Organizing the application process--tips and tricks

[futureapppsy2]

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For those of you who are going through or have gone through the application process, what are some of your organization strategies? Here's some stuff I've done.

For PhD/PsyD programs:
-Get the list of APA-accredited school psych programs. Copy it down into a word document. Go through the faculty webpages for potential research matches and mark them down (I used bold for solid research match, italics for possible research matches [some ovelap but need more info], and strikeout for no match). Delete the strike out programs; for the possible and solid matches, copy and paste the relevant faculty name, contact info, and research interests beneath the program name. This will make it much more effecient when you're contacting people in the later and maybe even when writing your SoP.

-Using the list of programs you generated, copy the names of all the programs with solid or possible research matches into a short, name-only list. Use this list to denote what faculty you've contacted and which you still need to (I'm color-coding mine for "not yet contacted," "contacted, haven't heard back," "contacted, received positive response". You could also include a color for "contacted, negative respons" [not taking students, not actually a good match, etc.], or just delete those from your list). Later, I'm also planning on writing down info on application deadlines, recs requests given out/completed, application status, etc. here.

All programs (MA, MS, EdS, PsyD/PhD):
-If you are using APA's Graduate School in Psychology (highly recommended, especially for those of us applying to non-clinical/counseling programs or non-doctoral programs) or even the Insider's Guide, highlight the programs you are interested in and relevant info (admissions stats, funding info, match rates, etc.). This will make it easier to find relevant programs at a glance.

-If you are applying to multiple types of programs, I'd recommend picking a seperate highlighter color for each type of program (for example, I'm using yellow for School PhD/PsyDs, green for EdS/PsyS programs, orange for combined programs, and pink for funded General/Expertimental MA programs. You could use seperate colors for PhDs and PsyDs, clinical and counseling, PhD and MA, etc).

-Create an admissions database for programs that you are interested in. I use an Excel file and include stuff like admissions rate, avg. GRE and GPA, etc. It's a lot easier than having to repeatedly return to the program's webpages and/or the guides to hunt stuff down.

Anyone else have any helpful tips or tricks for dealing with the administrative part of the application process?

 

[krisrox]

I like the ones you've already posted. YAYYY Excel! I would also put down in the Excel file info about funding (at least that's what I've done already!)

 

[cara susanna]

I made an Excel spreadsheet with dates, app materials and what to do with them, addresses, etc. I also bought some cute folders and gave each school a designated folder, labelled and everything, in which to put materials. Having cute folders motivated me more. 😉

 

[krisrox]

Ah, yes, folders. Request info early and put all of it into one of those filing folders with the little tabs. I'm sure mine will begin filling up soon!

 

[Wildcat06]

OK, we are officially all neurotic nerds. Not only are we breaking this process down into obsessive organization but we are doing so on a Saturday night.

As for when applying, I relied heavily on a Google spreadsheet document instead of an Excel. This was really helpful since sometimes I would do research at the library instead of home and I could even add to it at work if I thought of something. Is there anything Google can't do?

 

[twilson]

I have already gotten some of my excel sheets and folders all sorted out lol..I have my graduate school application folder on my flash drive then folders for LOR stuff, Paper application stuff,Personal statement templates,supplemental folder (CV, and whatever else comes along), and school spread sheets.
I have a LOR excel sheet to give those doing my recommendations that includes: school and program; deadline;if letter head stationary is required;if specific guidelines are needed ( attached sheet of guidelines if yes);if online submission is required (instructions if so); if there is another form that needs to be included (if yes attached sheet ); then who to send the letter to Twilson, School& Address, N/A for electrionic
My school spreadsheet has the stuff I need to send.. separate columns for packets that are going to different addresses.
I still need to do a spreadsheet of the number of GRE scores and transcripts I need for each school, as well as unofficial copies that need to be made of them




Now that I look at what I typed I do feel a wee neurotic

 

[love2bfit]

this is great, guys. I have to confess that I've done most of the things listed here... but I'm convinced that it will only make things easier and (slightly) less stressful for the upcoming semester of doom, haha.

let's start a moral support group!

 

[cara susanna]

Wildcat: Why didn't I think of that! I had several versions of my Excel documents floating around. Oh well, too late now. 😉

 

[futureapppsy2]

OK, we are officially all neurotic nerds. Not only are we breaking this process down into obsessive organization but we are doing so on a Saturday night.

I have yet to meet a clinical psych grad student who wasn't at least a bit neurotic. 😉

 

[erg923]

To be honest, my wife (but girlfriend at the time) did all the excel spreadsheets, found out all the dates and deadlines, etc. I decided on programs and professors, took the GRE over, wrote all my statements, and updated my vita. She basically did all the application work and organizing of the process. She's kinda like Monica on Friends, so it was like heaven for her. So, um yea, basically I am of no help here.

 

[love2bfit]

To be honest, my wife (but girlfriend at the time) did all the excel spreadsheets, found out all the dates and deadlines, etc. I decided on programs and professors, took the GRE over, wrote all my statements, and updated my vita. She basically did all the application work and organizing of the process. She's kinda like Monica on Friends, so it was like heaven for her. So, um yea, basically I am of no help here.

hahahaha that's great... what a wonderful wife you have! I think I have a little bit of Monica in me too... what future grad student doesn't?

 

[nononora]

One thing I did that helped was to set aside a whole day just to complete my application packets and mail them the next day. I asked for my LORs to be done before Thanksgiving and I put everything (transcript/personal statement/LOR/GREs/application) in 1 envelope and mailed it to the schools right after the break regardless of their deadlines. I feel it's a lot easier to keep track of everything that way instead of mailing applications whenever they're done but that might be my neurotic side speaking 🙂

 

[Eruca]

The former Chair of my department selected for some sub-clinical manifestation of neuroticism (and OCPD) during interviews. He would ask a question about how your closet was organized, and would look for answers that indicated some order (by color?, by style? by type of clothing?), basically arguing that you have to be at least somewhat anxious and at least somewhat compulsive in order to be a successful grad student. Although we all thought this to be quite ridiculous and a very unscientific way of predicting success... I won't argue there isn't some truth to it. 🙄 The unorganized and non-anxious grad students I know seem to have a few more interpersonal difficulties than their opposite counterparts. However, too much anxiety can cause paralysis. Ah, the middle path!

 

[krisrox]

The former Chair of my department selected for some sub-clinical manifestation of neuroticism (and OCPD) during interviews. He would ask a question about how your closet was organized, and would look for answers that indicated some order (by color?, by style? by type of clothing?), basically arguing that you have to be at least somewhat anxious and at least somewhat compulsive in order to be a successful grad student. Although we all thought this to be quite ridiculous and a very unscientific way of predicting success... I won't argue there isn't some truth to it. 🙄 The unorganized and non-anxious grad students I know seem to have a few more interpersonal difficulties than their opposite counterparts. However, too much anxiety can cause paralysis. Ah, the middle path!

My closet is probably a mess (I don't really care/notice when it is or isn't). My planner, on the other hand, is color-coded according to both deadline and subject.

 

[cara susanna]

I was actually like "Oh, my closet is a mess, this doesn't apply to me" but then I realized that it actually is organized according to the type of clothing ._.

 

[ClinicalTrainee]

The former Chair of my department selected for some sub-clinical manifestation of neuroticism (and OCPD) during interviews. He would ask a question about how your closet was organized, and would look for answers that indicated some order (by color?, by style? by type of clothing?), basically arguing that you have to be at least somewhat anxious and at least somewhat compulsive in order to be a successful grad student.

Ah, were I asked this question now, I could quickly open up my computer and bring up my folder of shoe photos, all organized by style, color, brand, and location (of where the shoes live in my apartment). This system did not exist prior to graduate school, so perhaps graduate school can also contribute to compulsivity?

 

[psychmama]

Ah, were I asked this question now, I could quickly open up my computer and bring up my folder of shoe photos, all organized by style, color, brand, and location (of where the shoes live in my apartment). This system did not exist prior to graduate school, so perhaps graduate school can also contribute to compulsivity?

You're kidding about the shoes, right?

 

[psyed4clinPhD]

I love this thread! I wish I had thought of the copying and pasting APA accredited programs.

I printed out that list and crossed off Psy programs as I am only interested in PhD. Then I looked at the websites of each to see if there were any professors I would be interested in working with. Then I put all potential schools in an Excel file and have been keeping track of everything that way. Since I started e-mailing professors, I now higlighted some of the programs in Excel (one color for YES, one for maybe, and one for NO).

 

[cara susanna]

If you're looking for programs, you can also use the APA Graduate Study in Psych book to go through and write down programs where you meet the requirements. Then, look up their websites and try to see if they're a good fit.

I did that, but I had a fairly low quant GRE so the list wasn't very long. Obviously if you have like a 1400 GRE and 4.0 GPA this won't work so well. 😉

 

[krisrox]

There's a link that was stickied of all the APA-accredited clinical and counseling schools on google maps. That's what I'm using, but keep in mind the Canadian schools (along with some others, I'm sure) are going to be losing accreditation.

 

[ClinicalTrainee]

You're kidding about the shoes, right?

Um....no. I actually have pictures of all my shoes.

 

[futureapppsy2]

along with some others, I'm sure) are going to be losing accreditation

What makes you say that, with regards to non-Canadian schools?

 

[aly cat]

I echo pretty much all of this but the things that took me the longest ( I hadn't organized them as well as some of the other things and coming back to each school website and digging around for them was time consuming!) were transcripts (how many copies? separate addresses? electronic OK? All schools or only universities? sent from me or sent from registrar?) and LOR (letterhead? sent by you or prof? online? add'l form? address(es)?)

 

[TenaciousGirl]

I applied for graduate programs twice, the first time in a different field. The application process can be stressful, at least it was for me. The solution that really helped me was to create a folder (or one of those big yellow envelopes) for each program/school. Inside I would put important documents, order forms, or emails from the school. On the front of the folder I would write out a list (due date, who i got to do the LoR, date(s) of submission for documents, date of transcript order, etc etc) Then, as I would get things done I would just cross those things off of the list. I love crossing things off of lists, btw! So, yeah, this helped me in the organization process because i knew where everything was for each school and I knew what I had done or hadn't done. Just take it all one step at a time and make sure to submit documents earlier, but within the time frame so that if there is a problem you have time to address whatever is missing from your application. A lot of people get eliminated from the application process for missing documents. Hope this helps someone out.

 

[krisrox]

What makes you say that, with regards to non-Canadian schools?

http://www.apa.org/ed/accreditation/

But, the CoA is well-reputed, so perhaps you could gain an APA-accredited internship from a Canadian school and still turn out okay. Still, this is something to keep in mind.

 

[deleted176373]

Like many others... I found that a couple of keys to the process were to generate a few things to keep me on track.

1. Folders for each program I was applying to.
2. An excel spreadsheet to track task completion and program deadlines
3. A word document with program descriptions to give to my letter writers.
4. A comprehensive packet to each letter writer with addressed and stamped envelopes as well as instructions for each school and a brief background of why I wanted to attend each program in the list and my potential research match.

I found that a little work up front made it easy to manage everything. I was working with as many as 27 programs that I was applying to at once, so organization was key to insuring that I made all my deadlines and submitted a high quality application to each program. The key to a good application essay is communicating fit, so tailoring your words to each program is important. Develop a good basic essay and re-write for each program you apply to.

Mark

 

[krisrox]

The key to a good application essay is communicating fit, so tailoring your words to each program is important. Develop a good basic essay and re-write for each program you apply to.

Mark

Sounds like a great idea! I'm going to use this one.

 

[Wildcat06]

Develop a good basic essay and re-write for each program you apply to.

Mark

Good tip. How I handled this was by starting with the program that required the longest essay. Once I had it just perfect, I found it easier to trim down for the other programs and tailor it as needed.

 

[twilson]

I have been working on my general personal statement templates and I was being helped by a graduate student but he is MIA as of now and I have a request in regards to them..

I have written an alternate introduction, which is more "personal" than my prveious that the grad student wanted me to write and give to him, I was wondering if someone would not mind looking over it for me? Its not horribly personal but I feel like its a sob story and am wondering if I should use it whole, trim it down or can it.
Thanks!

 

[AryaStark]

i'll take a look at it if you want

I have been working on my general personal statement templates and I was being helped by a graduate student but he is MIA as of now and I have a request in regards to them..

I have written an alternate introduction, which is more "personal" than my prveious that the grad student wanted me to write and give to him, I was wondering if someone would not mind looking over it for me? Its not horribly personal but I feel like its a sob story and am wondering if I should use it whole, trim it down or can it.
Thanks!

 

[JockNerd]

I'm going to go against the "develop one essay and adapt it for each program." I tried to do this, and found it super super cumbersome, because of differences in required length and such. Here's what I did:

1. Develop a universal template for the letters
(e.g., literally,
Intro
Research interests
Research fit
Clinical interests
Clinical fit
Growth points
Whatever else)
2. Write down the info for each schools (POI, research projects from the POI that interest you, their clinical opportunities, other program strengths, such as match rate, special requirements for the essay, required essay length).
3. Merge it all using the outline, within the required length.

I found using one essay and cutting or lengthening to be annoying trying, because applications varied from 300 words to two pages for length of the essay. The outline and specific school info worked way better for me, personally.

 

[Wildcat06]

I found using one essay and cutting or lengthening to be annoying trying, because applications varied from 300 words to two pages for length of the essay. The outline and specific school info worked way better for me, personally.

Very good point. But the main reason I would recommend doing a template PS is so that you can get lots of input from faculty/supervisors/family/friends.

 

[Therapist4Chnge]

Very useful thread!

I never had to worry about the details in my former career (I was blessed with awesome assistants/staff), so when I had to go through this process I was ready to toss up my hands and move to an island and live off of coconuts and foliage. Looking back 6 years now....I missed out on the relaxation part, but I at least got a bit of a tan!

 

[deleted176373]

I'm going to go against the "develop one essay and adapt it for each program." I tried to do this, and found it super super cumbersome, because of differences in required length and such. Here's what I did:

1. Develop a universal template for the letters
(e.g., literally,
Intro
Research interests
Research fit
Clinical interests
Clinical fit
Growth points
Whatever else)
2. Write down the info for each schools (POI, research projects from the POI that interest you, their clinical opportunities, other program strengths, such as match rate, special requirements for the essay, required essay length).
3. Merge it all using the outline, within the required length.

I found using one essay and cutting or lengthening to be annoying trying, because applications varied from 300 words to two pages for length of the essay. The outline and specific school info worked way better for me, personally.

I think you articulated it better...

Yes, you generate an essay of sorts, but you have paragraphs and sentences that are easy to plug in and pull out. Somethings likely won't change, other things will changed based on the specific program. Still the opening and closing will be very similar in most cases. Your interests and motivations for attending school should be pretty stable. Other small details explaining why you are a good match for a particular program are really what change throughout the essays.

Mark