In the first part of this blog post we talked about the importance of faculty outreach before submitting Ph.D. applications.  In particular, we provided some tips for how to go about contacting faculty members. In this second part, I am going to provide some tips about what to do during a meeting with a faculty member. 

It is important to remember that the admissions committee for Ph.D. application review is most always faculty.  As mentioned in Part I, during your meeting you will be making an impression, and the goal, obviously, it to make a very positive one – so positive, in fact, that the faculty member will remember you when it comes time for evaluating applications. 

Most likely the meeting will take place by telephone.  However, it is possible that a professor might suggest using Skype, Zoom, Google Meet, etc.  As a general rule, the suggestion of a format other than telephone should come from the faculty member, not you.

Here are several tips for a meeting with faculty:

1.  Initiate the meeting.  You will most likely initiate the telephone call.  Early on in the conversation, be sure to thank them for their time.  Faculty are usually quite busy with research, teaching, speaking engagements, administrative responsibilities, or enjoying a semester off from the classroom to focus entirely on research and writing.  It is quite an accomplishment if you have persuaded them to speak with you, but nonetheless, you want so show your appreciation.

2.   Show respect.  Use the word “Professor.”  Do not refer to them as Dr., Mr., Ms., and most definitely not by their first name.  The only time you would call a faculty member by his or her first name is if you are invited to do so.

3.  Be ready with your questions.  It is advisable to have about five to seven question ready, but in tank order of importance to you in case time runs out.  After the third question, you might want to ask if there might be time to ask one or two more questions.  If they say no, then you say no problem.  Some of the most often asked questions are:

              a. Can you tell me more about your current research?

              b. Will you be taking on any research or teaching assistants in the coming

              academic year?

              c.  What does the admissions committee look for most when evaluating

              applicants?

              d.  What is most important for me to consider in the dissertation process? 

              e.  Is there a program director with whom I should be in touch?

              f.  Are there any current students you recommend I speak with?

5.  Do not ask if they have questions for you.  But be prepared in case they do have some questions.  Most likely those questions will be centered around the information you provided in your CV.

6.  Thank them again.  As the conversation comes to a close, be sure to thank them again for their time and wish them well.  Also, be sure to send thank you note.  If you have an actual mailing address, it is nice to send a hand-written note in the mail.  Otherwise, an email message is perfectly acceptable.

7.  Write down your impressions.  In my experience, this is the most important part of the faculty outreach process.  You need to be very honest here.  How did you feel about this faculty member?  Were you more impressed with this particular program, or less, based on your conversation?  While you are making an impression in the meeting, so is the faculty member.  You need to be honest with yourself about how things went from your perspective.

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