Student host emails---how long to wait for a response

[idonotcare]

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I did a quick search on SDN and couldn't find the answer. But for those who interviewed in years past and those who have stayed with a student host, what is the proper etiquette for contacting student hosts? Is it bad manner to contact multiple student hosts at once? How long do you typically wait for a response before deciding to move on to the next person on the list?

I am a first time applicant and new to all these. Thanks for any advice!

 

[chrissyxf]

Well, in these situations, I think of what I would want. Most student hosts are in their first year and, as such, have literally just started school/orientation/moving/etc. They're really really busy. I would bet that, depending on the email they gave the school (are they using their new school email which is checked frequently or an older email?), they're not even thinking of reading half their emails or are prioritizing which ones to answer.
If it gets to be within 2 weeks of your interview, I'd be more persistent, but for now, I would send an email and wait a few days, maybe 5, before contacting the next person. I wouldn't contact multiple people because what would happen if all interviewees contacted 2 or more students at one time? tons of confusion! good luck on your interview!

 

[NickNaylor]

First, see if the school has a formal hosting program. Some schools have programs even though they don't say they do up front; just e-mail the admissions office and you'll get information about it.

If you've done that and they've given you a list of people that you can contact, e-mail several of them and ask if you can stay with them on the night of _____ for your interview. I wouldn't e-mail them more than a week or so in advance. First year schedules are usually somewhat hectic so they may not want to commit to you if you're asking for a host now when your interview is a month away.

 

[patineurMD]

If you've done that and they've given you a list of people that you can contact, e-mail several of them and ask if you can stay with them on the night of _____ for your interview. I wouldn't e-mail them more than a week or so in advance. First year schedules are usually somewhat hectic so they may not want to commit to you if you're asking for a host now when your interview is a month away.

I don't know that I agree with this 100%. Both of the schools at which I signed up to do student hosting told me to do it as soon in advance as possible so that the first years have time to decide whether or not they're willing to host you. It may just be a matter of preference, but the admissions office at both UNC and GWU told me to get on it quickly to increase my chances that someone is available.

 

[penguinism]

I don't know that I agree with this 100%. Both of the schools at which I signed up to do student hosting told me to do it as soon in advance as possible so that the first years have time to decide whether or not they're willing to host you. It may just be a matter of preference, but the admissions office at both UNC and GWU told me to get on it quickly to increase my chances that someone is available.

GWU has a student host list? It was not mentioned in my interview email, nor could I find anything on their site except a list of recommended hotels. Do you have to contact the admissions office for it?

 

[mvenus929]

I wouldn't e-mail them more than a week or so in advance. First year schedules are usually somewhat hectic so they may not want to commit to you if you're asking for a host now when your interview is a month away.

I help coordinate applicants and hosts, until the first years can take over hosting. I HATE it when people e-mail us a week (or less!) out and want a host. My schedule a month from now isn't set in stone yet. My schedule for next week is much more firm. It's so much less stressful on the applicant, too, because they know where they're going to stay more than a day ahead of time.

 

[patineurMD]

GWU has a student host list? It was not mentioned in my interview email, nor could I find anything on their site except a list of recommended hotels. Do you have to contact the admissions office for it?

Yeah! I had to call the admissions office, they don't publicize it but it's definitely available. Once you ask for it though they respond very quickly.

 

[idonotcare]

thanks for all the responses! Here is my personal experience: interview coming up in three weeks, contacted 4 student hosts so far. 2 replied the same day informing me they are already hosting someone, 1 replied two days later and stated unavailability, and 1 still hasn't responded yet (day 4 now). I'd prefer to give them as much of an advanced notice as I can, and I certainly hope to have the living arrangement made so I don't scramble at the last minute. So I have been contacting one person at a time up to now, and I am wondering if I should be a bit more pro-active....

 

[patineurMD]

thanks for all the responses! Here is my personal experience: interview coming up in three weeks, contacted 4 student hosts so far. 2 replied the same day informing me they are already hosting someone, 1 replied two days later and stated unavailability, and 1 still hasn't responded yet (day 4 now). I'd prefer to give them as much of an advanced notice as I can, and I certainly hope to have the living arrangement made so I don't scramble at the last minute. So I have been contacting one person at a time up to now, and I am wondering if I should be a bit more pro-active....

I'd go ahead and email a few more, if that's an option. The system at the school you're talking about is different from the ones at the schools I'm being hosted at (they just assign you a person) so I haven't run into anything exactly like your situation. That being said, it seems to me the very worst scenario is that a few people tell you they aren't available after you email them, or you'll have more than one host at your disposal, but in that case I'd say just take whichever responded first.

 

[idonotcare]

I'd go ahead and email a few more, if that's an option. The system at the school you're talking about is different from the ones at the schools I'm being hosted at (they just assign you a person) so I haven't run into anything exactly like your situation. That being said, it seems to me the very worst scenario is that a few people tell you they aren't available after you email them, or you'll have more than one host at your disposal, but in that case I'd say just take whichever responded first.

Thanks patineurMD! I do have a list of student hosts to contact. I guess I am just a little concerned that contacting multiple people at once might be frowned upon and break the etiquette like Chrissy suggested above....

 

[NickNaylor]

I help coordinate applicants and hosts, until the first years can take over hosting. I HATE it when people e-mail us a week (or less!) out and want a host. My schedule a month from now isn't set in stone yet. My schedule for next week is much more firm. It's so much less stressful on the applicant, too, because they know where they're going to stay more than a day ahead of time.

Goes to show you that things are done differently. When I was interviewing I wouldn't contact prospective hosts any more than two weeks out and had no trouble getting stays lined up. Our hosting coordinators also don't e-mail out requests for hosting until the week before. It's all highly variable.

 

[patineurMD]

Thanks patineurMD! I do have a list of student hosts to contact. I guess I am just a little concerned that contacting multiple people at once might be frowned upon and break the etiquette like Chrissy suggested above....

Are all the people on the list holding weekly conferences to discuss who has contact them? My best guess is no, they probably aren't comparing notes on how many people were contacted by one particular person. Ultimately it's what you feel comfortable with... at this point I wouldn't yet panic but if you're starting to worry you won't have a place to stay try emailing a few more. There's no serious harm done to the med student when they delete it out of their inbox. 🙂

 

[idonotcare]

Are all the people on the list holding weekly conferences to discuss who has contact them? My best guess is no, they probably aren't comparing notes on how many people were contacted by one particular person. Ultimately it's what you feel comfortable with... at this point I wouldn't yet panic but if you're starting to worry you won't have a place to stay try emailing a few more. There's no serious harm done to the med student when they delete it out of their inbox. 🙂

Thanks again! It was a solid and entertaining line of reasoning. Sometimes I over-think a situation in this whole med school application process... An outsider's perspective is much appreciated to bring clarity! Best of luck on your interviews too!

 

[Application Doc]

GWU has a student host list? It was not mentioned in my interview email, nor could I find anything on their site except a list of recommended hotels. Do you have to contact the admissions office for it?

Many schools, maybe even most, will connect you with a student host if you email the admissions office. Of course, the administrative assistants who work in the admissions office prefer that you've read the material sent to you and do your research first, but if you truly can't find any mention of a hosting program, I highly recommend emailing or calling before booking a hotel. Staying with a student host is an invaluable opportunity to learn about the school from an insider. And, the cost-savings will really add up!