The Drama of Documents

Preparing and gathering the necessary paperwork for applying to a foreign university is a tiresome task. Every document is important to your application and missing out on even one can affect your chances of being admitted. Here’s a handy guide to ensure that does not happen

It’s never too early to begin putting your application paperwork together, as some documents will take time to be ready (like letters of recommendation), while some others you can’t help but wait for (like high school or bachelor’s degree certificates). Here’s a checklist to help you keep track of the paperwork. Please note that this is a general list of documents and is not exhaustive. Please check with the universities you are applying to for a final list.

APPLICATION FORM
Online application: You can fill up the form in stages and save it before finishing and sending it. You may pay the application fee by credit card.
Offline application: Fill out the application form entirely. Send the application fee in the form of a cheque or demand draft.

 

STATEMENT OF PURPOSE (SOP)/APPLICATION ESSAY/COVER LETTER
An essay outlining your achievements (academic and other wise) so far, why you would like to study at the university and how you qualify.
Online application: You will be given space to copy and paste the essay in the online form.
Offline application: Print out your essay and include it in your application pack.

ACADEMIC TRANSCRIPTS
Ask your school/college to prepare this. This will be a comprehensive list of all the marks you obtained in each subject in your latest qualification.
Online application: The university might allow attachment of scanned copies, but may ask for the original to be sent by post.
Offline application: Send the original transcript, not a copy.

HIGH SCHOOL (CLASSES 10 AND 12) CERTIFICATES/MARK SHEETS
Online application: The university might allow attachment of scanned copies, but may ask for attested copies to be sent by post.
Offline application: Attested copies will usually do.

BACHELOR’S/MASTER’S DEGREE CERTIFICATE/MARK SHEET (IF APPLICABLE)
Online application: The university might allow attachment of scanned copies, but may ask for attested copies to be sent by post.
Offline application: Attested copies will usually do.

LETTERS OF RECOMMENDATION (USUALLY TWO)
An assessment of you from two professors and/or a professor and an
employer.
Online application: The university might ask for your referrers’ official email and get in touch with them directly.
Offline application: Printed and signed letters from your referrers on their official letterheads.

EVIDENCE OF FLUENCY IN LANGUAGE
If English, then IELTS, TOEFL, etc score sheet; if another language, then applicable test score sheet.
Online application: The university might allow attachment of a scanned copy, but might ask for the original score sheet to be sent by post.
Offline application: Original, copy, or attested copy of the score sheet. Check with the university.

OTHER APPLICABLE TEST SCORE SHEETS
SAT, GRE, GMAT, etc
Online application: The university might allow attachment of a scanned copy, but might ask for the original score sheet to be sent by post.
Offline application: Original, copy, or attested copy of score sheet.

MISCELLANEOUS DOCUMENTS
These may include:
* Portfolio of creative work – writing samples, drawings, etc
* CV
* Financial verification document (bank letter/statement showing sufficient funds)
* Copy of valid passport

7 Steps to a
CLUTTER-BREAKING SOP

Writing a good statement of purpose isn’t as hard as solving a differential calculus problem (unless you’re an expert at calculus). It should be an honest and genuine account of why you want to study the course of your choice, not a hammed up, sycophantic rant (which admissions officers are well-versed with identifying and rejecting). Arranging your thoughts in a cohesive essay can be intimidating, which is why many people look for shortcuts in writing their SOP. Alas, there is no ‘shortcut’, however, there is a framework and outline you could follow.

STEP ONE
OPEN WITH A PERSONAL ACCOUNT
Don’t begin like a robot parroting lines: My name is so-and-so and I am applying for the so-and-so course. Admissions officers already know this. What they don’t know is the personal experience that encouraged you to study this course. This experience will make you unique. “As a child, I accompanied my father to his car factory everyday and watched large assembly lines produce car after car. Over time, these machines imbued in me a love for industrial processes…” doesn’t this make you want to read more?

STEP TWO
PROVIDE YOUR BACKGROUND IN THE FIELD
Now the admissions officer knows what you’re passionate about and why, so this is a good time to tell him/her how you have worked or been exposed to this field in the past. This usually pertains to academic study, internships and part-time work.

STEP THREE
NAME DROP A LITTLE
Did you study any exciting modules or do interesting courses prior to applying? Were you taught be anyone reputed or well-regarded in your field? Name drop! Show the officer that you’re serious about your passion and have always been.

STEP FOUR
SHOW OFF
If you have any achievements in your field, mention them. Perhaps you have already published a paper or two in a couple of journals, or you made important presentations, or you’ve topped your class consistently. State them categorically with a hint of pride; don’t boast.

STEP FIVE
IMPRESS WITH EXTRACURRICULAR ACTIVITIES
You can now step out of the confines of textbooks and talk about your extracurricular activities. Don’t ramble; be precise and focus on those that reveal a personal trait or quality you would like to impress upon the officer.

STEP SIX
EXPLAIN YOUR SITUATION
This applies to you only if there has been a serious irregularity in your academic track. Maybe you failed a year, or had to take a drop – if it has bearing on your university study, fess up. Explain honestly why there is a blip in your record (family upheavals, personal issues, etc) and how you have endeavoured to move past that.

STEP SEVEN
GET PERSONAL… AGAIN
Everything you have written so far can be sent as is to multiple universities, and admissions officers know applicants send the same essay to as many as 10 universities. So why are you applying to this particular university? This is the part of the essay you must customise for each university application. Mention an aspect of the course you like the sound of, or a few professors in the faculty whom you have heard of and are eager to study under – anything about the university, course, department, or faculty that has convinced you to apply.

COUNSELLOR ADVICE
“There has to be a right balance between academics, projects and extracurricular activities. The achievement and learning acquired in each plays a vital role. This would vary with each student, as some may have participated in extracurriculars or some may not have undertaken any projects or won any awards /achievements. The trick in making the SOP standout lies in ensuring the true portrayal of one’s strengths through activities and purpose of pursuing the course. The potential needs to be highlighted with an objective appraisal of self. The SOP should be able to speak about the student – not just academics, but overall as a prospective candidature.” – Swati Salunkhe, education counsellor

 

Volume 3 Issue 4