you applying for fall 2011 consideration submitted your application within 72 hours of the deadline.

Regarding letters of recommendation, 28% of the writers submitted their letters in the 72 hours preceding the deadline.

Our printer is running really hot and my fingers are already starting to dry out from handling the batches of paper.  We are in for a few long weeks of processing and look forward to getting the files out for reading near the end of January.

For updates on when decisions will be posted (they will not all be posted at the same time by the way) and a host of other matters, stayed tuned to this blog.

Financial Planning – Now, Not Later

I know what you are thinking . . . the January 5th admission deadline has passed, now I can kick my feet up and wait for my admission decision in March.  While this might be one possible option, it is not the option I recommend.

It is no secret, attending graduate school can be expensive.  The time to look into financing your education is not after you get an offer of admission, it is now.  It is a terrible feeling to get an offer of admission and only then realize you might not be able to attend due to financing.

My advice is that if you have not started already, that you set aside time each week to research issues related to the cost of graduate school and the payment options available.

There are many kinds of aid available including:

  • Institutional funding provided by SIPA
  • External Scholarships (i.e. Fulbright, Pickering)
  • Federal Loans (for U.S. citizens and permanent residents)
  • Private Loans
  • Work Study
  • Grants
  • Sponsorship funds from agencies/organizations

Most SIPA students utilize a combination of resources to make attending possible.  Each year students bring in several million dollars of funding that does not need to be repaid by researching and applying for funding.  My feeling has always been that applicants should spend twice the amount of time researching financial aid as is spent on the process of applying for admission.  I covered this topic in a past post entitled The Rule of Two.

I highly encourage you to review the entry but the analogy used is one that you might have heard before from a teacher.  It is not uncommon to hear a teacher say that for every hour spent in the classroom, at a minimum a successful student will spend two hours outside of the classroom.

My feeling about admission and financial aid is the same. At a minimum, one should spend twice as much time researching financial aid options as researching admission to a program.  While SIPA does allocate around $6 million each year on fellowships for students, a limited number of first year students receive funding (around 10-15%).

With this in mind, it will benefit you to research costs and other sources of funding so that if admitted you have a plan.  Not having a plan and not having done research is a strategy that most often leads to frustration.  Here are some tips to get you started:

• Check out SIPA’s own fellowship database. We search for scholarships for you and post them to the database.  The database is not SIPA specific.  As we search for and hear about funding, we make the information available to you.

• Use RSS technology to deliver news to your email account or RSS Reader.  RSS allows for news to be delivered to you without having to go look for it every day.  As an example, Gmail accounts have something called the “Alert” tool and I am sure other providers have the same capability.  All you have to do is put in text for searches and a search engine will perform the searches daily and deliver news to your email account.  You can type in search terms like “Graduate School Scholarships” or “International Affairs Scholarships.”  You can also utilize an RSS reader.  RSS readers are free and if you do not know what an RSS reader is, click here for a YouTube tutorial.

• Talk to people you know who have gone to graduate school and find out if they were able to find scholarship opportunities.

• Contact people that have written you a letter of recommendation and have them make multiple copies of the recommendation letter and give them to you in sealed envelops so you are ready if a scholarship opportunity arises and there is a tight deadline.

• Start to familiarize yourself with the cost of living in New York City.  SIPA is only able to provide housing for approximately 30% of our students and most students must find housing the city.  A great resource to get started is Craigslist.  I recommend signing up for an email feed for NYC apartments.  Following rental trends will help familiarize you with costs around the city.

• Familiarize yourself with the payment and billing options available to SIPA students.  You can get started by visiting the Columbia University Student Financial Services home page.

I will not say the process of searching for funding and familiarizing yourself with costs is easy and it can take a considerable amount of effort.  However, the sooner you start to look the more doors you will possibly open – figuratively and literally.

After D-Day

Just a few highlights and things to consider on this day after the deadline day for our two-year, full-time programs . . .

First, as a reminder, the default status for some information on the application (i.e. test scores and transcripts) is “Not received.”  Even if you uploaded the correct documents and input the correct information it may read “Not Received.” This is normal.  We manually review each application to check for accuracy and readability so do not let this status shock you if you log into the system.

Second, if the PDF you view does not seem to match what you entered, do not panic.  As long as the information you entered was correct it will display correctly on the PDF we print in our office.  We use a different PDF and there are some bugs in the applicant preview PDF that we have not been able to correct.

Third, I completed the review of my first batch of applications and 43% of those I reviewed had submitted everything online and I was able to read everything (i.e. no blurry transcripts).  This is great because we can now file these applications and they can patiently await being assigned to Committee members for reading.  Individuals with a completed file will also receive an email from us within 48 hours letting them know the application is complete.  48 hours is our standard window from changing a status in the system and generating an email to an applicant.

As a reminder, reading will not begin for approximately three more weeks.  Thus do not panic because you have not received a completion email from us, at this point in time less than 10% of applicants have received a completion email and this is normal.  In the 24 hours prior to the deadline last year we received well over 1,000 applications.  It will take us several days just to print the applications, let alone review them for completion.  Thus it might be up to three weeks until you receive a completion email.

What of the 57% of my batch that were incomplete?  Well, we set them aside and continue to work through the batches as quickly as we are able.  Those in the 57% category likely submitted documents via postal mail.  It is much faster for us to sit at our desks and work through batches quickly than run around the office looking for matching documents.

Why wait to start our search?  Well at this point in time we would rather not go looking for something and come up empty handed.  If a letter of recommendation was mailed, it may be sitting in huge stack of mail that has not been opened right now.  It is not a productive use of our time to start looking for documents until we are caught up on our mail and we will not be caught up for a while because we received a lot of mail in the past few days.

Now that the deadline has passed we ask for your patience.  You are welcome to follow the tracking of your application online yourself, full instructions are here.  Unfortunately we cannot respond to emails about the receipt of individual documents because we have a great deal of unopened mail and hundreds of applications that have not even been printed yet.

I guess that will be my final note in this entry.  It is going to take us at least a week to print everything so if you log in and your application has not been printed, do not panic, trust that we are working as quickly as we are able.

Thank you for your patience and continue to follow the blog for updates.

"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

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