Pre-Application Process

The previous articles have covered things like whether to apply for MS or PhD, when to apply and where to apply. Now is the time to kick start your application. We hope that by now you have a version of your resume all set, have almost finalized that list of universities, have at least written one draft of your SOP, got your GRE/TOEFL scores and also started contacting your recommenders. In case you are not sure, you can check out Application timeline to check your progress. Below are some points that you should start off right away.

1. Ordering Transcripts

a. Some universities require a SEALED copy of transcripts sent via post/courier. However, not all universities require a hard copy in their applications. So check carefully on the university website to see the requirements. Each transcript costs INR 400 for graduated students in India.

b. BITS sends sealed copies only if you provide them with an addressed envelope along with the requisition form. Although BITS does send sealed copies to universities if you provide the address, it is recommended that you get them delivered to yourself and then choose a delivery option.

c. Be sure to have a list of universities (with addresses) when you apply for transcripts. You can always sticker-on a new address after you have received a sealed copy in case you decide to send your transcript to another university later on.

d. Apply for transcripts early. Service times can be more than two months.

e. Many popular courier services like DHL/FedEx/DTDC etc. have student discounts for mailing applications. You can buy a pack of 8-10 coupons which makes it slightly cheaper. So do look into such options. Better still mail all together to friend/family in the US and ask them to mail for you if you have that option. Please do ensure whether the universities you're applying to needs hard copies or not!

f. This is most likely the only form of hard copy that the university will require. So be sure to get this out as soon as possible. Many times you may require to also annotate your application ID with your post, so check the instructions carefully on the university website.

g. Applying for transcripts: academic.bits-pilani.ac.in -> Log-In -> Transcripts

2. Creating a database with relevant information

Using MS Excel or Notion, you can manage your application stuff by noting down the most relevant things about the Universities that you would like to apply to. Pay special attention to the following points while creating your database-

a. Department Admissions Page/Application web page link - Helps to navigate faster to the application page.

b. Application requirements - number of LORs? GRE/TOEFL/IELTS required? Any other necessary document to fill?

c. University mailing address and email address - To send hard copies of your transcripts

d. GRE/TOEFL codes - Send as fast as possible. Things are especially delayed around Thanksgiving weekend which incidentally is in November (read PEAK SEASON).

e. List of Professors and labs you are interested in - This is very important. Will help in drafting the SOP.

TIP: Professors, especially in the US, tend to be super busy and will not reply to your emails most of the times. A better way is to email the students working under them (almost every Professor lists the students working with him or in his research group on his/her homepage). You may get a good idea about the funding and the type of projects in the lab.

f. Special Remarks about university - Rolling admissions, Accept recommendations before/after deadlines.

g. Other useful items to keep track of include the length of the SoP required by the university, minimum GRE/TOEFL scores, etc. Some universities also provide a university ID to help you track your application material and status. It is useful to keep this close.

h. Application fees and deadlines to submit the application.

i. Tuition fee & local expenses - can give you the necessary information for better decision making in terms of university selection

3. Popular online services to the rescue!

A common feature across all applications is the documents that you need to upload. These include passport, resume, transcripts, degree certificate and other achievements. These can be scanned using applications like CamScanner and stored in cloud services like Dropbox, Google Drive and so on.

Having all the relevant information with you will help you complete your applications fast and effectively. Below are snapshots of an Excel file that can be used to track applications: