While not an application requirement, it is highly recommended that you connect with faculty in the programs you are considering well before applying. There are two primary reasons why this is important. First, unlike at the undergraduate and master’s level, faculty make admission decisions at just about all colleges and universities. Second, you will most likely work very closely with a faculty advisor during your studies. Your advisor is a professor who will serve as chair of your dissertation committee, and will provide guidance and input throughout your student experience. Thus, it helps tremendously if you have made some contacts in that regard well before enrolling.
In order to allow time to communicate with faculty and have time to evaluate that communication and finalize your list of programs, you should start the outreach process two months before application deadlines at a minimum. Three months out is even better. As for how many to contact, a good rule of thumb is two or three per institution/program.
Here are some important tips for contacting faculty:
1. Reach out via email. Remember: First impressions are hard to overcome, for better or worse. Your message should be relatively brief, well prepared and reviewed, and have a professional tone.
2. Cover several important points:
a. Short introduction, including what you are currently doing.
b. Some information on the research they are doing that resonates with you and with your research interests.
c. Ask if they are is taking on new Ph.D. students for the semester or quarter
in which you hope to enroll. Even if they are not doing so, they could be impressed enough to recommend that you reach out to one of their colleagues.
3. Ask for an opportunity to speak with them. Let them know you have some questions about their research, and also about what they most look for in the candidates they admit.
4. Attach your resume/CV. Make sure it has been well thought out, and highlights your academic background, research experience, relevant coursework and any publications or papers you have written or contributed to.
5. Thank them for their time and consideration.
6. Be prepared for a variety of responses.
a. You might not hear anything. That does not mean you did anything wrong. It most likely means that they do not tent to respond to prospective students. Unfortunately, this is not something you can ascertain ahead of time.
b. The professor may not be willing to do a phone call, but they may respond to your email with answers to your questions. And they may decide to refer you to another faculty member, or to the program director.
c. The professor will agree to schedule a phone conversation with you.
d. Whatever the response, taking the time to do faculty outreach opens the door of opportunity that your name will be remembered when the department is reviewing applicants.
Stay tuned for Part II of this series, during which I will talk about the actual meeting between you and faculty members.
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